In short
- Async video is a short screen recording your client watches when it suits them, instead of a call you both have to fit into the calendar.
- It works best for anything you'd otherwise explain by pointing at a screen: design reviews, handovers, quotes, bug reports and status updates.
- It's the wrong tool for bad news, disputes and price negotiations: those need a live conversation.
- A good client video gives context, shows the point, and ends with one clear question the client can answer in a sentence.
- Send it as a link, not an attachment, and keep the online copy only as long as the client needs it.
Async video client communication means recording a short video of your screen, usually with your voice and sometimes your face, and sending it to a client as a link they can watch when they want. It replaces the calls you’d otherwise book just to show something: round two of the homepage, how to update the menu, why the quote came out at that number. The client watches in a few minutes and replies in writing, and nobody has to find a free slot.
This guide covers where async video fits in client work, where it fails, and how to make, send and follow up on a client video, with a link to a deeper article for each part.
What async video is (and what it isn’t)
“Async” just means the two of you don’t have to be there at the same time. Email is async; a call isn’t. Async video sits between them: it carries what a screen share carries (your cursor, your tone, the thing itself on screen) without the scheduling.
In client work it usually looks like this:
- a screen recording of a design, a website, a document or a spreadsheet;
- your voice explaining it, as you would on a call;
- optionally, your face in a small camera bubble in a corner;
- a link that opens in the browser, sent by email, WhatsApp or Slack.
It isn’t a polished marketing video. Nobody expects editing, music or a script read word for word. The value is speed and clarity: two minutes of you pointing at the right thing beats a page of written instructions and a 30-minute call.
Why it fits client work so well
Most writing about async video is about internal teams: stand-ups, code reviews, colleagues in other time zones. Client work has different constraints, and in some ways video fits it better.
- Clients are busy with their own business. They can’t always take a call at 11, but they can watch three minutes between meetings or on the train.
- Clients don’t speak your language. “Increased the line height on the body text” means nothing to most of them. Showing before and after does.
- Decisions get shared. Your contact often has to show the work to a partner or a boss. A video travels well; your memory of a call doesn’t.
- There’s a record. When a client asks “why did we pick this layout?”, the answer is in the video you sent, in your words.
- You keep your focus. Recording takes a few minutes when it suits you, not a fixed slot in the middle of a work session.
The catch: a video is one-way. It works when you know what you want to say and what you need back. If you don’t, a conversation is still the better tool.
Which client conversations it fits
These are the situations where agencies and freelancers get the most out of video. Each one has its own article with structure, examples and pitfalls.
| Conversation | Why video helps | Go deeper |
|---|---|---|
| Design feedback, in both directions | You point at the exact spacing, color or element you mean | Design feedback by video |
| Presenting a design or a revision round | You tell the story behind the decisions before the client reacts | Present a design without a meeting |
| Website handover | The client can rewatch the tour while they learn | Website handover videos |
| CMS training | One task per video, watched exactly when the client needs it | CMS training videos |
| Quotes and proposals | You explain the numbers before the client reads the total cold | Walk a client through a quote |
| Prospecting with a site review | A short review shows how you think, better than a cold email | The video website audit |
| Project kick-off | What you need from the client, timelines, how you’ll communicate | Client onboarding videos |
| Weekly status updates | Show progress instead of describing it in a call | Replace the status call |
| Bug reports | A client recording of the problem beats “it doesn’t work” | Bug reports by video |
| Explaining a technical choice | You translate developer reasoning into business terms | Explain technical decisions |
If you’re a consultant or coach rather than a studio, the same ideas apply to session recaps and document reviews: see async video for consultants and coaches.
When not to use video
A video can’t listen. That makes it wrong for some conversations, however efficient it feels.
- Bad news. A missed deadline, a budget overrun, a team change. The client needs to react and be heard.
- Disputes. If you disagree about scope, a recorded monologue reads as a lecture.
- Price negotiation. Explaining a quote works well by video; haggling over it doesn’t.
- The very first conversation. A new client wants to meet the people they’ll pay. Video works after that first call, not instead of it.
