Wishes and Messages

How to respectfully decline estimate

  1. Home
  2. Wedding Anniversary Wishes
  3. How to respectfully decline estimate
How to respectfully decline estimate
April 17, 2019 Wedding Anniversary Wishes No comments

Are you afraid to be sued in case you decline a legal request? be withheld for some reason, a letter politely declining the legal request can be offered. . I can provide you with a written estimate of the damage and a estimation of the cost to .

Saying no to a prospective client is not the Kiss of Death. Rather, what will certainly lead to some issues in business is saying yes when you can’t deliver — or your gut has told you that the prospective client and/or their project is not the right fit.

During difficult economic times such as these, we are inclined to take on everyone who comes through the door. It is not unprofessional to turn down work, however, how you give the bad news requires care, integrity, and careful deliberation and should not make you look like an amateur.

Given the power of word-of-mouth and the need to keep your business active in the recommendation chain, communication strategies — even when saying no — must be forward-looking and as positive as possible.

The continuing growth and force of social media in our business, as well as personal lives, has shown us the necessity for conversations that are sincere, transparent, respectful and honest.

Here are some situations that may require a “no,” as well as how you can deliver it

1) If a prospect needs some skills or experience that you don’t have, don’t fake it. Instead, acknowledge your scope of practice and recommend a colleague:

“No, I’m sorry, I’m not a ———- , but I’ve worked with so-and-so, who is. In fact, he/she has done this kind of work for me on time and within our budget.

Of course, this means that part of your business plan should be to build a referral system where you can provide leads to each other.

2) If the situation is a timing issue, this “no” can turn into a “yes, but not at this time”:

“I would very much enjoy working with you, but I’m on deadline with two other projects at this time and would like to be able to focus my full attention on yours. If we could schedule it in three weeks, I would be happy to support you.”

3) What happens, though, if your initial meeting with the prospect gives you a gut feeling (or you’ve heard negative reports from associates) that a working relationship would present more stress than the compensation was worth? Here, again, remember “word-of-mouth” and be tactful. Surely, you know of someone whose personality could more comfortably accommodate this client:

“Your project seems like a great challenge, and I know just the person who relishes those types of projects.”

See how important it is to build a team of referrals? (BTW, don’t think about using Response #2 for two reasons — (a) it isn’t sincere, ie, you wouldn’t “enjoy working with you”  and (b) what if the person was willing to wait?

Oh, yes, be certain to keep your personal judgments out of the conversation.

4) Perhaps it is purely the project that is not a good fit for your company’s image, vision, or mission:

“After chatting with you, I feel certain that at some time in the future, my organization could provide the services that your business can use, but this particular project is one that would conflict with our firm’s mission. However, A&B Company regularly handles these types of activities.”

5) Verbal communication can be an issue sometimes. If you speak with a prospective client and he or she is from a foreign country and it is hard to understand him or her, it will be very difficult to have a long-term working relationship with that person.

“After speaking with you, we realize that we can’t help you.”

6) When a prospective client cannot explain clearly what their business is about and are incapable of articulating their needs, there is nothing that you can do to help them.

“At this point we can’t help you, however we can refer you to an excellent business advisor. After you have consulted with the business advisor, we would be happy to revisit your requirements.”

7) When a prospective client indicates that they do not have a sufficient budget for the project and they request an unreasonable discount or payment plan that does not allow you to make a profit, you need to send them to someone more affordable.

“Unfortunately, it seems as though you can’t afford us. I would be very happy to refer you to one of our business associates who can work within your budget.”

Identifying a potential client starts with an interview to make certain that the relationship is right for both parties. As a business owner, your own needs must set the priorities, and even when you are hungry for business, you should turn down any customer who will require exhausting hours, extraordinary hassles, or undue stress. But even protecting yourself can preserve your business and possible future relationships with any particular client; simply make a concerted effort to network with colleagues in similar and associated businesses and build a referral team in which everyone comes out a winner.


Although as a business owner, you don’t want to turn anyone away, sometimes it makes more sense when it comes to the welfare of your business to decline a business relationship at an early stage with a prospect if the relationship between the two of  you is not mutually beneficial.

