We’re normally a beach vacation family, but in the early 2000s, my husband and I took our young son camping in the coastal redwoods of Big Sur, California. It’s a beautiful area, and we chose the location specifically because we wanted to see Pfeiffer Falls.
Pfeiffer Falls is a hidden gem, accessible only by hiking about a mile in from the parking area. It’s a scenic walk through the redwoods, with a clearly marked and well-maintained trail, and even a picturesque wooden footbridge to add interest (and a photo opp) along the way.
We made it to the waterfall easily and enjoyed the view without worrying about getting lost.
But without the designated trail, it wouldn’t have been so easy. And truthfully, without the trail, we wouldn’t have even attempted it on our own, not to mention with a curious and adventurous two-year-old.
And we would have missed out on a wonderful family memory.
I tell you this story and share my family photos with you because I’ve come to realize that working with clients is a lot like hiking…
When there’s a clear, defined path, the journey is smoother for everyone involved.
That’s because of boundaries.
And here’s the thing… when the Park Service sets those boundaries by creating and maintaining the hiking trails, it doesn’t alienate the forest. It actually protects both the natural environment and the people who visit it.
The same is true when we set boundaries with clients.
Boundaries Are Professional, Not Personal
As freelancers, we often hear how important it is to be “easy to work with.” But easy doesn’t mean endlessly available, flexible to a fault, or vague about what’s included in our services.
In fact, strong boundaries are a sign of professionalism. They make things clear, prevent misunderstandings, and build trust.
Like a hiking trail, they get you to the desired destination safely and with positive memories of the experience.
Where Defined Boundaries Matter Most in a Writer-Client Relationship
Here are some of the key boundaries that make client projects easier to manage (and much more enjoyable).
1. Working Hours and Availability
This is one of the most important boundaries to set… and one of the easiest to overlook, because it seems so basic. Be sure to set it right up front. Otherwise, if clients think you’re available at all hours, they’ll treat you like you are.
What to clarify:
- Your business hours (days and times you’re typically available)
- How you prefer to communicate (email vs. text vs. phone vs. Zoom… or a combination of these, depending on the situation)
- When you check and respond to messages
You don’t need to sound rigid. A simple line in your client agreement/contract or project kickoff email is all it takes. For example:
“I’m typically available Monday through Thursday, 9 a.m. to 4 p.m. PT. I respond to emails within one business day.”
Setting this simple boundary can prevent a flood of weekend texts or late-night calls.
2. Response Time
Clients don’t usually need an instant reply, they just want to know when they’ll hear back from you. Setting expectations around response time keeps communication smooth and respectful.
What to clarify:
- How quickly you’ll respond to messages or project feedback
- When they can expect revisions or deliverables
For example:
“I’ll send over the initial draft by Thursday afternoon. Once I receive your feedback, I’ll follow up with edits within two business days.”
Letting clients know what to expect lets them relax, knowing things are in motion and that you’ve got their project handled.
3. What’s Included in the Project (and What’s Not)
Scope creep is real. If you’ve ever had a client ask for “just one more tweak” or “a quick extra page,” you know how easy it is for projects to grow beyond what was included in your fee agreement.
What to clarify:
- What’s included (number of pages, revisions, meetings, etc.)
- What’s outside the scope (and what happens if they end up needing or wanting more)
Your contract or proposal should spell this out clearly, but it also helps to reinforce it verbally or in your emails. For example:
“This package includes up to two rounds of revisions. If you need additional changes beyond that, I’m happy to provide a quote for the additional work.”
Setting this boundary keeps the relationship friendly and professional.
4. Turnaround Times and Project Timelines
Clear timelines help clients plan and show that you’re organized and in control. They also protect you from unrealistic expectations and rushed edits.
What to clarify:
- Your estimated delivery date
- What you need from the client to meet the promised deadlines (feedback, assets, etc.)
- How delays or missing inputs affect the timeline
You can set the tone early with something like this:
“Once I receive your initial payment and kickoff materials, I’ll begin work and deliver the first draft within 7 business days. I’ll also need feedback within 3 business days to stay on track.”
5. Payment Terms
Boundaries around payment aren’t just about getting paid… they’re about respect. Being upfront about how and when you invoice shows you take your business seriously.
What to clarify:
- Your rates (fixed by project or hourly)
- When you invoice (upfront deposit, upon delivery, Net 15/30, etc.)
- Late fees or policies
It can be as simple as this:
“I require a 50% deposit to begin and the remaining 50% upon delivery. Invoices are due within 15 days.”
No need to apologize. This is standard professional practice.
Communicate Boundaries With Confidence and Kindness
Setting boundaries doesn’t mean being cold, inflexible, or hard to work with. It simply means being clear about what clients can expect when working with you.
Most clients will appreciate having this clarity, especially when it’s delivered with warmth and professionalism. You might be surprised how often people rise to the standard you set, simply because you set it… because you laid out a trail for them to follow.
Start by deciding what you want your trail to look like by considering the following:
- When do you want to work?
- How do you want to be contacted?
- What’s your process?
- What do you need to do your best work?
Then, set expectations and communicate your boundaries clearly at the start of the relationship… and reinforce it as needed with each new project.
When the path is clearly marked, everyone enjoys the hike more… including your clients!
