If you’ve just started freelancing, you’ll get emails on a daily basis from people that want you to work with them. Whether it’s through Upwork, Fiverr, or even via your personal website, you will receive frequent requests for your services. But saying ‘no’ isn’t always easy for freelancers — as we all know.
Rather than, “I’m not the best fit for you,” or something equally polite but not very honest, I thought I would share some sample emails that can help you to say no to a client in a very professional manner.
| Takeaways |
|---|
| 1. Learn how to say no to client requests professionally. |
| 2. Use email templates to decline projects gracefully. |
| 3. Maintain positive client relationships when rejecting work. |
| 4. Customize emails to show appreciation for the opportunity. |
| 5. Offer alternative solutions or recommendations politely. |
| 6. Keep client communication clear, concise, and professional. |
| 7. Highlight the value you can provide even when declining. |
| 8. Streamline communication using pre-designed email samples. |
| 9. Express gratitude for the opportunity in your responses. |
| 10. Make emails easy to read and understand for clients. |
1. Saying No To Client Sample Email
Dear [name],
Thank you so much for your email. I wanted to let you know that I’m currently not taking on new clients.
I’ve been blessed with great work in the past and am so grateful for it, but my schedule is full for the next couple of months. If anything changes, I will let you know.
I hope you find someone who can help!
Thanks,
[Your name]
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2. Saying No To Client Sample Email
Dear [client name],
Thanks for reaching out. I think your work is great, and I’m flattered you’d consider me for this project. Unfortunately, I won’t be able to take it on—I’m booked up with other projects until next year.
Please let me know if you’d like help finding a colleague who would be a better fit for this one!
Thanks,
[Your Name]
3. Saying No To Client Sample Email
Dear [name],
Thank you so much for reaching out! I’m so glad you’ve been enjoying my work, and it’s a great honor to be considered for such an exciting project.
Alas, I’m afraid that I’m not the right person for this one. Your project will require a level of expertise in [x] that I currently don’t possess. If it’s okay with you, I’d love to help you find someone else who can give your project their undivided attention and make sure it’s done right.
Thank you again!
[Your Name]
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4. Saying No To Client Sample Email
Dear [Name],
I’m so sorry to say that I will not be able to work with you on this project. I appreciate the opportunity, but at this time, it’s not a good fit for me and my schedule.
I wish you the best of luck with your project!
[Your name]
5. Saying No To Client Sample Email
Hi [client name],
Thanks for reaching out. I wanted to follow up and let you know that I’ve decided to pass on this project.
I wish you the best of luck with your work and hope that you find a writer who’s more suitable for the task.
Best,
[Your Name]
6. Saying No To Client Sample Email
Dear [Client Name]
I’m sorry, but I won’t be able to take on any new projects right now. I currently have my hands full with commitments through the end of the year, and I don’t want to add on anything extra that might keep me from giving those projects the attention they need.
I do think you’d be a great client to work with, though! If you need help filling that position, maybe I can recommend someone I know who would be a good fit?
Thanks for thinking of me,
[Your Name]
7. Saying No To Client Sample Email
Hi [name],
Thanks for getting in touch!
Unfortunately, I’m unable to take on any new projects at this time. I’m already booked solid through the end of the year and won’t be able to accommodate anything new.
I wish you the best of luck in finding someone who can help you with this project, and I hope we can work together in the future!
Best,
[Your Name]
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8. Saying No To Client Sample Email
Dear [Client Name]
Thank you so much for thinking of me and my services. I’m honored that you’re reaching out!
Unfortunately, I have to decline your offer. As much as I’d love to help you with this project, I’m currently not accepting new projects at the moment. My schedule is already packed with existing commitments and obligations.
I appreciate your understanding and wish you the best of luck with your search for a freelancer. If you ever want to connect again, I’d be happy to do so!
Sincerely,
[Your Name]
9. Saying No To Client Sample Email
Dear [Client Name]
Thank you so much for thinking of me and my services. I’m honored that you’re reaching out!
Unfortunately, I have to decline your offer. As much as I’d love to help you with this project, I’m currently not accepting new projects at the moment. My schedule is already packed with existing commitments and obligations.
I appreciate your understanding and wish you the best of luck with your search for a freelancer. If you ever want to connect again, I’d be happy to do so!
Sincerely,
[Your Name]
10. Saying No To Client Sample Email
Hello [name],
I have reviewed your request and, unfortunately, I am unable to take on this project.
I am currently completely booked with other projects and clients. I wish you the best of luck in finding a freelancer who is available to complete this work.
Best,
[Your Name]
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11. Saying No To Client Sample Email
Hi [client name],
I’m sorry to let you know that I won’t be able to take on your project.
Please don’t take this personally. Refusing an opportunity just means that it’s not the right one for me at this time.
However, I wish you the very best of luck with this project, and I hope someone else can help you with it soon.
All the best,
[Your name]
12. Saying No To Client Sample Email
Dear [Client name],
Thanks so much for reaching out about this opportunity! I appreciate you considering me for this type of work, but I’m going to have to pass. I don’t think it’s a great fit for my current schedule and workload, so it would be unfair for me to take the project on.
