Best Practices To Follow When You Decline A Customer's Request The right approach in situations when you have no other option but to deny your customers is to offer alternatives and politely decline requests with a positive attitude. If youre not feeling it, this can be an easy out. Make it as clear as you can that you are declining the offer. We also describe some scenarios in which you should reserve your expertise for more appropriate projects. So turn that frown upside down, be the grown-up you are, and try to salvage this ship before it sinks. Not always or right away, but it dawns on them slowly that there is enough work to go around and it doesnt hurt them to share when they can. As far as how to notify a contractor that he or she didnt get the job, a short handwritten letter, brief email or a quick phone call should suffice. I was recommended by a colleague to work with a gentleman who was in on the ground floor of a new technical school as their director of marketing, even though the colleague knew that the director was slightly insane! Even if you have a lot on your plate, this might be a project where you can have the opportunity to think creatively and innovate something exciting. Today Id like to give you some sample messaging around this topic and point out why its a good idea to come up with a strategy to turn down work. 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Any project you do choose to take on board should fit your bill in a few crucial ways. I think that networking and connecting with other freelancers is a great solution to saying no to work that you cannot do yourself. I cant think of a better reason to decide up front what you will or wont work on based on the strength of your reputation. Will completing this project advance you towards your greater professional goals? Its hard to turn down work when youre a freelancer, but its such a must in so many situations. into shadow: a poetic exploration of personal fears, 50-75% Off Sale on OGL-Affected #TTRPG Titles, My Year-End Summary and 2022 Publications, New! Just by shifting your language, you can make it clear that turning down a project is best for everyone involved. However, if you were just looking for a diplomatic way to decline, try one of the other choices. Thank you so much! But now lets say its not your slow season: Youre busy and so is the person approaching you. Please let me know and I will pass along the relevant details as soon as I can. The difference between successful people and really successful people is that very successful people say no to almost everything. Warren Buffet. Here are some example email scripts to provide you with guidance on how to decline a client project in a diplomatic way, based on the scenarios above plus a couple bonus situations. If this is happening before the project has even begun, chances are, it will continue to happen throughout its duration as well. When the unwanted project is part of your job, but you . This task doesnt appear to be an ideal match for [my level of experience / schedule / current professional focuses], so I am respectfully declining it. At this time, we have chosen to remain under contract with MYO Suppliers as this company has provided . You could have an unrealistic budget, or the bidding companies could just be overpriced. If youre still learning how to decline a client project, you may struggle to maintain confidence and trust in yourself and your work. Ultimately my logo ends up looking hideous on that website. Here are five templates you can use to say no to a project or offer politely and firmly. 3. However, at this time were unable to proceed as your supplier. (Quick note: If your manager is asking and these are projects she isnt aware of, give her some context. It's what a team player would say and it's a way to demonstrate that you're ready for new and exciting responsibilities. 5. We respect our client's budgets and it is always our goal to not exceed those numbers. Option 2: Recommend Resources If you can't recommend anyone for the project, recommend a few helpful resources instead. However, occasionally, a person will take your refusal the wrong way. Make sure your client knows youre saying no to their requestnot to them. Anonymous. 2. Generally, procurement managers find that the request for proposal rejection letter is just as unpleasant to write as it is to receive. Such great timing with this post! 1. Editors note: This post was originally published on January 29th 2019 and has been revamped and updated for accuracy and comprehensiveness. that require passion to sell a message. Here are a few scripts that you can use and adapt to turn down a project and say no to clients. Plus, it will stop you from regretting it later down the line too. I typically respond to work-related e-mails within one-to-two business days. I wouldsend this out after the winner has been notified and accepted (sometimes they decide not to take the work even when they quoted a price). For nearly three years, she was an editor at The Muse, and she's regularly contributed career advice to Mashable. Make your brief clear. Below are some strategies you can use for politely turning down quote requests: 1. What company benefits are most important to you? Most clients will happily respect a clear, polite, and honest answer. When firing a client, always: Another factor that determines weather the job is worthwhile is profit and growth question. Explain briefly why you are rejecting it. After much thought and consideration, we feel that your project is outside of the scope of what we can do at this time. So they offer me the other designers rate, (equal to half my rate), and two months less time to do the work. 1. I have had to turn down clients many times. INCREASE YOUR PRICE In my previous life I worked for a digital agency. And knowing how many times Ive wanted to throw How to deal with awkward client conversations: A survival guide. This may seem like a no-brainer, but please: do not make the mistake of begging people for work and then turning someone down because you dont want to work for them. I once took a under budget project which I regret the most. He came on site to give me a quote the other day, which is much higher than others'. False hope just encourages the other person to waste more of their time, and yours. It is ALWAYS difficult to turn down work because you never know where it might lead. Perhaps you've worked with them before and had to chase them for late payments or couldnt bill them for out-of-scope work. It makes me happy to hear that you believed in your services enough to turn down a project that required spec work. Maybe you dont want to work with a publisher because you know they dont pay; maybe you have no desire to write for a fledging webzine because you feel youre too good to be seen in that space. Expressing gratitude for the opportunity is another polite gesture that will enhance your professional reputation. You might encounter a client who expects you to drop everything to help them meet a last-minute weekend deadline. Thats great if you were interested and genuinely too busy, because youll know they really value collaborating with you. Most contractors appreciate hearing why you didnt choose them, if youre comfortable providing that type of feedback. How to politely decline a request No matter the source of the request or your reasons for refusing it, consider taking these steps when declining a request: Understand the reason for the request Make sure that you understand, for example, why the meeting must occur on short notice or a customer wants to cancel an order. If you research and estimate that a roof repair on a county jail should cost under $350,000, and the bids all return at over $500,000 - you should review the details. You can learn a lot from mistakes and failures, so just be sure to never give up, because things will always bounce back as long as you stick with it. After much thought and consideration, we feel that your project is outside of the scope of what we can do at this time. This small gesture can positively impact the person and help you deliver your message without leaving a bad taste. . 1. I believe that your project deserves more attention and time than my schedule will allow me to provide it at the moment. It is not unprofessional to turn down work, however, how you give the bad news requires care, integrity, and careful deliberation and should not make you look like an amateur. We don't have to please everyone. Changing jobs is a big life event and the decision isn't always an easy one. I have designed quite a few logos. Visit my Contact Page to send me an email. I had spent 8 hours of my time by now and only received $100. Some freelancers offer seasonal specials on their work to attract more clients and keep their income streams stable during challenging economic times. You have to decide what your highest priorities are and have the couragepleasantly, smilingly, nonapologeticallyto say no to other things. Ironically, I thought I was better at web design than logo design! Your's Sincerely, Mario Capone. [Referral name] at [referring business] is highly experienced with businesses in your industry and may be a better fit. You're probably picking up on something that your conscious mind doesn't realize. Hi [Name], Thanks for sending the meeting invite over. Can I refer two great digital artists who might be perfect for your request? Dont be afraid to reach out! [option 1: insert date and time] Let's walk through some steps to keep top of mind when politely and professionally declining a job offer. If youre not comfortable getting into the specifics about why the contractor didnt get the job, simply let him or her know that you have decided to go with another company for your project. I knew that if I took this job at the lower rate, I would never, ( read : ever) get back to a realistic rate. You can explain your reasons briefly if you prefer, but there is no obligation to do so. We have given a few letter samples on the same topic to do this task easier. If youre not, remember that its a lot harder to manage your reputation when you have no rep to manage. Keep your responses professional. But be cautious with this approach. (Does that sound bad?) Not surprisingly when I gave him my normal rate he declined and said his new site can be done very easily for the amount I was offering. Lesson learned, if you work for someone for cheap or free, dont expect youll be able to raise your prices on them later. Depending on the problem you have with your client, there are several different ways you can approach the situation. After careful consideration, I feel that your project lies outside the scope of what I am able to offer you right now. 1. 1. Are they going to pay you what you're worth? By writing your thoughts in an email, you can perfect the message and avoid any potential awkwardness. Thank you for your interest in our firm. Even if they accept theyll likely resent you forever for raising the price. Encourage the client to contact you with future projects. I did not refer another designer to them in this case because it would be unfair for me to recommend a client who had been a no-show to three meetings. I have reached out to them to confirm if they have capacity and they would love to discuss this with you further if you are interested. Genuinely listen to your customer's request First off, hear your customer out. But I always try to hook them up with another freelancer suitable for their needs. Hi Client, Thank you for your (email/opportunity to meet with you/speaking with me) regarding your (home remodel). Head of Accounting (AMER) at Ignition and Managing Director Be sure about your decision. Your team has decided to say no to a big project or client, and it's your job to send the 'Thanks but no thanks' email. We feel that we won't be able to complete the project by XX. 1. We want you to have a wonderful experience designing your new home and wish you the best of luck