How to Deal With Difficult Clients as a Contractor in 2025

We’ve all been there before: stuck dealing with difficult clients who have unreasonable demands, request major changes mid-project without being prepared for the budget changes, threaten to sue you over mishaps that you had little to no control over, and all of the other crazy stories we here at UDA know you are remembering as you’re reading this.

In 2025, we’re hoping that you can say goodbye to those difficult clients, or at the very least prevent signing them when you notice the red flags, so if you need some help from industry pros, keep reading this article to learn more!

Avoiding Difficult Clients From the Start

You probably won’t completely get rid of difficult clients, but there are a few ways you can decrease the amount of unreasonable clients you sign on before the project even starts.

Look for Red Flags

Usually difficult clients will show specific signs of being unreasonable before the project even starts. If you’ve ever started to hear that little voice in the back of your head that gets louder every time your client shows signs of difficulty, that is likely your intuition trying to warn you about something.

Here are a few notable red flags to watch out for:

• They have unreasonable demands up front
• They think they know more than you and your team
• They are always looking for price cuts

Clearly Define Project Expectations Upfront 

Good communication starts before you even break ground on a project. This includes making sure the client understands the clearly defined project expectations upfront so that there is little to no confusion about what’s to come.

You can make sure project expectations are clear upfront by creating a detailed project scope. A project scope describes everything a project will and will not include. It gives everyone an overview of the goals, objectives, and necessary resources of a project and how those goals will be accomplished, which ensures there are realistic and accurate expectations between the client and the contractor.

Your project scope should include all information that would accurately define project expectations for you, the client, other stakeholders, and your team, but here are some important objectives to include in your project scope specifically for clients:

• Project goals and objectives to define what will be accomplished upon project completion
• An estimated project budget so that the client knows approximately what the project will cost
• Project milestones and a general timeline so that the client has some sense of how the project will progress and when it will be completed

If you need a simple way to create detailed, complete project scopes for your next project, you can click the button below to download our Free Construction Scope of Work Template:

Dealing With Difficult Clients Throughout a Project

You can’t always catch those red flags that scream “Difficult client!” before the contract is signed, so it’s good to have processes and standards in place for when clients begin to make unreasonable demands throughout the project.

1. Communicate Diligently

Unexpected things like budget changes, schedule slippage, unexpected project delays, and more are very common in construction projects, but they can be even more of a hassle to deal with when the client has already proven to be unreasonable and demanding.

Although you may not be able to prevent these types of changes, you can be diligent about communicating exactly why the changes are happening, why they are necessary, and explaining how your team will resolve the issues so that the client is never left wondering and guessing.

2. Document Everything to Prevent Litigation

We all know the type of client who threatens to sue or actually sues for completely unfounded reasons.

The good news is that you can easily protect your business from litigation with good documentation so that you have all the proof you need to back yourself up.

With an easy-to-use project management tool like ConstructionOnline™, you can document everything including change orders, submittals, RFIs, contracts, proposals, and relevant files and photos so that you have a leg to stand on.

3. Be Professional, Yet Firm About the Client’s Unreasonable Demands

It’s important for you to professionally yet firmly tell clients when their requests and demands are unrealistic, unreasonable, or will require more time and money, otherwise, they may try to keep pushing your boundaries to see how much you are willing to compromise.

Once you consistently start to let clients walk all over you, your reputation becomes one of a contractor who easily bends to whatever the client wants – no matter how unreasonable the request may be, which can eventually lead to lost profits for your business. 

However, when you show clients that you are not willing to give into their unreasonable demands, like doing extra work for no extra cost, you make more money and your reputation becomes one of a contractor who values their time and work.

4. Have a Plan for Conflict Resolution

It’s a good idea to make sure your team has a basic plan for conflict resolution because as a contractor, you likely won’t be there for all of the issues that arise.

Having a conflict resolution plan in place ensures your team knows exactly what to do when different levels of conflicts arise, whether they need to handle it themselves or whether they need to get the contractor involved.

5. Use Construction Warranties

Warranties clearly outline a course of action for the client in case something goes wrong or something is not up to standard, and they legally protect you by defining the extent to which they are liable to fix any issues.

This means that if your client comes back after the project is finished and is unhappy with something that is either not your fault or that you are not obligated to fix outside of a specific timeframe, you can ensure you have the warranty paperwork to protect your business. 

ConstructionOnline’s Warranty Tracking Software has all the tools to help you easily manage warranties, including creating warranties across all projects, scheduling construction service appointments with ease, and keeping track of warranty expirations.

How do you deal with difficult clients in your construction business? Let us know!

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