How to ask clients for references (and what to ask for)

Most commission headaches start before the first line. The client sends one tiny screenshot, a "you know, like that one artist," and a pose they forgot to mention. You find out halfway through the sketch.

The fix is boring, and it works. Ask for the right things, in one message, and confirm before you start.

A message you can copy

Send this right after the client books. Change the list to fit what you draw.

Hi [name], thanks for booking! Before I start, I need a few references.

Please send:
1. Your character sheet, or 1 to 3 clear images of the character
2. A pose you like (a photo or a drawing is fine)
3. The outfit, if it's different from the sheet
4. Colors: hex codes or a palette image, if you have them
5. The mood you want (cozy, spooky, dramatic, and so on)
6. 1 or 2 of my past pieces that are close to what you want
7. Anything you do NOT want

Big, clear files are best. Screenshots of screenshots get blurry.
You can drop everything here: [link]. Notes are welcome too.

Why it works: it's short, it's a list, and every item has a reason. Clients aren't being lazy when they send too little. They just don't know what you need. A list tells them.

If you take orders through a form, put the same list in it. Here's how to set up a commission form.

What references to ask for in a commission

Here's the full checklist. You won't need every row for every piece. A headshot needs less than a full scene.

A commission reference sheet is the best thing to get

A commission reference sheet (often called a ref sheet) shows a character from the front, often the back too. It usually includes the color palette and notes on details. If the client has one, ask for it first. It answers half your questions at once.

If they don't have one, ask for 1 to 3 clear images of the character and a written list of colors and details. That's often enough.

About style examples

Ask for examples of your own work. It keeps the piece in your style, and it tells you which part of your style they like. Some clients mean your painted pieces. Others mean your clean line art.

If they send another artist's work, that's fine. Ask what they like about it: the colors, the lighting, the pose? You're learning what they want, not copying someone else.

How many references is enough

For most pieces, one strong main image plus one or two for each extra thing is plenty. A clear sheet, a pose, and a color list cover a lot of character work.

More isn't always better. If a client sends 30 images, they often haven't decided yet. Ask them to pick their top three, or to mark the one that matters most. Then ask what each of the others is for.

When the client sent bad references

It happens to everyone. Here's how to handle the common ones without sounding grumpy.

Small or blurry files

Screenshots from chat apps are often small. Ask kindly:

"This one is a bit small for me to see the details. Do you have the original file, or a bigger version?"

If the original is gone, ask them to describe the details in words. "Three silver rings on the left ear" works when the pixels don't.

Vague refs

"Just make it cool" gives you nothing to work with. Ask two or three easy questions instead of one big one. "Day or night?" "Calm or action?" "Which of my pieces feels closest?" Short choices are easier to answer than an open question.

Refs that disagree

The hair is short in one image and long in another. Don't pick quietly. Point it out and let the client choose. It's their character.

Refs that don't match what they paid for

They bought a bust but sent a full-body pose. Say what the price covers, then offer the upgrade if you have one. It's better to talk about it now than at delivery.

If better refs don't exist, agree in writing that you'll fill the gaps your way. That one message protects you later.

Get everything in one place

The other big headache is scatter. One image arrives in a DM, another by email, and a color note shows up three days later in a reply. Then you scroll for ten minutes to find the pose.

Pick one place for each commission and stick to it. Here's how the usual options compare.

Any of these can work. What matters is that the client knows where to send things, and that you can find them later.

Confirm before you start

Before you sketch, repeat the brief back. Short and plain is best.

Here's what I have:
- Character: [name], from the sheet you sent
- Pose: [a few words], from the second image
- Outfit: [which one]
- Colors: [the palette or codes]
- Mood: [two or three words]
- Avoid: [the list]

Is that right? Once you say yes, I'll start the sketch.

This takes two minutes. It catches the "oh, I meant the other outfit" before it costs you a day. When you share the sketch, ask for a clear yes again before you move on to color.

How refDrop helps with references

refDrop is a tool in beta, free to start, made for this part of a commission. You make one box per commission and send your client its private link. They don't need an account.

1. The client drops refs and notes in one place. They drag in images and files and write notes on the same page. Each upload stays together as a group, so you see what came in together.
2. Any file, full size. Clients can send PSD, Clip Studio, Procreate, PDF, video, and more. Programs and scripts are blocked. Nothing is compressed. A box holds 2 GB and 1,000 files on the free plan.
3. Your checklist is already on the page. Put your reference list in "Notes for the client." It shows on the client's page. Save it in a template, and every new box can start with it.
4. Refs can arrive with the request. Your public page can take requests with up to 10 reference images. Accept a request and it becomes a box with those references.
5. Sign-off in writing. Post your sketch as a work-in-progress update. The client approves it or asks for changes, once per update.
6. Easy to grab. Download every file as one zip, or one upload at a time.

refDrop never handles money. Keep taking payment the way you do now, on VGen, Ko-fi, or your own link. See pricing for the free plan, and help for how box links and files work. When the piece is done, here's how to send the finished art.