As freelancers and creatives, we often find ourselves in the rewarding yet challenging position of building long-term relationships with clients.
These partnerships can lead to some of our most fulfilling work experiences. However, there are times when we must make difficult decisions, such as declining a project from a client we’ve worked with for years.
Recently, I faced this very situation. I had a long-standing client who had been a significant part of my journey. We had collaborated on numerous projects, and I genuinely enjoyed working with them. But as my workload increased, I found myself stretched thin, unable to commit the time and energy their next project deserved. It was a tough pill to swallow, but I knew I had to prioritize my current commitments.
So, how do you navigate this conversation without damaging the relationship you’ve built?
Here’s what I learned through this experience:
1. Be Honest and Respectful
The foundation of any strong relationship is honesty. When I reached out to my client, I made sure to express my gratitude for their trust and support over the years. I acknowledged the value of our partnership and the joy I found in working together. This set a positive tone for the conversation and reminded them of our shared history.
2. Express Regret, But Stand Firm
I conveyed my regret about not being able to take on their upcoming project. It’s important to communicate that this decision wasn’t made lightly. I emphasized that I believe in delivering high-quality work and didn’t want to compromise that by overextending myself. This shows that you care about their project and the quality of your work.
3. Keep the Door Open for Future Opportunities
While I had to decline this particular project, I made it clear that I wanted to stay connected for future collaborations. I expressed my hope that we could work together again down the line. This not only reassures the client that you value the relationship but also leaves the door open for future opportunities.
4. Offer Support Where You Can
If possible, I offered to help in other ways, such as recommending someone who could take on the project. This gesture shows that you still want to support them, even if you can’t be directly involved. It’s a way to maintain goodwill and demonstrate your commitment to their success.
5. Follow Up
After sending the email, I made a point to follow up in a few weeks. This helped reinforce the relationship and showed that I genuinely care about their projects and well-being. It’s a small gesture that can go a long way in maintaining a positive connection.
Email Script
Here’s the email I crafted to communicate my decision:
Subject Line: Thank You for Your Continued Trust
Email:
Hey [Client's Name],
I hope this message finds you well! I wanted to take a moment to express my gratitude for the trust you’ve placed in me over the years. Working with you has always been a pleasure, and I truly value our partnership.
As much as I would love to be involved in your upcoming project, I regret to inform you that my current commitments prevent me from dedicating the time and attention it deserves. I believe in delivering the highest quality of work, and I wouldn’t want to compromise that.
However, I would love to stay connected and explore opportunities to collaborate in the future. If there’s anything else I can assist you with or if you need recommendations for someone who can take on this project, please let me know.
Thank you once again for your understanding, and I look forward to the possibility of working together down the line!
Warm regards,
Burhan
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Declining a project from a long-term client is never easy, but it’s a part of the freelance journey. By approaching the conversation with honesty, respect, and a focus on the future, you can navigate this challenge while preserving the valuable relationships you’ve built.
It’s not just about the work; it’s about the connections we create along the way. In the end, I hope that this client and I will collaborate again in the future, and I’m grateful for the understanding and support they’ve shown me. After all, every ending can lead to a new beginning.