Communication and availability clause for freelancers
A communication clause: business hours, response times, channels and meetings, so clients know when to expect you.
Communication and availability clause: copy and adapt
The Provider is available [Monday to Friday, 9:00–17:00 (time zone)] and will respond to messages within [1] business day. Project communication takes place by [email / project tool]; requests sent via other channels may be missed. The fee includes up to [2] meetings per [month]; additional meetings are billed at the hourly rate.
When to use it
With clients who expect instant replies or endless calls. It sets expectations before they become friction.
Variants by trade
Emergency support
Urgent issues affecting a live service may be reported by phone at any time and are handled within [4] hours; out-of-hours work is billed at the rush rate.
Agencies
The Client appoints one point of contact who consolidates feedback from its team.
Frequently asked questions
Why put response times in a contract?
So a slow reply over the weekend isn't seen as poor service, and urgent requests have a clear, priced path.
Should meetings be limited?
Yes on fixed-price work: unlimited calls are unpaid scope.
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These clauses are general templates, not legal advice. Laws vary by country and state; for high-value or unusual deals, have a lawyer review your contract.