Don’t Ghost Your Clients! Lighthearted Tips to Avoid Vanishing

priscilla
5 days ago
3 min read

Spooky season is here, and while we all love a good ghost story, there’s nothing more chilling (or unprofessional) than a client who suddenly wonders, “Where did they go?”

Whether you’re a solopreneur, creative, or service pro, staying visible and communicative keeps your clients confident, connected, and coming back. Here are a few simple ways to make sure you don’t ghost.

Keep the Life Alive… with Touchpoints

A little check-in goes a long way. Whether it’s a quick email update, a thoughtful LinkedIn comment, or a monthly newsletter, consistent communication reminds clients you’re still around and still invested.

You don’t need to haunt their inboxes, but gentle, intentional touch points keep relationships warm between projects.

Tip: Try creating a light cadence (every few days or once a week) so you stay top of mind without overwhelming them or yourself. The key is to sound like a real person, not a robot. Add small, human touches like a reference to a past conversation, share something relevant, or include a genuine note of appreciation.

It’s Okay to Be Human

Let’s be honest, this one took me a while to embrace. If I have learned anything in business, it is that every human wants to do business with another human. We’ve all had delays, tech mishaps, or moments when life (or a long to-do list) gets in the way. Instead of disappearing, just be honest. A short note like, “I’m running behind on your update, but you’re on my radar,” builds more trust than radio silence.

Tip: I make it a habit to follow what I call my 48-Hour Call Out. I respond to every email, post, and inquiry within 48 hours, even if it’s just to say, “Got your message and will circle back soon!” That simple acknowledgment keeps communication open and shows clients that they’re seen and valued, even when you don’t have a full update yet.

Clients appreciate humans, not perfection.

Set Expectations

Another SCARY idea (but so important) - boundaries!

Heading on vacation? Deep in event season? Let them know! Setting expectations upfront through an auto-responder, quick email, or social post shows you’re thoughtful about their time and experience.

Even better, it gives you peace of mind to truly unplug when you need to.

Tip: Schedule Away Messages. In check-ins with clients, let them know when you will be out of the office and when (if) you will be responding during that time. Here is a quick example: “I’ll be out of the office from Friday–Monday for an event weekend, but I’ll reply to all messages by Tuesday afternoon.” Simple and clear!

Stay Connected

It is not only important to stay connected in emails and inboxes, but also to invest in your clients. Let them know that a post reminded you of them, pass along a podcast that deals in their business, or send a birthday card. Connection is the antidote to ghosting — and those small gestures keep your relationships alive and thriving.

Tip: Keep a Client Connection List. Jot down birthdays, anniversaries, launches, or other key dates for each client. Set reminders to reach out with a quick note or comment when those moments come up.

How a VA Can Help You Avoid Ghosting

Ghosts are cute Halloween costumes, but not great business practices. If communication consistency isn’t your strong suit (or you’re simply stretched too thin), a virtual assistant can keep your client experience alive and well even when you’re swamped.

A VA can: