When it comes to running a freelance business, you hear a lot about getting clients. After all, that’s where the money is!

But, you know what’s talked about much less? Having to turn down a client or an opportunity.

Whether you’ve worked with them for a while and it’s just not working out, their rates aren’t what you were anticipating, or you simply need to free up some time for a different project, having to “break up” with a client can be a bit counterintuitive—and it’s definitely a challenge.

You want to do so in a way that’s diplomatic. You want to be direct and make sure you both have the same understanding, but you don’t want to be brutal. And, if possible, you don’t want to completely burn that bridge—after all, who knows what can happen in the future!

In the course of my freelance career, I’ve ended things with a few clients. And, much to my surprise, it wasn’t the huge, dramatic encounter I had been anticipating. Here’s how I pulled it off.

HOW TO TURN DOWN A CLIENT

1. SHOW GRATITUDE.

As my mom always says, “You should never look a gift horse in the mouth!” And, the fact that this person wanted to work with you is a definite compliment. So, don’t forget to start things off by genuinely thanking them for thinking of you for this opportunity.

WHAT I USUALLY SAY:

“Hi, [First Name]! Thank you so much for reaching out with this opportunity. I so appreciate you thinking of me!”

2. EXPLAIN YOURSELF.

Next, I always share a little bit of reasoning about why I can’t take that particular project or client on. Now, you don’t want to open up a can of worms and imply that you’ll offer a detailed explanation for every decision you make—after all, you’re entitled to your own choices. However, I think that offering a little justification helps to cushion the blow a bit.

Just think about it this way: If you asked a friend, “Hey, would you like to grab dinner Friday night?” and she just responded with a simple “No”, you’d probably be a little put off. You expect to hear a simple explanation of why she’s turning you down.

WHAT I USUALLY SAY:

“Unfortunately, my plate is totally full right now and I don’t have any room to take on any new clients or projects.”

3. SET THE STAGE FOR A RELATIONSHIP.

Just because you’re turning a client down doesn’t mean you want to close that door forever. So, it’s smart to set the tone for maintaining a professional connection and relationship. Not only does it add another person to your network, but it also makes the entire exchange a little less awkward.

WHAT I USUALLY SAY:

“Again, I really appreciate you reaching out about this opportunity. I’d love to keep in touch with you!”

4. FOLLOW THROUGH.

Saying “keep in touch” is pretty overused—and often brushed aside. But, the key is really following through on that. So, after sharing that sentiment in an email, I’ll follow up by sending a quick LinkedIn invite with a personalized message. It allows me to keep that connection active in an environment that’s pretty casual and low pressure. And, I don’t think there’s ever anything wrong with having more people in your network!

Have you ever had to turn down a client or a project? How did you do so in a way that was professional and courteous?

Until next time!