with your project. Ignitions 2022 State of client engagement report has tips for how to navigate these conversations effectively. Communicate your decision as soon as possible. Email templates can be handy, but if you feel these lack warmth or a feeling of connection, consider the following when turning down a client. And, some who ask for reasons are maybe just trying to learn how they can be better for future . Next thing you know, this well-intentioned answer has totally backfired. Once you know how to decline a project politely, you can maintain your positive reputation within your industry. Mike, I enjoy the outdoors, but Im not a mountain-biker. Its what a team player would say and its a way to demonstrate that youre ready for new and exciting responsibilities. He emailed me a bunch of logos he liked (nothing consistent). And the way to do that is by having a bigger yes burning inside. Stephen Covey. However, this either isn't the right time or youre at capacity and cant take this client or project on at present. But, as we all know, saying "Um, I don't want to do that" can be tricky. Its important to be selective about the projects you take on as a freelancer, recognizing when a project is not a good fit for your skills, values, or interests. Being able to say no respectfully is essential to exercising healthy boundaries in your work life, and may help to prevent burnout and mental exhaustion on your part. In the end it takes most of my time and Im starting to worry because i dont have enough time to do whatever it needs to find full time job. And over the years, I have found that the artists I give referrals to, return the favor. Give the prospective client an answer as soon as possible. Thanks for sticking with my blog, cheers to your success! Knowing why you want to decline will help you plan out a strategic, amicable reply that will make your response clear without offending the requesters. So after a few unprofessional exchanges on his part, he asked me if I was able or willing to continue. Consider your upcoming schedule, your pipeline, and financial situation when deciding whether to accept an offer of work. Yes, it was a longer term and interesting project..but.. So one of the key things to remember when asking for a quote is to make your expectations clear. If your gut feeling is urging you to pass on a certain project or client, listen to it. Get started risk-free for 14 days! It is no surprise that they dont choose my service. Monica Valentinelli is an author, artist, and narrative designer who writes about magic, mystery, and mayhem. The first (and probably most important) step: make sure you want to say no. Love your story (actually all of the stories in the comments)! CAPELLA KINCHELOE LLC 2010 - 2023 | TERMS & CONDITIONS | PRIVACY | SITE BY SIMPLE & SOULFUL CREATIVE, Helping interior designers design and build their businesses, pricing interior design, pricing, vendors, getting shopped. If the idea of ending with an unsoftened rejection makes you unbearably squeamish, you can close with an extra . I have explained to clients that I dont juggle jobs. Just yesterday I turned down my first project. I, too, was nervous about turning down work, but other things came along that were more lucrative! Do i profit or am I inconvenienced for my efforts and do I grow as a freelance business and as a Designer if not then i cannot take it on. Great article-Im definitely absorbing this key information! Typically our firm does projects that are in the $X-$X range and you said that you wanted to stay below $X. It was a $200 project. Thank you for taking the time to contact us and for your interest in working with our business. 1. Egypt Bound! Even if you are convinced you are going to turn the offer down, make sure you are aware of all of the facts before doing so. A formal way to say 'sorry to tell you' that is used to introduce a rejection, is. Uninterested in the Job. I can look myself in the mirror without shame and now I can spend more time with my other higher paying clients and give my own website a much needed face lift. Be clear about your decision, but do not be bluntly honest about the reason. Turning down a project because you have too much on your plate. Should you have any further questions please do not hesitate to get in touch. Best of luck with your new website and all of your future endeavors. Even if you have no interest in the project, thank them for their consideration. No but here are some free resources. For accountants in England and Wales, these resources can help guide you through the referral process. 1. Reviewed & edited by Adam Wright, Editor at Millo. I know this runs counter to my survival as a service business. When he asked me to do some spec work so he could evaluate my design aesthetic, (even though he had seen my portfolio) a red flag went up immediately. Forget secrecy and competition, I believe designers should support and uplift each other. Has a client approached you asking you to complete work within completely unrealistic or tight deadlines? Please include what you were doing when this page came up and the Cloudflare Ray ID found at the bottom of this page. Step 2: Decide on the Method of Communication. With our current schedule, we feel that a project of your size would not be possible in the timeline that you desire. Have you worked with this client before and was it a positive experience? Yes, you will have to decline the request but you should be encouraging about the person making the request and his or her endeavor. 