Client Delay Fees for Interior Designers
A practical guide from the Interior Design Community for design pros who want clear policies for rescheduling, no shows, and project pauses. We cover the business of interior design with real talk, sample scripts, and contract tips so you can protect your time and client relationships.
Why client delay fees matter
When clients delay, your calendar ripples, trade schedules shift, and cash flow takes a hit. Client delay fees for interior designers create clarity, align expectations, and give you an ethical way to recoup time lost to rescheduling, remobilizing teams, or rework. These policies are not punitive; they are boundaries that respect everyone’s time and keep projects on track.
Common delay scenarios
- Last-minute reschedules that strand a site day
- Project pauses while clients shop or “think”
- No show consults or access issues at the site
- Payment delays that stall orders or install days
Policy building blocks
Use these components to craft a policy that fits your process and market. Keep language simple, avoid jargon, and store everything in your contract and your client welcome packet.
1) Clear reschedule windows
Offer a fair reschedule window, for example, changes made 72 hours or more before a scheduled visit may be moved at no cost, changes inside the window incur a fee. Name the fee and apply it consistently.
2) Remobilization fee
When a project pauses or access is blocked, remobilizing takes real time, reconfirming trades, re-pulling selections, and updating timelines. Set a flat remobilization fee or a minimum billable block of hours, for example, 4 to 8 hours.
3) Pause policy
Define what constitutes a pause, such as no client response or an unpaid invoice for 14 days. Explain what will be archived, what will be re-estimated after a pause, and whether pricing, lead times, or vendor availability may change.
4) Materials and vendor realities
Explain that lead times and reserving trade time depend on timely approvals and payment. Be transparent that delays can affect pricing and scheduling beyond your control.
5) Documentation habits
Log all schedule changes in your PM tool, including the who, what, why, and when. This log protects you if a fee is questioned later.
Client-friendly communication
Client delay fees for interior designers’ work best when you explain the why. Use plain language, stay calm, and repeat the policy in writing. Here are copy-ready lines you can adapt.
Email script, reschedule window
Subject: Updated appointment for [Project Name]
Hi [Client Name],
Thanks for the heads up. Our policy allows complimentary rescheduling with 72 hours’ notice. Since this change is inside the 72-hour window, a reschedule fee of [$X] will be added to your invoice. This helps us cover the time already held on the calendar and trade coordination that is already in motion.
Please reply with your preferred new time from the options below, and I will confirm today.
Appreciate you, [Your Name]
Contract language starter
Reschedules requested with fewer than 72 hours’ notice, or site access issues on the day of service, will incur a reschedule fee of [$X]. Project pauses of 14 days or more will incur a remobilization fee of [$X] to restart, which includes rescheduling trades, updating the timeline, and preparing the site for work.
Delay Fees, Community insights from Instagram
The design community has been candid about policies that work. The following insights and links are reused exactly as originally published.
@ ninashomedesign:
In response to frequent project delays, Nina implemented a “pause clause” in her contracts. She explained that disruptions typically require at least 20 hours to address, equating to a substantial cost when calculated with her hourly rate. This clause helps clients understand the consequences of their actions, not only on the timeline but also on the project’s budget and resource allocation.
@ vanessaromeinteriors:
Vanessa highlighted another critical aspect: opportunity cost. Delays mean rejecting other potential projects to maintain commitment to the current one. By charging for these delays, designers can mitigate the financial impact of lost opportunities.
@ estelalaw:
Estela suggests specifying a remobilization fee in the contract. This approach is akin to practices in the construction industry, where such fees are common to deter delays and ensure that clients understand the financial implications of their decisions.
Pricing it fairly
Aim to recover the real time spent and the real costs incurred. Put numbers to typical tasks, for example, 30 minutes to notify the site supervisor, 45 minutes to reschedule two trades, 30 minutes to adjust a timeline, 60 minutes to reorder logistics. Multiply by your billable rate or set a flat fee that covers the average. Keep it simple and consistent.
What to track on each change
- Who requested the change and when
- The original appointment or milestone
- Time spent remobilizing, hours, or a flat fee
- Any pass-through costs, delivery change fees, and vendor restocking
Tools you already use
- Calendar holds and shared invites with reminders
- Your PM tool’s task templates for remobilization
- Email snippets for fast replies and paper trails
- Invoice items, Reschedule Fee, Remobilization Fee, Pause Reactivation
FAQ
Should I warn clients before charging a delay fees?
Yes. Put the policy in your contract, your welcome packet, and in your scheduling emails. When a change occurs, restate the policy and the exact fee in writing.
How do I set a remobilization fee amount?
Audit your last three delays, total the hours spent, and include trade coordination, timeline updates, and admin. Use that average as your starting flat fee or set a minimum billable block.
Is a pause clause different from a change order?
Yes. A pause clause covers time to stop and restart work, and change orders cover scope shifts. You may need both.
Will clients push back?
Sometimes. Be empathetic, repeat the policy, and offer choices. Many clients will accept a fair fee when they understand it preserves quality and timeline.
What to do next
Add the policy to your contract and email scripts today. If you want deeper scripts and boundary language, check out “The New Transparency” in Design Contracts. For more real talk on the business of interior design, tune into To-The-Trade, hosted by Laurie Laizure and Nile Johnson.