How To Communicate With Clients

How To Communicate With Clients

Do you want to find out how to communicate with clients?

If you do, then you are not alone

Every relationship needs communication to function properly.

A lack of good communication can lead to several issues.

Hence, communication is important.

The same goes for your business relationships with clients.

When there is no communication between your business and your clients, there will be big fallouts.

So, you need to know how to communicate with clients to avoid this.

As usual, we are here to help you.

Hence, we will share with you essential information on how to communicate with clients.

We advise that you carefully follow us to the end.

To begin, we shall look closely at what communication with clients is.

What is Communication with Clients? – How to Communicate With Clients

Communication with clients is any and every communication between businesses and their clients.

It is when a business passes information to its clients and receives information from them.

It involves written communication such as invoices and emails, verbal communication such as face-to-face meetings, and phone calls, and non-verbal communication.

When a business can properly communicate with its clients it will grow faster, as the clients will support and stay loyal to the business.

Components of Proper Communication with Clients – How to Communicate With Clients

Proper communication with clients is made possible because of some essential components.

These components are qualities possessed by businesses that properly communicate with their clients.

We want you to build proper communication with your clients; so, we will share these components with you:


Change can occur anytime when running a business.

It could happen when you are conducting business with clients.

So, when change occurs, a business needs to know how to handle it and still keep the communication going with its clients.

Flexibility is what will help both parties to continue communicating.

For instance, if the phone lines of a business become poor, flexibility will enable them to look for another means to reach their clients.

They could use conference calls or emails.

A business can also exhibit flexibility by ensuring that different communication means are accessible.

For instance, a business can hire translators to help them reach and effectively communicate with clients who do not speak the business’s main operating language.

This way the business will show that it respects and care for the clients and want to maintain their relationship.

Transparency – How to Communicate With Clients

Transparency means to be open with information.

Transparent businesses can easily build trust with their clients.

Clients want to be carried along.

So, when a business carries its clients along, they appreciate and respect such a business for that.

As a result, they tend to feel comfortable and safe to pay for services when they understand how a business operates.

Transparency also involves being open or honest about policy changes, price changes, clients’ demands and how to meet them, and any development that might affect the clients.


Every business needs to be self-aware to practice good communication.

This is because self-awareness helps businesses to acknowledge, accept, and learn from their mistakes.

Businesses that are self-aware show their clients that they are not oblivious to their mistakes.

They also take measures to correct those mistakes.

When their clients see that a business accepts its mistakes, and takes steps to correct them, they will appreciate them for their honesty, and respect them for working to correct them.

Self-awareness allows a business to critically look at its services and notice those aspects that need improvement.

This will help them to take those necessary steps toward improvement.

Businesses that are self-aware grow better than businesses that are not.

Check here to discover the importance of self-awareness in business.

Compassion and Empathy – How to Communicate With Clients

Every human wants to be cared for and appreciated.

This is true, even in professional or business relationships.

This is why compassion and empathy are important for clients’ communication.

Compassion is the ability to feel sympathy for people in need.

On the other hand, empathy is the ability to understand other people’s perspectives.

These two things put together will help you make your clients feel comfortable communicating with you.

As a result, you will communicate and understand your clients better.

This way, they will feel appreciated and cared for.


Not all means of communication can have the same context.

In other words, the details you share on phone calls cannot be the same as the details you share in emails.

The context of your email and face-to-face communication can include a thorough breakdown of information, but not all phone calls can accomodate that.

Not all of your clients have enough time to listen to all you have to say on phone calls.

Hence, proper understanding and usage of context is an essential component of client communication.

Benefits of Proper Communication with Clients – How to Communicate with Clients

Businesses that cannot properly communicate with their clients usually experience several losses.

However, the opposite is said for businesses that practice proper and effective communication.

We will share some of these benefits to encourage you to put in more effort as you communicate with your clients.

So, below are some of the benefits you will get from properly communicating with clients:

Trust-based Relationship

Trust grows better when there is open and effective communication.

When a business is transparent with the way it operates with its clients, the clients will see that business to be trustworthy.

As a result, the clients will trust the business to do right by them at all times.

This will make it easier for the business to do their part, as they have the trust of their clients.

When your clients trust you it will also make them want to continue doing business with you.

In other words, your client’s trust in you will make them loyal to your business.

As a result, you will find it easy to retain them.

Better Jobs

When there is open communication between a business and its clients, the business will deliver better jobs.

This is because the clients will feel free to share their thoughts and feelings.

Also, the business will be able to freely discuss and share their ideas with the clients.

As a result, both parties will conclude on what will work best.

Therefore, the work done will satisfy both parties.

The clients will be pleased with the work, and the business will be proud of their work.

This will further build a strong connection between both parties

Builds Good Business Reputation – How to Communicate With Clients

Clients tend to tell other people about how a business treats them.

So, when a business treats its clients well, then only good news will be shared about that business.

Communication is an important aspect of how clients are treated.

Hence, if communication is poor, the clients will most likely talk about this to others.

As a result, it can kill the business’s reputation.

However, when communication is good, the clients will sing the business praises.

This will in turn build a good reputation for such a business.

Means of Communicating with Clients – How to Communicate With Clients

For you to communicate with your clients there has to be a means.

In the world today, there are different means of communicating with your clients without meeting them face-to-face.

They can help you keep up with your clients, and help them stay updated about your business and their work with you.

If you want to properly communicate with your clients, then you need to know how to use all the means of communication.

This is because you never know when you will need to use a means of communication to connect with a client.

So, to avoid issues, knowing how to use the different means of communication is important.