- Anything a sentence can answer. “Yes, Thursday works” doesn’t need a recording.
We cover these cases in when not to send a video to a client, and give a simple rule for choosing between a call, a video and a message in meeting or video.
How to structure a client video
Most good client videos follow the same four parts. It’s the structure of a clear email, spoken.
- Context, in one or two sentences. Who it’s for, what it’s about, why now. “Hi Anna, this is round two of the homepage, with the changes from Tuesday’s notes.”
- The point. What changed, what you found, what you recommend. Say it early, before the details.
- The details, on screen. Walk through them in the order the client will think about them, and point at each one with the cursor.
- One clear question. End with what you need and by when. “Can you confirm the new header by Friday, so we can start on the inner pages?”
The last step is the one people skip, and it’s the one that decides whether you get a useful reply. A video that ends with “let me know what you think” invites a vague answer days later. A video that ends with a yes-or-no question usually gets an answer the same day. There’s more on this in how to get client approval faster.
Design review, round two
After a round of changes · About 2 minutes
Hi Anna, here’s round two of the homepage, with the three changes from Tuesday’s notes.
First, the header: the menu is now on one line and the phone number is always visible. Then the services section, where we swapped the icons for photos, as you asked. Last, the footer, which now has the opening hours.
One thing I need from you: are you happy with the new header? If yes, we’ll use the same style on the inner pages starting Monday. A quick yes or no by Friday is perfect.
You don’t need to write a full script for every video. A few bullet points on a sticky note is usually enough. For ready-made openings and closings for twelve common situations, see what to say in a client video.
How long a client video should be
Short enough that the client watches it now rather than “later”. As a rule of thumb:
- under a minute: a quick answer, a bug report, a small fix confirmed;
- two to four minutes: a design review, a status update, a quote;
- five minutes or more: a full presentation or a handover, ideally split into several short videos.
If a video runs past five minutes, ask whether it’s really two videos. A handover split into “editing pages”, “adding a blog post” and “where your accesses are” is easier to watch and to find again than one 25-minute recording. We go through lengths by type of message in how long should a client video be.
How to record it on a Mac
You don’t need special software to start. On a Mac, press ⌘⇧5 to open the Screenshot toolbar, choose to record the whole screen or a portion, pick your microphone under Options, and click Record. The result is a .mov file saved where you chose.
The built-in tool doesn’t give you a share link, so you’ll still need a way to send the file (see the next section). Our complete guide to screen recording on Mac covers every method, including recording your camera at the same time.
Whatever you use, spend a minute on preparation. Most bad client videos are bad because of what’s on screen, not because of the tool.
Before you record a client video
- Close your inbox, chat apps and other clients’ tabs.
- Turn on Do Not Disturb so notifications don’t appear.
- Open the exact page or file you’ll show, already scrolled to the start.
- Write down the question you’ll end with.
- Check that your microphone is the one you think it is.
The 60-second checklist before you record expands on each point.
How to send it
Send a link, not a file. Screen recordings get large fast, and email attachment limits are low: personal Gmail accounts allow 25 MB per message, Outlook.com allows 25 MB per email. A few minutes of screen recording can easily go past that. We compare the options (cloud drives, transfer services, video links) in how to send a large video to a client.
The message that carries the link matters as much as the video:
- A clear subject or first line. “Homepage round two: one question for you” beats “video”.
- The question in writing too. Some clients will reply without watching to the end. Make that easy.
- The length. “It’s 3 minutes” tells the client they can watch it now.
- One person. Send it to the person who has to decide, not to a group chat.
Put together, the message for the design review above looks like this:
Hi Anna, here’s round two of the homepage, with the three changes from Tuesday’s notes. It’s about 2 minutes.
One question for you: are you happy with the new header? A yes or no by Friday is perfect, then we start the inner pages on Monday.
https://justrec.app/v/k3f9Qa
Make sure the link works for the client without friction: it should open in any browser, on a phone, without creating an account. Every extra step is a reason to postpone. There’s a full list of what helps in how to get clients to actually watch your videos.
