How to politely decline clients who aren't a good fit
It can feel awkward to turn down potential clients, but politely declining someone who isn’t the right fit helps you protect your time, energy, and level of service.
Here’s how to do it with kindness and professionalism:
Thank them for their interest and acknowledge their goals or challenges.“Thank you so much for considering my services. I really admire your commitment to [their goal/problem].”
Be honest but gentle about why you aren’t the best fit. Keep it focused on aligning your expertise with their needs, such as, “I want to make sure you receive the best support possible, and I my services don’t align with what you’re looking for right now.”
Offer an alternative. Recommend someone else in your network, suggest a resource, or provide advice they can act on. “I think [specific service/provider/resource] is a much better match for what you’re looking for.”
End the conversation on a positive note. “I wish you all the best with your project! If you ever need help with (what you actually do), let me know!”
When you approach these conversations with empathy and clarity, you maintain professionalism and help them find the right fit with someone else!
If you need more help with replies to sticky situations, you’ll find my Time Saving Templates helpful - come find me on Instagram and I’ll send it over!