Top 9 'Red-Flag-Spotting' Freelancer Vetting Tips to use for Small Businesses Before Signing a Contract
Hiring a freelancer feels like a magic bullet for small businesses, doesn't it? You get access to world-class talent without the overhead of a full-time employee. A skilled freelancer can supercharge your marketing, streamline your operations, or build the website of your dreams. It’s the ultimate business hack for growth and agility.
But let's be honest. For every success story, there's a horror story. The graphic designer who vanishes after the first payment. The writer whose "original" content lights up a plagiarism checker like a Christmas tree. The developer whose code is a tangled mess that costs you double to fix. For a small business, a bad freelance hire isn't just an inconvenience—it's a significant drain on your two most precious resources: time and money.
The good news? Most of these disasters are preventable. The problems don't magically appear after the contract is signed; the warning signs, or "red flags," are almost always there from the very beginning. You just need to know what to look for. This isn't about being cynical; it's about being smart. Here are the top nine red-flag-spotting tips to use before you even think about signing that contract.
1. The Portfolio is Vague, Irrelevant, or Non-Existent
A portfolio is a freelancer's resume, proof of work, and sales pitch all rolled into one. A major red flag is when a candidate's portfolio is thin, filled with irrelevant personal projects, or completely missing. A great freelancer is proud of their work and eager to show you concrete results.
Pay close attention to the relevance of the work. If you're hiring a B2B copywriter for your fintech company, a portfolio filled with travel blog posts and poetry isn't a good fit. It doesn't mean they're a bad writer, but it does mean they haven't proven they can handle your specific needs. Look for case studies with measurable results, not just pretty pictures. Did their landing page copy increase conversions? Did their social media strategy grow a client's following by a certain percentage?
Pro-Tip: Ask them to walk you through one or two projects in their portfolio that they're most proud of. A passionate professional will light up, explaining the client's problem, their creative process, and the successful outcome. A weak candidate will give vague answers or struggle to articulate the project's impact.
2. Communication is Evasive, Slow, or Unprofessional
In a remote working relationship, communication is everything. How a freelancer communicates with you during the vetting process is the clearest preview you'll get of what it's like to work with them. Are their responses clear, concise, and professional? Or are they sending one-word answers, using text-speak, and taking days to reply to a simple question?
Slow response times without explanation are a huge warning sign. While you can't expect instant replies, a pattern of 48+ hour delays on simple queries suggests they are either disorganized, overbooked, or simply don't value your potential partnership. Also, watch out for evasiveness. If you ask a direct question about their process or experience and they give you a roundabout answer that doesn't address the core of your question, proceed with caution.
Example:
- You Ask: "What is your process for managing project feedback and revisions?"
- Green Flag Response: "Great question. I typically use a shared Google Doc for feedback to keep everything in one place. My standard package includes two rounds of revisions, which we've found is usually perfect for dialing everything in."
- Red Flag Response: "I'll make any changes you want."
3. They Suffer from "Yes Man" Syndrome
This one seems counterintuitive. Shouldn't you be happy when a freelancer agrees to all your terms without hesitation? Not always. A seasoned professional acts as a consultant and a partner, not just an order-taker. If a freelancer says "yes" to an obviously unrealistic timeline, a shoestring budget for a massive project, or a vaguely defined scope, it's a massive red flag.
This "yes man" behavior often signals one of two things: desperation or a profound lack of experience. They don't have the expertise to know that your request is unreasonable, or they're so desperate for the work they'll promise you the moon, knowing they can't deliver. A true expert will push back respectfully. They'll ask clarifying questions, manage your expectations, and help you refine the scope to ensure a successful outcome.
It’s a principle Goh Ling Yong often emphasizes in our team: we're looking for partners, not just "doers." A great freelancer will tell you what you need to hear, not just what you want to hear. That's the person who will actually help your business grow.
4. Their Digital Footprint is Inconsistent or Unprofessional
In today's market, a professional freelancer usually has a consistent online presence. This doesn't mean they need to be a social media influencer, but their core professional platforms should align. Check their LinkedIn profile, personal website, and any freelance marketplace profiles (like Upwork or Fiverr).
Look for consistency in their name, headshot, job titles, and the services they offer. If their website claims they're a "Senior SEO Strategist" but their LinkedIn profile says their last job was "Customer Service Rep" and hasn't been updated in three years, it's a red flag. It suggests a lack of attention to detail or, in a worse-case scenario, that they're misrepresenting their experience. An empty or sloppy profile is just as concerning.
Quick Check-List:
- Does their LinkedIn profile have recommendations and endorsements from past clients?
- Is their personal website professional and free of typos?
- Do their various profiles tell a consistent story about who they are and what they do?
5. They Refuse a Paid Trial Project
For any significant project, proposing a small, paid trial is one of the most effective vetting tools you have. It allows you to assess their skills, communication style, and ability to meet deadlines in a low-risk environment. Any confident, experienced freelancer will understand and usually welcome the opportunity to prove their value.
