Interior design projects often involve long procurement timelines, and when clients aren’t prepared, delays can quickly lead to frustration. Whether it’s a custom dining table stuck in production or delayed materials for a renovation, clear communication about lead times is essential for a smooth project.
So, how do you set realistic expectations without overwhelming clients? Let’s break it down.
Step 1: Discuss Lead Times from the First Meeting
The best time to talk about lead times is before the project even starts. If clients are unaware of how procurement works, delays will feel like your fault—even when they’re not.
💡 lanotthecity shared her proactive approach:
“One of my first questions to a client is if they have any big events coming up that a room or rooms need to be complete for. I work backwards and will only show them pieces that we can get in time (with at least a 4-month window). ANY event schedule without a three- or four-month runway, I do not guarantee the room will be done—I promise to do my best.”
How to Implement This:
✔️ Ask early: During the consultation, find out if the client has a deadline.
✔️ Work backwards: Only present options that fit the timeline.
✔️ Be upfront: Set clear expectations that anything outside the timeline won’t be guaranteed.
Step 2: Include Lead Times in Your Contract
Contracts are your best defense against client frustration. By documenting estimated delivery timelines, you ensure that clients understand delays are sometimes beyond your control.
💡 As joseph.bellone explained:
“Lead times are in contracts. Based on approved samples and details they’ve given authorization on clearly by email only. Verbal agreements will not be recognized or accepted. No exceptions. All delays rest on the purchaser.”
How to Implement This:
✔️ Clearly outline lead times in your contract and require email approvals.
✔️ State that lead times are estimates, not guarantees.
✔️ Clarify that third-party delays are outside your control.
Step 3: Reinforce Lead Times in Proposals & Invoices
Even with a strong contract, clients will forget. That’s why you need to reinforce lead times multiple times throughout the process.
💡 jorgerossostudio keeps clients informed at every stage:
“On the invoice! Cost, deposit required, lead time, specs like color, dimensions, etc. We say lead times may be changed by the manufacturer, so it is an estimate. Always refer back to the invoice they paid on as the guide for any issues.”
How to Implement This:
✔️ List lead times on every proposal before clients sign.
✔️ Include them on every invoice to prevent misunderstandings.
✔️ Send weekly update emails to keep clients informed of any changes.
Step 4: Prepare Clients for Potential Delays
No one wants to deliver bad news, but it’s better to prepare clients upfront than to scramble for solutions later.
💡 bdesigns_interiors takes a bold but effective approach:
“Instead of telling the client what they want to hear, I tell them it will take longer than the vendor suggests. If the lead time ETA is 12 weeks, I say 3-5 months. That way, I’m covered, and if it comes in earlier, I’m a hero!”
How to Implement This:
✔️ Add buffer time when communicating lead times.
✔️ Give clients worst-case scenarios so they aren’t caught off guard.
✔️ Frame delays as an opportunity to ensure quality rather than rush orders.
Step 5: Offer Alternative Solutions When Delays Happen
Even with the best planning, delays happen. Instead of just delivering bad news, provide a backup plan.
How to Implement This:
✔️ Have a list of rental vendors for emergency furniture needs.
✔️ Suggest alternative, in-stock pieces if delays arise.
✔️ Position delays as an opportunity to refine the design and ensure the best final product.
Bonus Tip: Use an FF&E Tracker for Transparency
An FF&E (Furniture, Fixtures & Equipment) tracker can help streamline procurement updates and prevent miscommunication.
💡 seventhbixel shared her system:
“We use Houzz Pro. There is an FF&E schedule that we can download with our selections tracker and we send that every week. Even with this, people don’t look at it until weeks in and then are upset about a date. Unfortunately, sometimes you get a lead time but that can change from the time that you receive payment, payment clears, and order is placed. Until it’s in the vendor’s production queue, it’s hard to guarantee and we just tell them the hard truth.”
How to Implement This:
✔️ Use project management software like Houzz Pro or Studio Designer to track orders.
✔️ Send automated updates so clients are always in the loop.
✔️ Reiterate that lead times are estimates, not guarantees.
The Bottom Line: Setting Expectations Builds Trust
When clients know what to expect, they stay happy—even when delays occur.
✔️ Discuss lead times early in the consultation.
✔️ Include estimated delivery timelines in contracts.
✔️ Reinforce lead times in proposals, invoices, and updates.
✔️ Prepare clients for worst-case scenarios.
✔️ Offer creative solutions if delays happen.
✔️ Use an FF&E tracker to provide real-time updates.
By following these steps, you’ll avoid last-minute surprises, maintain client trust, and make your projects run smoothly from start to finish.
👉 How do you communicate lead times with your clients? Drop your thoughts in the comments!
