Hey there. Ive been admiring your work a long time and I was hoping I could get some advice from a more experienced artist.
How do you go about deciding which commission submissions will proceed forward? If you decide to decline a request how do you go about it? I recently started accepting commissions and get nervous when certain requests are too vague, too difficult or the requester isn't fully answering my questions and I dont know how to go about justifying a decline. Is it okay to decline a commission submission?
aAA thank you for enjoying my work!!
i could talk for Days about commissions and how I handle my own work, but I'm going to try to keep this short and simple for ease of reading:
i use a Google Form in combination with a number generator for my commission openings
reasons why i use a Google Form and number generator: - to avoid favoritism / client bias - to push my comfort zone with a variety of projects - to ensure i'm not taking on more work that i can handle
The Google form will automatically assign a number to each form, making it easy for me to pull up a website and ask it to generate a number between [insert number] and [insert number]. That said, I will still manually go through each form. Occasionally I'll pick up a project if I notice someone's reapplied a couple times who wasn't selected during previous openings, or if a project especially appeals to me, or isn't something i'd usually draw!
declining a commission / project:
yes, it is always okay to decline a project! you are not obligated to accept every submission that comes into your inbox / form / etc. there are many valid reasons to decline a project, from a conflict with your Terms of Service, to making sure you don't take on more work than you can reasonably handle.
if the project doesn't inspire you or spark that creative passion, it may result in frustration, exhaustion, and you might wind up handing the client a subpar art piece that you're not at all proud of. it's much more honorable to be upfront about it than to subject yourself to such grief as you waste your time and energy and your client's time and money.
ways to decline: it's always important to be polite. depending on your reasoning, you could say "Thank you for considering me for this project, but, ...." - "... This is not a project I'd be comfortable taking on." "... This project conflicts with my Terms of Service and I cannot accept it." "... I cannot accept it at this time." "... but I would not be able to fulfill your request to the detail / complexity you are expecting for this piece."
there's no shame in saying "i would not be a good fit for this project". i've had clients ask me for hyper-realistic work, which is quite far from my art style. while i could do it, i'd rather not put both myself and the client through months of frustration and waiting for a project i am not completely confident in executing.
if a client is being too vague, not answering questions:
it happens! not every client will communicate thoroughly. some clients will over-communicate, and for others there may be a language barrier so their difficultness may be entirely unintended.
you can't do the job if you don't know what you're supposed to be doing. never be afraid to ask your client for clarification on their request. phases you can use would be: - "I do not have enough information to begin work on this, could you clarify these details: [insert questions about details you need elaboration about]" - "I cannot proceed without knowing more about [insert thing], can you tell me more about [thing you need clarification on]". if your client being deliberately obtuse and refusing to supply the necessary information, you can be more firm with them such as: - "I will not proceed any further with this project if I do not receive [insert details]."
on clients being too difficult:
"difficult" is a bit subjective here. what may be considered difficult for one artist may be a walk in the park for another. this said, i'm going to use some very generic common examples here.
too many irrelevant notes, or randomly forwarding details / requests instead of condensing their ideas into one message:
"Thank you for these additional notes, however: ..." - "... please only supply notes that are directly related to the project at hand." [such as notes on the expression, environment, pose, etc - things that you need to know for the artwork you are working on] - "... please condense them into one message instead of sending multiple messages. I want to stay organized / do not want to lose track of your notes."
frequent requests for updates, or changes to the WIP / final art:
note: you should always be communicative and receptive to a client's request for updates, but here i am referring specifically to excessive requests such as numerous requests sent multiple times a day. additionally, what is considered "excessive" will vary depending on an artist's average turnaround time. "Thank you for reaching out, ..." - "... but I do not yet have an update for you at this time. I will reach out when I have an update ready for you, thank you for your patience." - "... but these requests are too frequent. Please allow more time to pass between requests for updates." You could also ask your client if they have concerns about the turnaround time, if they need the work by a specific date for a birthday / event, etc. It is important to consider that some clients may have been scammed by an artist in the past and their insistence on updates could be a result from that. if a client keeps requesting edits on the concept / sketch or final piece, you're within your right to say enough is enough. this will also vary depending on the artist's individual work process. if the changes are getting excessive, you could say: - "As we've undergone numerous edits to this, I will permit one final request for editing after which I will -" [move on to the next stage, cease work on this project, issue a partial refund, start asking fees for edits, etc; insert next step of your preference]
ignoring work hours / terms of service / communication channels
as an artist, you should set a firm boundary of what is a working day and what is not. you are not in a profession that is "on-call" 24/7. you can save some headache by having your schedule posted on your website / social media or wherever your queue is publicly posted. anywhere that is readily accessible for a client to easy find. - something you could say is: "My work days are [insert days], I answer work-related messages, work on art, and send out updates [if applicable] on those days. Thank you for your patience." if you prefer to have your work messages confined to one social media account or email, it's okay to enforce that! but be sure to have it posted in easily noticeable spots like pinned posts. - something to say here would be: "If you need to reach me, please do so via [insert platform / email etc]. I will not respond to [comments / DMs on other social media, etc]." terms of service, same as above, should be in an easy-to-find location and should be easy to read. if a client's prompt or action conflicts with your ToS, you could address it with: "As mentioned in my Terms of Service, [address thing that conflicts with your T&C."
language barriers
sometimes you may have a client with a language barrier. we live in a vast world, after all! be patient with them, and depending on their fluency, do your best to simplify your questions for them. if you know your client is using an online translator, try and avoid using jargon. we've come a long way with online translators, but they're not going to spit out the right translation if you ask "are they supposed to be super shredded and beefy" and the translator tells your client "should they be shredded meat".
dropping a client
this is an absolute most extreme last resort, but i bring this up since we're on the topic of difficult clients and this particular stage isn't spoken about often. no artist wants to up and drop a client, but sometimes it's better for all parties involved instead of dragging out a bad experience. dropping a client could result from a variety of factors, including: the artist is retiring from art, something has come up in the artist's life and they are unable to continue, a client has become abusive, or an agreement cannot be made on a project or the project has caused a conflict of interest between the artist and the client. if you must drop a client, you could say: - "I apologize, but for [insert reason] I cannot continue with this project. I will be [refunding / partially refunding] this project." If it's for medical reasons, you can say "due to a medical complication, I am unable to continue" - and leave it at that. Your client does not need elaboration on your private medical information. The same goes for private family matter or other personal issue. artists shouldn't let guilt eat at them if they are physically incapable of completing a project due to personal reasons. things happen, life happens. the vast majority of your clients will be understanding and appreciate that you reached out to them to address the situation instead of leaving them in limbo. If you have to drop a client because they're being genuinely abusive and hostile and not respecting you, your time, or your work, you can say the same thing as above. There's zero need to retaliate or be hostile back. The situation will likely make you feel awful, sure, but firmly staying professional is the best thing you can do. When issuing a refund, always specify when the client should expect their refund to arrive. "A refund has been issued and will be processed through [insert payment method] shortly." or "A refund will be issued on [insert date]."
This wound up long anyway despite my effort to shorten it, but ah well.
If you'd like more elaboration on something, don't hesitate to ask! Some sections did get pruned down in my futile effort to keep it short, so things might've ended up a bit vague or convoluted [my apologies].