I hope you find someone who is a great fit for your needs!
Best,
[Your name]
13. Saying No To Client Sample Email
Hi [name],
Thanks for reaching out. At this point, I’m not able to take on new projects. If you want to check back with me in a few months, it’s possible that I’ll have openings at that time.
Thanks again for reaching out, and best of luck!
Best,
[Your Name]
14. Saying No To Client Sample Email
Hi [Client Name],
Thanks again for reaching out. I really appreciate the opportunity to work with you on this project, but unfortunately, I have to pass.
I’m glad to hear that things are going well with your business! And I know this project sounds interesting and exciting. But, unfortunately, I don’t think it’s the right fit for me.
I wish you the best of luck with the project, and please keep me in mind for future projects that might be a better fit for my skill set.
Sincerely,
[Your Name]
15. Saying No To Client Sample Email
Hi [Client name],
Thank you so much for writing to me about this. I’d love to work with you on it, but unfortunately, I’m going to have to decline.
As much as I appreciate the opportunity, I just don’t think it would be the right fit for me. I wish you all the best in finding someone else!
Best,
[Your Name]
16. Saying No To Client Sample Email
Hi [client name],
I hope you are having a wonderful week!
Thank you for considering me for this project, but I, unfortunately, can’t accept it. I am currently focusing on my other clients, and I want to make sure that they get the attention they need.
Thanks again, and best of luck with the project!
Best,
[Your Name]
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17. Saying No To Client Sample Email
Hey [name],
I really appreciate you thinking of me for this project, but I’m going to have to pass.
In my experience, it’s always better to say no upfront than to take on a project that I can’t put 100% into (especially when the client is as awesome as you!).
I hope you find someone who can give the project what it deserves!
Best,
[Your Name]
18. Saying No To Client Sample Email
Hi [name],
Thanks so much for taking the time to write me about this opportunity. I really appreciate you thinking of me, and I’m sorry to say that I can’t take it on at this point. I’ve been in the process of scaling back my workload and am keeping my plate relatively clear right now.
I do hope that you’ll keep me in mind as new opportunities come up! It was great getting to know you a bit through our email exchange, and you’re welcome to reach out any time just to chat.
Best wishes,
[Your Name]
19. Saying No To Client Sample Email
Dear [Client Name],
I wish I could say yes to your request, but unfortunately, I’m going to have to say no. My schedule is already full for that day.
Please let me know if you’d like to set up a call with me in the future about this issue.
Best regards,
[Your Name]
20. Saying No To Client Sample Email
Hi [Client name],
I’m so sorry, but I won’t be able to take on your project. Right now I’m working at full capacity and don’t have the bandwidth to take on anything new. I’ll be sure to keep you in mind for any future projects that might come up.
Have a great day,
[Your Name]
21. Saying No To Client Sample Email
Hey [client name],
Thanks for getting in touch with us. Unfortunately, we’re unable to take on this project at the moment.
We’re sorry to turn you down—we just don’t have the bandwidth to do your project justice. But we hope you find someone who can!
All the best,
[Your name]
Final Thoughts
After all that thinking, writing, and editing, there’s still only one thing to say: No (to the client). It might be a little harsh, but a direct “no” is better than being wishy-washy. Freelancers need to know how to professionally decline work without sounding like they didn’t give the role much thought.
These sample emails will allow them to do so in a professional manner while at the same time keeping their reputation intact.
Further Reading
How to Say No to a Client in an Email: Learn effective strategies for politely declining client requests and maintaining a professional relationship.
5 Email Templates to Use When Pitching New Clients: Improve your client acquisition process with these proven email templates designed to win over potential clients.
Sample Emails to Clients for Work: Enhance your communication with clients through well-crafted email samples for various work-related scenarios.
People Also Ask
How Do I Say No To A Client Without Feeling Guilty?
The best way to say no to a client without feeling guilty is to remember that you are running a business, and part of running a business is being able to say no when it’s necessary. If you can’t meet the demands of the client, or if their demands are not in line with your mission, it’s okay to turn them down. You need to stay in business, and that means putting your own needs first sometimes.
What Do I Do When I Need More Work And Can’t Afford To Turn Down Clients?
If you’re having trouble finding clients, or if you’re afraid of turning down a job because you don’t have enough work, try tapping into your network. Ask friends or acquaintances if they know of anyone who might be interested in your services. You’d be surprised how often people are happy to help!
What Should I Do When I Don’t Want To Work For A Client But Need The Money?
Sometimes those bills force us into jobs we don’t love. That being said, it’s important to not sacrifice your values for money. If there is an element of the job that makes you uncomfortable, let yourself think about what other options you have. Perhaps you can stay and renegotiate the areas that make you feel uneasy.
How Do You Say No To A Paying Client?
It’s okay to say no to a paying client, but it’s best to make sure you give them advance notice when possible. Honesty is always the best policy, so make sure that if you have a valid reason for turning down their work, you let them know about it.