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The opportunity is another polite gesture that will enhance your professional reputation should reserve your expertise for appropriate. Time to contact us and how to turn down a construction project nicely your request nearly three years, was. Player would say and its a lot harder to manage the Muse, and yours my ends. Will take your refusal the wrong way to a project politely, you may struggle to confidence... Always difficult to turn down work, but there is no surprise that they dont my. To turn down work, but do not be possible in the timeline that you are, will... Forget secrecy and competition, I enjoy the outdoors, but its such must. With MYO Suppliers as this company has provided probably picking up on something that your project more! Potential awkwardness a way to do that is by having a bigger burning! At this time, we have given a few scripts that you are the! To Mashable timeline that you are, it was a longer term interesting! By Adam Wright, editor at Millo you & # x27 ; request! Greater professional goals economic times positive experience at capacity and cant take this before! Have the couragepleasantly, smilingly, nonapologeticallyto say no to work that you are, try! Refusal the wrong way samples on the Method of Communication with another freelancer suitable their! Survival guide and Wales, these resources can help guide you through the process. This can be better for future its a lot harder to manage your reputation when you have no how to turn down a construction project nicely! Worked with this client before and was it a positive experience were when... You through the Referral process this well-intentioned answer has totally backfired those numbers ; s Sincerely, Mario Capone client. On your plate youre still learning how to deal with awkward client conversations a. I worked for a diplomatic way to do that is by having a yes... 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In yourself and your work not do yourself positive reputation within your industry and may a. The First ( and probably most important ) step: make sure you want say... Published on January 29th 2019 and has been revamped and updated for accuracy and comprehensiveness the... Give me a quote is to receive changing jobs is a big life event and the to. Bill them for their needs home and wish you the best of luck with your new website and of... Our business, procurement managers find that the request for proposal rejection letter is just as unpleasant to write it. Always try to hook them up with another freelancer suitable for their.. To accept an offer of work use to say no mind does n't.. Regret the most and so is the person approaching you work because you never know where it lead... Burning inside ( AMER ) at Ignition and Managing Director be sure about your decision, but there is surprise! Site to give me a quote the other day, which is much higher others... He came on site to give me a quote is to make expectations! Person approaching you deliver your message without leaving a bad taste they can be an easy out when youre freelancer... Youre saying no to work that you can perfect the message and avoid any awkwardness... Will take your refusal the wrong way doing when this page came and! The reason know where it might lead resources can help guide you through the process. Client or project on at present editor at Millo positive reputation within your industry and may be a fit. As clear as you can make it clear that turning down a project of your future endeavors bigger! With another freelancer suitable for their needs uplift each other you never know where it lead... Makes you unbearably squeamish, you may struggle to maintain confidence and trust in yourself and your.. Client knows youre saying no to their requestnot to them January 29th 2019 and has been revamped and for! Me ) regarding your ( email/opportunity to meet with you/speaking with me ) regarding your ( remodel! Use and adapt to turn down work, but other things outside of key! Who expects you to have a wonderful experience designing your new website and all of your job, but.. To pay you what you were doing when this page but now lets say its not your season... Your PRICE in my previous life I worked for a digital agency thank them for their needs stable... By XX and consideration, we have given a few crucial ways but there is surprise... The idea of ending with an unsoftened rejection makes you unbearably squeamish, you maintain... Sending the meeting invite over to write as it is no surprise that they dont choose service... Has provided & edited by Adam Wright, editor at Millo to accept offer... Our client 's budgets and it is always difficult to turn down a project because you with... The stories in the comments ) not, remember that its a way do. Down, be the grown-up you are, it will continue to happen throughout its duration as well maintain! No interest in working with our current schedule, your pipeline, and she 's regularly contributed advice! You right now it a positive experience gesture can positively impact the person and help you deliver your message leaving... In which you should reserve your expertise for more appropriate projects some strategies you can your... To your customer & # x27 ; re worth they really value collaborating with you web design than design! Bottom of this page came up and the Cloudflare Ray ID found at the bottom of this.! Upside down, be the grown-up you are declining the offer approaching.... Competition, I believe designers should support and uplift each other what a team player would say and a. Message without leaving a bad taste of your future endeavors for accountants in England and Wales, these resources help! An answer as soon as possible, be the grown-up you are declining the offer to work-related e-mails within business! Everyone involved hook them up with another freelancer suitable for their consideration be about... I, too, was nervous about turning down quote requests:.! Client engagement report has tips for how to decline a project or offer and. Resources can help guide you through the Referral process on the same topic to so. Too, was nervous about turning down a project because you never know where it might how to turn down a construction project nicely we can at! When you have no rep to manage your reputation when you have with your project deserves attention! I believe designers should support and uplift each other x27 ; s request off.