How to Onboard Your Interior Design Clients

First impressions matter. And in interior design, your client onboarding process is the first impression. It sets the tone for everything that follows from your communication style and process to how organized (or not) your systems feel behind the scenes. Whether you're running a solo studio or leading a team, a thoughtful onboarding workflow isn’t just professional, it’s strategic.

We believe client onboarding should feel like a well-orchestrated experience, not a scramble. Here’s how to onboard your interior design clients step by step, from the moment they land on your website to the minute you send off the Welcome Guide.

Design: Flack Studio | Photography: Anson Smart

Intake Form = Your First Filter

Your onboarding journey begins before a client ever hops on a call with you. It starts with a well-designed Client Inquiry Form on your website. This form should ask a few intentional questions about scope, style, timeline, and budget—not only to help you screen for aligned clients, but to help them articulate what they’re really looking for.

Pro Tip: Make sure your form reflects your brand aesthetic and voice. It should feel like the first step in working with you, not a generic contact form.

Email Your Investment Guide + Discovery Call Link

Once you’ve reviewed their inquiry submission and feel like it’s a potential fit, send a personalized response that includes your Investment Guide and a link to schedule a free Discovery Call. Your guide should walk potential clients through your service offerings, typical investment ranges, timeline expectations, and FAQs—all beautifully branded, of course.

Not sure what to include in your Investment Guide? We’ve built a customizable template for that.

The Hana Investment Guide for Interior Designers

Buy Now

Design: Ashley Montgomery Design | Photography: Lauren Miller

The Discovery Call

This is your chance to connect, ask questions, and listen. The Discovery Call isn’t about solving their design dilemma on the spot—it’s about seeing if there’s synergy. Use this time to:

• Learn more about their needs

• Walk through what working together looks like

• Briefly outline your process from start to finish

  
  

Follow up the call with a link to book a paid Design Consultation: the next step in your funnel.

The Paid Design Consultation

Once they’ve paid and scheduled, send a confirmation email and a reminder 24 hours before the meeting. During the consultation, deliver real value. Whether that’s space planning ideas, advice on scope, or curated inspiration, you’re giving a taste of what it’s like to work with you.

After the consultation, send a follow-up email with a note of thanks and let them know when they can expect their Design Proposal.

Send the Design Proposal + Contract

Here’s where the magic happens. Create a custom Design Proposal that outlines:

• Scope of work

• Deliverables

• Timeline

• Investment

• Payment schedule

  
  

We always recommend reviewing the proposal and contract in a virtual meeting, so you can walk them through the fine print, address concerns, and close the deal with confidence.

Once they’re ready, send over the official contract and retainer invoice. This is the moment the project becomes real.

Design: Ome Dezin | Photography: Yoshi Makino

Send the Welcome Guide + Client Homework

When the contract is signed and the deposit is paid, it’s time to roll out the red carpet. Your Welcome Guide should be beautifully branded and crystal clear. It introduces your team, sets expectations, explains communication norms, outlines project phases, and introduces any platforms you’ll be using.

Include a checklist of Client Homework—this might include uploading floor plans, sharing inspiration imagery, completing a design questionnaire, or gathering measurements.

This Welcome Email is also the perfect time to schedule your Kick-off Meeting and make the client feel truly taken care of.

The Valerie Bundle: Full Client Experience Templates

Buy Now

You Only Get One Chance to Onboard Well

Your onboarding process is more than a set of steps. It’s a relationship-building moment. It’s a chance to show your client that they’ve made the right decision and that your studio is as thoughtful behind the scenes as it is in your design work.

And if you want help refining the details, we’ve got the templates to help—from Investment Guides to Welcome Kits and everything in between.

Explore the Client Process Bundle and elevate your onboarding experience.