How to turn down freelance work politely (With email templates)
Whether you’re too busy, the project sucks (it happens), or the client isn’t a good fit, taking on additional freelance work isn’t always the best idea. However, turning down work the wrong way could end up harming your reputation and future earning potential.
If you find yourself in a position where you don’t want to take on additional work for any reason, the key is to turn the work down politely.
Wondering how to turn down freelance work politely? Here are five email templates based on different use cases. I’ve used them all in my business and have found success—some have even led to referrals.
Why would you want to turn down freelance work?
More work means more money, but it also means more time and effort. You may not want to take on additional work for a variety of reasons:
Too busy: You already have a full plate.
Not profitable enough: Sure, it makes money. But you also have to spend a lot of time on the project — so your net hourly rate is actually quite low.
Not in your wheelhouse: It could be a type of work you don’t do (or aren’t that good at).
Bad fit client: Sometimes the work isn’t the problem.
You have other goals: The work in question might stop you from doing something else that’s a bigger goal for you.
1 - For when you don’t have capacity (right now)
Let’s say you have a perfectly innocent reason for turning down the work: you’re just too busy and can’t outsource it. These cases call for honesty and optionality. Don’t just turn it down flat, but instead, see if you can move the project back a bit so you can take it on.
Template response:
Hi [client’s name],
Thank you for the project context. I want to be upfront: I’d love to do it, but I don’t have the capacity for this project right now and I’d need to start later if we worked together.
Is there any chance we can push back the start date, or is it urgent? If we can kickstart on [date you’re available], I’d love to do this project with you.
Let me know if that works or if you have any questions.
[Your name]
2 - For when you just don’t want to do the project
Freelancing is a relationship business. Even in very transactional projects, a person is hiring you to do work for them. If you don’t want to do the work at any point, focus on the end result that unfortunately you can’t take on the work. Oh, and never lie either.
Template response:
Hi [client’s name],
Thank you for the project context. Unfortunately, I won’t be able to take on this project. Whenever I take a project on, I want to be sure I can deliver. In this case, I’m not 100% confident I produce the results you need, and I wouldn’t want to set up a contract if I couldn’t deliver.
If you have any questions, please don’t hesitate to ask.
[Your name]
3 - For when you need the project to change a bit
If there is a specific reason why you can’t–or don’t want to–take on freelance work, say so! A key part of turning down freelance work politely is being upfront and honest with the person. You may find out that the client is willing to be flexible with you and change the element you don’t like. Or, if they won’t change it, then at least you can part professionally.
Template response:
Hi [client’s name],
Thank you for the project context. Unfortunately, I won’t be able to take on the work because of [specific thing]. I’m concerned that it isn’t a fit for me based on [reason why specific thing is a problem]. As a result, I wouldn’t want to enter a contract with you knowing I couldn’t deliver.
If you’re open to changing [specific thing] to [thing that’s easier for you] or removing it from the project scope, I’d be happy to take this on. If you’re not able to make that change, I understand completely.
Let me know if that works for you, or if you have any questions.
[Your name]
Note: the “if you’re open to changing…” part is optional. If you know the project can’t be changed, don’t include it.
4 - For when the client gives you the ick
Of all the potential freelance client red flags to watch for, emotion is the biggest. If you’ve got a potential client that’s insulting, mean, or otherwise rude, you’re completely validated in not wanting to work with them. However, this is no time to hurl insults of your own. If they decide to get emotional, that’s on them. You should always maintain professionalism.
One trick to remember: rephrase their emotion toward you as a demand on the project. That way you can focus on turning down the project, not making it personal.
Template response:
Hi [client’s name],
Thank you for the project context. While I understand your requirements for this project, unfortunately, I cannot take it on at this time.
I wouldn’t want to take on a project where I’m not sure I could deliver to your standards. I apologize we won’t have the chance to work together on this project.
[Your name]
5 - For when the client accepts your turn down
Turning down freelance work isn’t about telling someone off. If you turn down work and someone acknowledges the response, keep it friendly and light by wishing them well. After all, freelancing is about business - there shouldn’t be anything personal. Even if you have a client who treated you poorly, you can wish them well on the project (if not them as an individual).
Note: This should be truly genuine. People can see through fake well-wishes, so anchor on something you genuinely mean.
Template response:
Hi [client’s name],
Thank you for the response. I really liked [thing you genuinely liked about the project or client], and I wish you good luck on it going forward.
[Your name]
It’s just (freelance) business
Never feel bad about turning down work that’s not right for you. Whether the project or the person, you have the independence to choose the work you want to take on. Unfortunately, that can mean a short-term loss of revenue, but there are a lot of ways to find new freelance clients. The key is to preserve your energy and productivity so you can do great work and get paid.