The key here is that the trial must be paid. Asking for free work is unprofessional and disrespectful. Frame it as the first paid milestone of the larger project. A typical red-flag response is outright refusal, defensiveness, or a comment like, "My portfolio should be enough." While their portfolio is important, it doesn't show you what it's like to actually collaborate with them.
Example: "Before we commit to the full 12-blog-post package, we'd like to start with a single paid article to ensure our workflows and styles are a great match. This will serve as the first piece of the larger project if we both decide to move forward." If they push back hard on this reasonable request, it's often a sign they lack confidence in their ability to deliver.
6. They Use High-Pressure Sales Tactics or Focus Only on Price
A professional relationship should begin with mutual respect, not high-pressure tactics. Be wary of freelancers who try to rush your decision-making. Phrases like "This discounted rate is only available if you sign today" or "I have another client offer, so I need your decision in the next hour" are designed to create false urgency and prevent you from doing your due diligence.
Similarly, be cautious of a freelancer whose main selling point is that they're the cheapest option. While budget is important for any small business, the "race to the bottom" on price often comes at the cost of quality, reliability, and communication. A true professional sells you on the value they provide—their expertise, their process, and the return on investment you can expect. They focus the conversation on your goals, not just their price tag.
Remember: Good work isn't cheap, and cheap work isn't good. If a price seems too good to be true, it almost certainly is.
7. They Lack a Clear Onboarding Process
When you hire an expert, they should be the one guiding you. A seasoned freelancer has a refined process for bringing on new clients. They don't just say, "Okay, I'm hired. What do I do now?" They take the lead. This is a clear indicator of their professionalism and organization.
A solid onboarding process might look something like this:
- Proposal & Contract: They send a clear, professional proposal and a contract for you to review and sign.
- Invoice: They send the first invoice for the deposit, as outlined in the contract.
- Intake/Discovery: They have a structured call or a detailed questionnaire to gather all the information, assets, and logins they need to start the project successfully.
- Kick-off: They establish a clear timeline, set expectations for communication, and define the first milestone.
If a freelancer seems lost or puts the entire onus on you to direct every single step from the beginning, it suggests they lack the experience to manage a project effectively. You're hiring them to reduce your workload, not add to it.
8. Their Written Communication is Sloppy
This red flag applies to every type of freelancer, not just writers. Their initial emails, proposals, and messages are a direct reflection of their attention to detail. If their communications are riddled with typos, grammatical errors, or have a generally unprofessional tone, how can you trust them with the details of your project?
This is especially critical for client-facing roles, but it's important for everyone. A developer who can't be bothered to proofread an email might also be sloppy with their code documentation. A designer who sends a proposal with formatting errors might overlook key details in your brand guidelines. It's a simple but powerful indicator of their overall professional standards.
Pay Attention To:
- Personalization: Did they use a generic, copy-pasted template, or did they take the time to address you and your specific project?
- Clarity: Is their writing easy to understand, or is it confusing and vague?
- Professionalism: Are they free of glaring spelling and grammar mistakes?
9. They Resist Using a Formal Contract
This is the biggest, brightest, most serious red flag of them all. If a freelancer says they'd prefer to work on a "handshake deal" or that "an email confirmation is good enough," you should end the conversation immediately. A contract is not about mistrust; it's about clarity. It protects both of you.
A proper freelance contract doesn't need to be 50 pages of dense legal text, but it should clearly outline the essential elements of your agreement. Here at Goh Ling Yong's agency, we never start a project without one. It's non-negotiable for ensuring everyone is on the same page.
A good contract must include:
- Scope of Work: A detailed description of the services and deliverables.
- Timeline: Key milestones and the final delivery date.
- Payment Terms: The total fee, payment schedule, and accepted payment methods.
- Ownership: Who owns the final work product upon completion and payment.
- Termination Clause: The conditions under which either party can end the agreement.
A freelancer who avoids a contract is not someone you can trust to handle your business professionally. It’s an unacceptable risk.
Finding Your A-Team
Vetting freelancers isn't about creating barriers; it's about building a foundation for a successful partnership. Taking the time to look for these red flags before you sign a contract can save you countless hours of frustration, thousands of dollars, and a whole lot of stress.
When you find the right freelancer—one who communicates clearly, operates professionally, and acts as a true partner—they become an invaluable extension of your team. They can bring fresh ideas, expert skills, and the leverage you need to scale your business. Don't let a past bad experience sour you on the incredible potential of freelance talent. Instead, use these tips to refine your process, trust your gut, and build the reliable, high-performing team your business deserves.
What are some of the biggest red flags you've encountered when hiring? Share your own experiences and tips in the comments below
About the Author
Goh Ling Yong is a content creator and digital strategist sharing insights across various topics. Connect and follow for more content:
Stay updated with the latest posts and insights by following on your favorite platform!