Client Onboarding Guide

A thoughtful introduction to our process & partnership

• Phase one Initial Inquiry & Discovery Call

  Our process begins with a warm, no-pressure conversation to understand your vision, timeline, and the scope of your home. This call allows us to determine whether we are a mutual fit before any commitment is made.

  • 30-minute complimentary phone or video consultation
  • Discussion of project scope: new build, remodel, or whole-home furnishings
  • Overview of your home, location, and general aesthetic direction
  • Introduction to our firm’s approach and services

  Discovery call scheduled

• Phase two On-Site Consultation

  We visit your home in person — or join the design team on-site for new builds — to fully understand the space, architecture, natural light, and existing elements before any design work begins.

  • In-home or on-site walkthrough with Cynthia Spence
  • Discussion of lifestyle, entertaining habits, and daily living preferences
  • Review of architectural drawings, plans, or existing conditions as applicable
  • Preliminary mood and direction conversation

  Site visit completed

• Phase three Proposal & Agreement

  Following the consultation, we prepare a tailored proposal outlining the project scope, our fee structure, and the expected timeline. We believe in complete transparency before any engagement begins.

  • Written project scope and phasing overview
  • Design fee structure: flat fee, hourly, or hybrid as appropriate
  • Estimated budget range for furnishings or construction coordination
  • Signed Letter of Agreement and initial retainer to begin

  Agreement signed; Retainer received

• Phase four Client Intake & Vision Session

  This deeper session is where the real design story begins. We collect detailed preferences, inspirations, and practical needs to ensure every decision we make is rooted in who you are and how you live.

  • Comprehensive lifestyle and preference questionnaire
  • Curated inspiration review: imagery, materials, and references you love
  • Discussion of art, heirlooms, and existing pieces to be incorporated
  • Prioritization of spaces and budget allocation across the project

  Intake questionnaire; Vision board

• Phase five Communication & Project Access

  We set clear expectations around communication from the outset so you always feel informed — without being overwhelmed. You will know exactly how to reach us, and when to expect updates.

  • Introduction to your dedicated project manager and design team
  • Access to your private client portal for drawings, proposals, and invoices
  • Defined communication cadence: weekly updates or milestone-based check-ins
  • Response time commitment and after-hours emergency contact protocol

  Portal access granted

• Phase six Design Begins

  With everything in place, we move into the heart of the project — space planning, concept development, and the first design presentation. This is where your vision begins to take form.

  • Floor plan and furniture layout development
  • Initial concept and materials presentation
  • Feedback, refinement, and approval process
  • Procurement, specification, and project coordination begin

  Design presentation; Procurement opens