How to turn down a job politely

Saying no well protects your reputation. A quick, kind reply means they’ll come back, or recommend you, next time.

Say no quickly, and kindly

Ignoring an enquiry you can’t take is the worst option. The customer waits, gets annoyed and remembers your name for the wrong reason. A two-line reply takes a minute.

  • Reply fast. They need time to find someone else.
  • Give a short, true reason. No long explanations.
  • Point them somewhere useful if you can: another local trade, or a later date.
  • Leave the door open for future work.

The templates

For the most common reasons to say no.

Too busy right now

Subject: Your enquiry about [the job]

Subject: Your enquiry about [the job]

Hi [Name],

Thanks for thinking of us for [the job]. Unfortunately we’re fully booked until [month], so I can’t take it on sooner.

If you’re happy to wait, I can pencil you in for [date]. If you need it done sooner, I understand completely.

Thanks,
[Your name]

Outside your area

Subject: Your enquiry about [the job]

Subject: Your enquiry about [the job]

Hi [Name],

Thanks for getting in touch. Unfortunately [town or postcode] is outside the area we cover, so we can’t take on [the job].

I’d suggest looking for a local [trade] with good reviews. Sorry I can’t help this time.

Thanks,
[Your name]

Not the kind of work you do

Subject: Your enquiry about [the job]

Subject: Your enquiry about [the job]

Hi [Name],

Thanks for your enquiry. [The job] isn’t something we specialise in, and I’d rather point you to the right person than do a half job.

[If you know someone: I’d recommend [name] at [business], on [phone].]

Good luck with it,
[Your name]

The budget doesn’t match

Subject: Your quote for [the job]

Subject: Your quote for [the job]

Hi [Name],

Thanks for being upfront about the budget. I don’t think I can do [the job] properly for [their budget], and I wouldn’t want to promise something I can’t deliver.

If the scope changes, for example [smaller option], I’d be happy to quote again.

Thanks,
[Your name]

A short text

Hi [Name], thanks for the enquiry about [the job]. Sorry, we can’t take it on at the moment as we’re fully booked until [month]. Hope you find someone good. [Your name]

With LeadFlowEase every enquiry lands in one list and gets an instant acknowledgement, so even the jobs you turn down get a timely answer. Try the demo.

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