In the world of pottery commissions, clarity from the outset creates trust and sets achievable expectations for both maker and client. Begin by defining who bears responsibility for each step of the process, from concept sketches to glaze testing and final firing. Establish a standard intake form that captures desired dimensions, material preferences, glaze colors, and any preservation concerns. Outline the decision points that will influence price, such as sculptural complexity, required fittings, and special finishes. A well-structured intake reduces misinterpretations and makes the creative process efficient. It also creates a reference point that you can revisit if revisions are requested later in the project.
Following a thoughtful intake, compose a contract that protects both parties without bottlenecking creativity. Include scope, deliverables, milestones, and acceptance criteria, with explicit notes on what constitutes final approval. Spell out timelines for design iterations, material sourcing, drying, bisque firing, glaze applications, final firing, and delivery. Clarify who bears risk for damage or loss during transit and at what stage replacements or refunds apply. Define payment terms unmistakably—whether deposits are percentage-based or a flat fee, and when final payment is due after delivery. A clear contract reduces ambiguity and makes negotiations smoother, especially when clients request changes mid-project.
Transparent pricing with clear add-ons and terms keeps projects fair.
Timelines are more than dates on a page; they are commitments that shape your studio rhythm. When you draft schedules, consider the realities of clay behavior, humidity, and kiln scheduling. Build buffers into each phase to absorb unexpected delays, such as glaze compatibility issues or supply shortages. Communicate the calendar openly with clients, sharing progress updates and any anticipated shifts in dates. Provide a contingency plan for emergencies—when a glaze patch requires additional firing, for example, or when a shipment arrives late. A transparent timeline helps clients coordinate their own timelines for gifting, display, or event deadlines, reducing tension and fostering collaborative problem-solving.
Pricing structures should reflect time, materials, skill, and opportunity costs. Start by calculating the direct costs: clay, glazes, tools, electricity, kilns, and waste. Then attach a labor rate that recognizes your experience, technique specialization, and the intensity of the project. Add a modest markup for studio overhead and potential long-term wear on your equipment. Consider offering tiered pricing with base models and add-ons—custom engravings, collectible colorways, or special surface textures. Clearly show what is included at each price tier so clients can compare options without pressure. Finally, include terms for revisions, shipping, and installation that protect your margins while remaining fair to customers.
Consistent communications foster confidence and reduce surprises for clients.
The intake form should evolve into a collaborative conversation rather than a checklist. Invite clients to share mood boards, sketches, or inspirational images that help you align on aesthetic direction. Ask about intended use and display environment, as these details influence glaze stability, durability, and the final form. Document any constraints—space limits for display, weight considerations, or compatibility with existing pieces. A thoughtful conversation helps you anticipate potential friction points, such as a client’s desire for a fragile finish that conflicts with daily use. Use these insights to propose practical design solutions that honor both artistry and function.
Communication protocols streamline the handoff from agreement to production. Decide on preferred channels—email, project management apps, or scheduled calls—and set expectations for response times. Use written summaries after every significant discussion, attaching revised sketches or renderings when relevant. Maintain versioned documents for each design stage so you can track changes and approvals. If a client requests revisions, have a defined limit and a process for evaluating impact on cost and timeline. Regular status updates help clients feel involved, reduce anxiety, and minimize the need for frantic last-minute changes.
Honest timelines, clear terms, and ethical practices sustain long-term relationships.
When drafting the contract, specify acceptance criteria for each milestone. Define what qualifies as a sign-off item—final measurements, finish quality, color fidelity, and packaging standards. Include a provision for post-delivery support if issues arise, along with a reasonable recovery period. Clarify how returns, exchanges, or remakes would be handled, and who bears the cost of rework. By formalizing these criteria, you provide both client and maker with a fair framework that supports professional discipline. This approach elevates your business beyond casual commissions and signals serious commitment to quality.
Ethical considerations matter as much as aesthetics. Be transparent about lead times and the realities of studio capacity. If a client asks for expedited service, offer a priced rush option that compensates for the disruption to your workflow. Protect sensitive design ideas with appropriate confidentiality clauses or non-disclosure language when necessary. Maintain honesty about glaze behavior and potential risks, especially with experimental finishes. Honest dialogue builds long-term relationships and reduces the likelihood of disputes, even when outcomes aren’t exactly as imagined.
Post-project follow-ups deepen trust and invite future collaborations.
Packaging and presentation are part of the finished product experience. Specify how pieces will be wrapped, boxed, and labeled, including care instructions and liability for breakage during transit. Determine who arranges shipping or local delivery and how insurance is handled. If you offer installation or mounting services, outline steps, tools required, and safety considerations. Good packaging protects clay from temperature fluctuations and moisture while traveling. It also demonstrates professionalism, showing clients that you value their purchase and the trust they place in your hands. Thoughtful presentation reinforces the perceived value of your craft.
After delivery, follow up with clients to gather feedback and document lessons learned. A short post-project check-in can reveal satisfaction levels, potential improvements, and opportunities for future collaborations. Use this feedback to refine your intake forms, pricing, and timelines. Consider maintaining a customer history file that tracks preferences, favorite finishes, and recurring requests. This repository becomes a resource for faster future quotes and more accurate initial estimates. It also signals ongoing care for clients, turning one-off projects into repeat commissions and referrals.
To maintain consistency across projects, develop standard operating procedures for common commission types. Create templates for quotes, contracts, and change orders that preserve your voice while ensuring legal clarity. Build a library of tested glaze combinations, surface textures, and finishing techniques with documented performance notes. These references help you scale without sacrificing quality, particularly as workload increases. Incorporate risk assessments into your planning, identifying potential failures and mitigation strategies. A robust SOP framework makes operations reproducible, which reduces stress during peak seasons and helps you meet deadlines with confidence.
Finally, cultivate ongoing client relationships through education and transparency. Share behind-the-scenes insights about your process, kiln cycles, and material sourcing in newsletters or social media posts. Invite clients to view studio demonstrations or open studios to deepen engagement. Offer periodic maintenance tips for finished pieces and explain care guidelines that extend longevity. Transparent storytelling positions you as an expert who cares about outcomes, not just sales. When clients understand the journey and the value created, they are more likely to return with additional projects or to recommend your services to friends and colleagues.