To do so, you first need to know the different means of communicating with clients:


Emails serve as a great means of communicating with your clients.

This is because they are cheap, swift, and convenient.

Pictures and other documents can be shared via e-mail.

So, if you need to send your client files associated with your work, you can easily do that via e-mail.

Your clients can also easily connect with you through this means.

Phone Calls – How to Communicate With Clients

You can reach and communicate with your clients through phone calls.

With phone calls, you can leave messages for your clients when they are unavailable.

Also, phone calls are what clients mostly use to communicate with a business when they have complaints or requests.

Hence, every business is expected to have open phone lines that should be available and active during their stipulated period.

Social Media

Several businesses now market and advertise their products and services on social media.

They also make use of these platforms to communicate with their clients.

This means of communication allows businesses to be accessible to both old and new clients.

On these platforms, you can engage in conversations with potential and existing clients.

Therefore, social media is what you should go for if you want to communicate with a wide range of existing and potential clients.

Video Messaging

Video messaging allows you to communicate and see your clients without having to be in the same place.

You can connect, build business relationships, get business deals, and conduct some transactions easily with video calls.

When you get to video call, you get to hear and get information directly from your clients and see them for yourself.

Hence, video messaging serves as a wonderful means to communicate with your clients.

Tips on How to Communicate With Clients

As we earlier stated, communication is important in every relationship.

Thoughts and feedback cannot be shared when there is no proper communication.

When this cannot be done, the parties in a relationship will face a hard time in that relationship.

To avoid these in your relationships with your clients you need to practice effective and proper communication.

So, if you do not know how to do this, the following tips will teach you how:

1. Know the Right Means of Communication for Each Client

Your clients are different people.

Hence, you should treat them as such.

What we mean is that not all of your clients will like to communicate through the same means.

For instance, one client might prefer having a face-to-face meeting, while another would prefer video calls.

Some clients will even want to communicate through emails.

So, you have to know the right means of communication for each of your clients.

The best way to know how they want to be reached is for you to ask them.

When they tell you, ensure that you stick to that means of communication.

If your client is one who best communicates via email and you keep calling, there will likely be some fallout.

Such a client might feel that you do not respect their wishes.

This could make them feel like you will not satisfy them with their jobs.

So, it is best to communicate with each client the way that is most suitable for them.

Hence, your business needs to learn to be flexible and adjust to the different means of communication that are acceptable to your clients.

2. Show Respect When Communicating – How to Communicate With Clients

Your clients deserve to be respected.

So, you have to make sure you respect them when communicating.

The way to show respect is by allowing them to express their thoughts and ideas.

Do not cut in when they are speaking, even when you do not agree with their opinion or idea.

Allow them to finish talking and then calmly and nicely tell them why their opinion or idea cannot work.

If possible, think of how to meet them in the middle.

Never make them feel like they do not know anything because you are the expert.

Make them feel like you are partners.

When they are speaking, actively listen to them by nodding, repeating what they said, and maintaining eye contact.

If you are communicating through email or social media messages, you should also be respectful.

Do not make use of sensitive remarks or words that could hurt their feelings.

When you show respect to your clients when communicating with them, they will also respect you.

3. Be Compassionate and Empathic

Learn to put yourself in the shoes of your clients.

Be empathic and compassionate toward them.

Listen to them when they have complaints and quickly resolve them.

When communicating with them, you can ask them how they are doing.

It is not wrong to do so.

When you show them that you care, they will be more comfortable communicating with you.

4. Speak Plainly – How to Communicate With Clients

When communicating with your clients you need to discard the use of your field’s jargon.

Your clients did not come to do business with you to become confused with the information you share.

So, be clear and plain.

Make use of simple words, and terms that they can easily understand.

In cases where you cannot do away with some jargon, make sure that you calmly explain them.

Do not speak too fast or too slow.

Let your voice be audible so that they will hear everything you have to say.

5. Be Concise 

When you communicate with your clients through written means of communication, you need to be concise.

Do not beat around the bush.

Instead, go straight to what you want to share.

Your message has to be something they can easily understand.

6. Ask Questions – How to Communicate With Clients

Never assume when dealing with your clients.

If you do, you will end up doing things that will not please them.

So, instead of assuming, ask them questions.

At every crucial point of your business transaction and relationship allow them to voice their mind and feedback.

Do not feel like your clients will say everything they want.

Some clients will not speak even if they have something to say, and the ones who do, might not say everything.

You are the one to make them feel comfortable and free to open up.

So, make it a habit of asking if they are okay with what you are doing.

Let them provide you with feedback, ideas, and opinions.

When you do this, your relationship with them will grow stronger and you will be able to do deliver what will satisfy them.

7. Do Not Be a Nuisance

Your communication with your clients should not give them a headache.

You need to learn to stick by their boundaries.

As we earlier stated, some clients might not like being contacted via phone calls.

In such a case, calling them on phone will make you seem like a nuisance.

When you keep bugging them or reaching them at inconvenient times, they might get fed up.

So, you need to learn to do things moderately when communicating with your clients.

8. Stick to Your Principles – How to Communicate With Clients

As much as you are the one to do most of the job in building good communication with your clients, you should not forget your principles.

In other words, do not overexert yourself to please your clients that you forget your business rules and principles.

They also need to respect you.

Your clients should not reach out to you past your work time and expect a reply at that time.

Let them know the time when your communication lines close every day.

If you do not stick by your principles and rules, your clients might take you for granted.

So, as you respect them, respect yourself so that they can respect you!

Conclusions on How to Communicate With Clients

Your clients are important to your business.

So, you need to learn how to communicate with them.

The information we shared in this article will help you do so.