Tips and insights from our studio experience

Ghosting—the word alone makes many creatives cringe. And yet, in the design industry (and beyond), it happens all the time. A potential client disappears after a discovery call, never replies after receiving a proposal, or even goes silent in the middle of an ongoing project.

Sound familiar? You’re not alone. Unfortunately, we believe it’s almost impossible to avoid ghosting completely. But what we can do is recognize the patterns, protect our energy, and handle the situation with clarity and professionalism.

What is Ghosting—and Why Does It Happen?

In business, ghosting simply means: someone stops responding, without explanation.

Why might this happen? The reasons are often less about you and more about the client’s circumstances:

• The project was cancelled internally.
• The budget doesn’t match.
• Your style doesn’t fit the vision.
• Timeline conflicts.
• They chose another designer.

As frustrating as it is, these are often factors outside our control. Still, there are ways to reduce the chances and keep relationships intact.

A Message to Clients

Dear clients, when you stop responding, what’s hardest for us is not knowing why. A simple email—even a one-liner—helps maintain respect and leaves the door open for future collaborations.

If you’re unsure about a designer or studio, here are a few ways to approach it better:

• Practice open communication. Honesty and respect go a long way in building trust on both sides.
• Do your research first. Review the designer’s or studio’s website, portfolio, and social channels to check if the style and process align with what you’re looking for.
• Ask questions early. Not sure about pricing, timelines, or your own involvement? Be upfront. Designers or project managers are happy to clarify.

Why Ghosting Feels Disrespectful

From the outside, clients may not realize how much work happens even before a project begins.

We carefully review inquiries, check client websites and social channels, consider scope, sketch pricing ranges, and possibly prepare tailored proposals. By the time a client receives an offer, we’ve already invested hours of thought and energy. (Side note: That’s exactly why we introduced our Manifesting Session!)

Silence stings: a quick note of thanks and decline is always better than disappearing.

How We Try to Avoid Ghosting at Mindt Studio

1. Spot red flags early

• Does the client answer our contact form thoughtfully, or barely?
• Do they prefer to keep all communication in voice notes or DMs, instead of email?
• Do they push for impossible timelines (»we need results tomorrow«)?

These are often warning signs of low commitment or mismatched expectations.

2. Talk about money upfront

While we usually only provide a detailed proposal after the Manifesting Session, we sometimes share a rough range early on. This way, if the budget is nowhere close, both sides save time. If there’s flexibility, we can often tailor a solution that fits.

3. Set clear boundaries in contracts

When ghosting happens during a project, clarity in contracts is key. That’s why we:

• Include clauses for late feedback, project pauses, or ending a contract.
• Require deposits before work begins.
• Define responsibilities and timelines in our project dashboard.

4. Decide how often to follow up

If someone goes quiet before a project starts, we typically follow up twice—once after a few days, and again after about a week. After that, we let go. Chasing endlessly only drains energy, and it’s often a blessing to realize misalignment early.

When Clients Ignore Invoices

Another painful form of ghosting: unpaid invoices.

Our approach:

1. Send a polite reminder.
2. Follow up with a formal notice.
3. Escalate legally if necessary.

This is where solid contracts and signed agreements protect us. If you’re a fellow creative: never skip this step.

Is Ghosting Avoidable at All?

Honestly: not fully. There will always be clients who ghost. But here’s what helps:

• Charge for the time and expertise you put into proposals or strategy calls—it signals commitment on both sides.
• Don’t take it personally—it’s rarely about your skills or value.
• Speak openly about communication expectations in discovery calls.

Our Takeaways

We’ve experienced it all: unpaid bills, radio silence after proposals, missing feedback, projects stalling halfway. Ghosting is frustrating, but it’s also a reminder of why boundaries matter.

At Mindt® Studio, we’re committed to transparent processes, clear contracts, and building client relationships on respect and trust. And while ghosting may never disappear completely, every honest conversation about it gets us closer to changing industry standards.

So let’s keep talking about it.

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This article is an adaptation of an OG post, written by our Founder and Creative Director Sarah, with translation and editing assistance from AI technology (ChatGPT).