We are pleased to provide you with the insightful comments contained herein. For a complimentary assessment of your online presence, let’s have coffee.

The following two tabs change content below.

Shari Weiss is a writer, teacher, editor, and marketing consultant who is working full-time on All Things Social Media. With a journalism degree from Northwestern University and a master’s in PR from Kent State, Shari has taught college courses in journalism, marketing and English for 20 years. In addition, she has edited an array of publications from Harcourt Brace Jovanovich trade magazines to a city-wide student newspaper.

Currently, she is the Chief Blogger for SHARISAX IS OUT THERE, in which she writes articles on a variety of social media categories, including How-To Lessons for social media beginners; Interviews with industry professionals; reports on meeting presentations; and strategies for social media marketing. She is also the Community Manager for Performance Social Media and leads workshops for entrepreneurs, small businesses, and university students. Her website is http://shairsax.com.

It is not unprofessional to turn down work, however, how you give the bad news requires care, integrity, and careful deliberation and should not make you look.

How to politely reject a contractor?

how to respectfully decline estimate

Stick to the three main rules for letting a client down easy: put on the kid gloves, explain the situation, and explore alternatives.

Client Relationships

As a freelancer or consultant, it’s tempting to say yes to every project. After all, who knows when the next job will come along? Sure, it makes for some busy times – probably a few late nights, early mornings and weekend work – but it’s all worth it in the end, right?

Well, actually no, not always. There are many reasons why you’d want to turn down a project: the rate is too low; the timeline is too short; the request is morally or ethically questionable; you’re asked to take on more work when you’re already busy. Or it may be that you simply don’t like working for that particular customer, or you feel uncomfortable doing the type of work the client is asking for.

In those cases, you might want to take a pass. But in delivering the disappointing news, you’ll want to avoid inadvertently insulting the client or hurting the customer’s feelings. Let’s face it, no one likes rejection. You know you need to handle this conversation carefully – what’s the best way?

Take a breath and make it easy for yourself by sticking to the three main rules for letting a client down easy: put on the kid gloves, explain the situation, and explore alternatives.

Put on the kid gloves

As much as possible, try to diminish the blow. Be as polite as possible. It probably still won’t make you the client’s favourite person, but at least the customer might not despise you quite so much for turning down the offer. Copywriter James Chartrand in a Men With Pens post drew out key insights from William Ury’s book, The Power of a Positive No: How to Say No and Still Get to Yes. He highlights some useful phrases that could help you get the client to see things from your point of view:
• “I’d love to, but I really have to… (insert action here)”
• “I’m already working on (insert task here) but I can (offer alternative)…”
• “That would be great, but I’ve already committed to…”
• “My schedule is booked until (date). How about then?”
• “I really appreciate that you offered me this job but I’m presently all tied up with (insert project)…”

Play it soft and you’re less likely to step on the customer’s toes. And who knows? The client may well appreciate your diplomacy and come back to you later for another assignment.

Explain yourself

Kori Rodley Irons, home business blogger for families.com, advises that it’s important to thoroughly explain your situation. The key is to begin with an apology and to end on a positive note, such as a hopeful indication that things might change in the future, and that you’d look forward to another opportunity to work with customer. According to Rodley Irons, this “helps to make the ‘no’ less abrupt and show that you have care and consideration for the client.”

A commenter on this Freelance Writing Jobs blog post notes that a crucial part of your explanation should cover just how your rejection is actually good news for the customer, especially when the reason has to do with your being too busy to take on more work. Everyone loses when you don’t have the time (or energy) to do as good a job as your clients expect. The commenter warns: “I think it’s kind of irresponsible to not let them know you can’t do something – and then disappoint them with your lack of follow-through or inferior work, too.”

Explore alternatives

Use this as an opportunity to present alternatives to your customer. If you can’t work for her this week, would you be free next week? Would she accept a recommendation for another trustworthy freelancer, someone you know would do a good job? If so, you may have not only solved her search for a service provider, but you’ve also proven yourself something of a problem solver – just the sort of reputation you want to cultivate among your customers.