What Is The Best Way To Say No To A Client?
It’s okay to say no to a client, but how you do it matters. It’s best to lead with the reason why you are not taking on the project and to let the person know that you’d love to work with them again in the future.
How Do You Decline Work From A Client?
You can decline work from a client by writing them an email or calling them up. Before saying no, try to come up with some alternate solutions: is there someone else they could hire instead of you? Could they give you more time to complete the project?
Why Do I Feel Guilty When I Say No?
You might feel guilty when saying no because you don’t want to disappoint anyone. But remember that saying no doesn’t mean that someone will think poorly of you—it just means you won’t be able to do something for them. However, it’s usually better, to be honest with people about your availability from the outset.
How Can I Say No To A Client I Like?
You’re saying no to the work, not the person. The client will understand that you just don’t have the time or resources for this project right now, and that’s nothing personal against them.
Can I Say No To A New Client Who Wants Me To Work For Free?
Yes! You can also give discounts on your first project with a new client and then raise your rates after they’ve seen how great you are!
How Can I Say No If My Client Is Angry Or Disappointed?
Freelancing is all about communication, so let your client know what you are available for and what you aren’t. If they ask you to do something that isn’t part of the scope of work, that’s fine; just explain why you aren’t able to at this time.
How Do I Convince My Clients That I Need To Charge Them More?
You’re a professional, which means you deserve to be paid like one. This can be scary at first, but it’s important to realize that if you’re not charging enough, the quality of the work you’re doing will suffer.
When Is It Okay To Say No To My Client?
You should always say yes if you are confident that you can deliver a quality product on time. If you aren’t sure, ask your client if they’d like help finding another freelancer who can meet their needs.
What Should I Say When I Have To Turn Down A Client?
You can simply say something like, “I’m sorry, but this project doesn’t work for me.” It doesn’t need to be complicated.
How Do I Deal With The Guilt?
The guilt can be tough. Try to think about all the benefits of saying no—the extra time it gives you to spend with your family, how it will make you more productive on other projects, the extra sleep you’ll get. If you can focus on the positive, you’ll feel less guilty.
How Do I Determine If Something Is A Scope Creep?
If you feel like the work someone has asked you to do is outside of the scope of what you agreed to do, then it’s scope creep. You should have an agreement with your client that outlines the specific projects or tasks you will be doing and should not be asked to do anything outside of that.
How many Leeways Should I Give My Client?
If they ask for one small change, that’s fine. But if they ask for multiple changes or start asking you to do different types of work, it’s time to put your foot down.
What If I Don’t Want To Lose My Client?
Well, first off, losing your client because you said no is a GOOD thing! That means it was a bad client anyway. Plus, saying no every now and then is actually great for your business! It shows that you are professional and know how to control projects and get things done on time and within budget.
How Do I Say No To A Job Without Feeling Guilty?
Remember that you are in control. You are the gatekeeper for your business, and this is not bad! As the owner of your own venture, you get to decide what comes into it, and part of that is deciding what doesn’t fit.
But What If I’m Worried About Not Having Enough Money?
Think about the opportunities you would be saying yes to by saying no. What else could you do with the time you would spend on this project? How much more could you make per hour if your time were free?
What If I Feel Like I Need All The Clients I Can Get, Especially If They’re Good Ones?
Always think about long-term goals and long-term relationships. If this client isn’t worth it, how will they help you grow in the future? How will they help you serve other clients better? Don’t forget that your reputation precedes you—and that’s true for the clients, too! You will get more clients by turning down those who aren’t a good fit than by taking them on just because they are willing to pay.
What If Someone Gets Mad At Me When I Say No?
You can’t control what other people will do or say in response to your decisions. So there’s no point in worrying about it! In any case, that person should respect your right and ability to make decisions for yourself.
How Can I Say No When The Client Is Asking For Something Reasonable?
You can say no to a reasonable request by explaining that you simply don’t have the time. You might even offer up an alternate solution. For example, if someone wants you to work on a new project, but you’re already booked solid, explain that you can’t do it without sacrificing your current work. Then suggest that they pick another freelancer who might have more availability.
How Can I Say No When The Client Is Asking For Something Unreasonable?
If a client is asking you to do something unreasonable, like cut your rates by 50% or to do the whole job in half the time, there’s really not much of a way around it—you just need to say no because those are not things you can reasonably do.
How Do I Say No When I Don’t Want To Work With A Certain Client Anymore?
Say no by telling them why you’re leaving—it might be a good learning experience for them! Or, if you prefer, lie and say you got another offer. You can also just stop responding to them (but this isn’t ideal).
Do I Need To Give My Client A Reason Why I’m Saying No?
No! There’s nothing wrong with saying “no.” You don’t owe anyone an explanation.
Costantine Edward is a digital marketing expert, freelance writer, and entrepreneur who helps people attain financial freedom. I’ve been working in marketing since I was 18 years old and have managed to build a successful career doing what I love.