There will be times in your career when you are asked to do work that you don’t want to do. It might be because the project doesn’t interest you, the client is difficult to work with, or you have a gut feeling that accepting the project is going to be a bad idea. Whatever the reason, turning down a project can be difficult, but it’s important to do what’s best for you and your business.
In this blog post, we’ll give you some tips on how to turn down a project gracefully, including what to say when turning down a project.
Remember to be professional
Put yourself in the shoes of the client when turning down a project. They’ve likely taken the time to reach out to you, and they’re hoping that you’ll say yes. Be respectful and courteous by thanking the client for considering you for the project, and let them know that you appreciate their interest. If you respond in an unprofessional way, they may mention it to other potential clients, which could damage your reputation.
Give a reason for declining the request
Be clear and concise when giving reason — there is no need to go into too much detail. You can still maintain professionalism when giving your reason, even if it’s not the most positive. The client may appreciate your honesty and it will help to build rapport.
Refer them to other professionals
If you’re not interested in the assignment, chances are there are other freelancers, businesses or individuals who would be a better fit. If you have a competitor in mind, let the client know so that they can get started on their search for someone to do the job. You could even provide them with a few names of trusted freelancers, consultants, or companies who might be able to help them.
Don’t leave the client hanging
When you turn down a request, make sure to follow up with the client in a timely manner. It’s important to let them know as soon as possible so that they can start looking for someone else. If you wait too long to respond, they may move on to another business and you could lose out on future opportunities.
Keep it positive
Ending on a positive note will leave the door open for future projects. Thank the client again for their interest and let them know that you’d be happy to work with them in the future. This way, even if you’re not interested in the project, you can still maintain a good relationship with the client.
Email templates for declining a client project for different reasons
Saying no to a client can be hard and uncomfortable for many, but it’s important to do what’s best for you and your business. Here are a few templates that you can use when turning down a project:
When the project scope is too big or too small:
Hi (person’s name),
Thank you for considering me for this project. I appreciate your interest, but after careful review, I don’t think it would be a good fit for my skill set. However, I would be happy to recommend some other professionals who might be able to help you.
Best regards,
When the timeline is too short:
Hi (person’s name),
Thank you for asking me to work on this project. I’m honored by your request, but unfortunately, I won’t be able to do the project justice given the time frame you’ve provided. If you’re able to extend the timeline, I would love to work on it. If not, I understand and would be happy to recommend some other consultants who might be able to help you.
Best regards,
When the pay is too low:
Hi (person’s name),
Thank you for considering me for this project. Unfortunately, the compensation you’re offering is below my usual rate. Would you be willing to raise the fee to (amount)? If not, I understand and would be happy to recommend some other professionals who might be able to help you.
Best regards,
When you’re already working on something else:
Hi (person’s name),
Thank you for asking me to work on this project. I’m currently working on another project that will take up most of my time, so I won’t be able to give the attention the project deserves. However, I would be happy to recommend some other professionals who might be able to help you.
Best regards,
When you’re swamped with other projects:
Hi (person’s name),
Thank you for reaching out to me about the assignment. Unfortunately, I’m not available to take on any new projects at this time. However, I think (person or company) would be a great fit for what you’re looking for. Would you like me to connect you?
Best regards,
When the project doesn’t interest you:
Hi (person’s name),
Thank you for considering me for this assignment. Unfortunately, it’s not in my field of interest, so I don’t think I would be the best person for the job. I know (person or company) would be perfect for it, though. Would you like me to connect you?
Best regards,
When the project isn’t the right fit for your skills:
Hi (person’s name),
Thank you for reaching out to me about the web design project. I’m afraid the project falls beyond my expertise so I don’t think I would be the best person for the job. I’d like to recommend (person or company) as they’ve worked on similar projects and I think they would be a great fit. Would you like me to connect you?
Best regards,
When the project clashes with your beliefs and values:
Hi (person’s name),
Thank you for asking me to work on this assignment. However, I don’t work with (type of) projects because it would not fit my professional goals. (Person or company) has experience with this type of project, though, and I think they would be a great fit. Would you like me to connect you?
Best regards,
Final thoughts
Saying no to a client is no easy task, but it’s important to do what’s best for you and only choose suitable projects for your business. Whether you’re doing freelance work or are an independent contractor, you can use these templates as a starting point — you’ll need to modify these templates to suit your personality and way of communicating. Remember to be polite and professional, and you’ll be able to maintain a good relationship with the client and keep your reputation intact.