Following up
You sent the video. Two days later, nothing. That’s normal, and it isn’t a sign the format failed. A simple sequence keeps things moving without nagging:
Day 0
Send the link
The video, plus the question in writing.
No reply after 2 days
Follow up in text, with the question
"Quick reminder: is the new header OK for you? Yes or no is enough." Don't ask them to rewatch.
When they answer
Confirm the decision in one line
"Great, new header approved, we'll start the inner pages Monday."
- Accept replies in any format. A one-line email, a voice note, a call. The video got the information across; the reply can be whatever is easiest for them.
- Write down decisions. The video explained; the one-line confirmation is what you’ll look for in three months.
- Invite video back. For feedback and bugs, ask the client to record their screen too. It saves both of you a round of “which button do you mean?”.
Privacy and client data
A screen recording shows more than you think: a client’s admin panel with real customer names, a browser tab with another project, a notification from your bank. For agencies in the EU this is personal data, and your clients care where it goes.
Three habits cover most of the risk:
- Hide what the client doesn’t need to see before you press record. Our screen recording privacy checklist goes through it.
- Keep the online copy only as long as it’s useful. Most client videos are watched within days. A link that expires deletes the online copy when it’s done its job; see why expiring links are safer.
- Know where the video is stored. If you send client data to a third-party service, it matters which country it’s in and who is responsible. We cover that in GDPR and client videos.
Choosing a tool
Plenty of tools record your screen. For client work, these are the questions that actually matter:
| Question | Why it matters with clients |
|---|---|
| Does the client need an account or an app? | Every sign-up screen is a reason to watch later, or never |
| Does it open well on a phone? | Many clients watch between meetings, on mobile |
| How fast is the link ready? | If you wait for an upload page, you’ll record less often |
| Where are the videos stored, and for how long? | Client data, GDPR, and what’s still online in two years |
| Does it have subtitles? | Clients often watch on mute |
| Does it record your camera? | A face makes feedback and quotes feel personal |
If you mainly need a public library of tutorials, a cloud platform with permanent links is the right choice. If you mainly send short videos to clients that should disappear once they’ve been watched, look for expiring links and storage you can place.
For more on how it fits client delivery, see send video to clients without the upload hassle.
Making it a habit
One video won’t change how you work with clients. A few shared habits will.
- Agree on it at kick-off. Tell clients you’ll send short videos for reviews and updates, and that a written reply is fine.
- Decide which conversations are video by default. Design rounds, status updates and handovers are good candidates; first calls and bad news aren’t.
- Keep the originals organized by client, so you can share a video again when someone asks.
- Write it down for the team, so everyone sends videos the same way.
If you run a studio, async video for agencies covers internal rules: who records what, naming, and how to keep calls for the conversations that need them.
Sources
- Apple Support: Take screenshots or screen recordings on Mac, checked November 2026.
- Gmail Help: Send attachments with your Gmail message, 25 MB limit for personal accounts, checked November 2026.
- Microsoft Support: Unable to attach files in Outlook.com, 25 MB email size limit, checked November 2026.
Frequently asked questions
What is async video in client communication?
It's a recorded video, usually your screen with your voice and sometimes your face, that you send to a client as a link. They watch it when they have time and reply in writing or with their own video, so nobody has to schedule a call.
Do clients actually watch async videos?
They watch short videos with a clear title and a message that says what you need from them. Long, vague recordings get postponed. Keep it to a few minutes, put the question in the message as well as in the video, and make sure the link opens on a phone without an account.
How long should a video for a client be?
Most client videos work at one to five minutes. A bug report or a quick answer can be under a minute; a handover or a full design presentation can run longer, and is often better split into several short videos.
When should I call a client instead of sending a video?
Call when the conversation is emotional, contested or needs fast back-and-forth: bad news, a missed deadline, a dispute about scope, or a price negotiation. A video is one-way, and those moments need the client to be heard.
Is it safe to show client data in a screen recording?
Only if the video goes to the right person and doesn't stay online longer than needed. Close other clients' tabs and your inbox before recording, use demo data where you can, and prefer links that expire.