A final word of advice: Try to examine your reasons for saying no before you do so. Is it because the rate is too low? Are the timelines too tight? If so you may be in a position to negotiate instead of responding with an out and out rejection. Chris Talbot has excellent advice about raising rates, and you can find pointers on figuring out what you’re worth here.

img credit: flickr/Possum1500

More great ideas to grow your business

Find out how your biggest client can almost kill your business. 

Check out the stress free way to network at your next event.

FreshBooks Tip

Discover how to use value-pricing as a strategy to move up market and work with the best possible clients.

about the author

FreshBooks is the #1 accounting software in the cloud designed to make billing painless for small businesses and their teams. Today, over 10 million small businesses use FreshBooks to effortlessly send professional looking invoices, organize expenses and track their billable time.

meeting invitation message
Contract approval letter
cancellation of an order letter sample
How to write an introduction letter about your business
sample letter requesting money
How to describe my love for him
thank you for writing back to me
I will miss you babe

Reject a Bid or Proposal

how to respectfully decline estimate

Do you reject your job applicants professionally and appropriately during your recruitment process? From the feedback received from job searchers, it seems as if few employers do professionally and properly provide feedback that an applicant is not under consideration anymore. Here are the steps recommended when you need to reject job applicants at each of the four steps in your recruitment process.

When to Reject a Job Applicant

They also need to understand the next steps in your hiring process. So, they need your notification about whether they were selected for an interview. You may notify the applicants that they were not selected for an interview in the same letter wherein you acknowledge receipt of their application if your selection process moves quickly.

However, if yours moves at the speed of many employers, you will need to send the initial receipt of the application materials and a second letter that rejects the job applicant for an interview. 

Your rejection process starts with your first meeting with your job applicants. Whether this is on the phone screen or at the first interview, one of the goals of the meeting is to explain your selection process to each candidate.

When employers provide this information, applicants feel less in the dark and more positive about your recruitment process. In this conversation, you should also let the applicant know the points at which you will communicate with them about the status of their application.

When to Call and Reject a Job Applicant

Either the hiring manager or the HR staff should call the applicants you are rejecting just as you call the applicant to whom you want to make the job offer—if not sooner.

Or the impression he or she takes away may affect other potential candidates for your jobs. Candidates do talk and often, like birds, flock together to pursue an employer of choice.

When to Time the Rejection of an Applicant

Many employers disagree, but it is recommended that you call each applicant as soon as you determine that he or she is not the right person for the job. Many employers wait until the end, even as long as it takes for a new employee to start the job before they notify unsuccessful candidates. 

This is disrespectful of the candidates and not congruent with the actions of an employer of choice. Let candidates know as soon as you know. This is the only fair approach to rejecting a job applicant.

Otherwise, candidates wait, fret, and feel as if their candidacy disappeared into a dark hole. Trust that their feelings about you as a potential employer did, too. Gone are the days when a disgruntled job searcher told ten friends about his or her bad experience with your firm.

The estimate in a recruiter's group on LinkedIn was that a recent study estimates that this number is now 1,374 people. Welcome to the world of social media and sites like Glassdoor and Indeed.com where people comment on their experiences with your recruitment and employment.

Additionally, as an employer, if you've decided that the candidate is not the right person for the job, retaining the applicant tempts you to settle for an under-qualified or less than you had hoped for, staff person. This is not a cornerstone of a successful selection process.

One caveat, if you have determined that a person is both well-qualified and a good cultural fit, call the applicant to let them know the status of their application. Tell the applicant that you are still considering them for the position, but that you also have several other qualified candidates to interview.

In this way, you have not rejected an acceptable candidate and the candidate is not left in the dark while you consider your other options. This is courteous and respectful and it may help you avoid having to restart your recruitment.

A candidate who is not updated about your process may accept a position elsewhere. By staying in touch, you continue to build a positive relationship with a potential employee and their personal and business network.

What Not to Do When You Reject a Job Candidate

The first consideration when you reject a job candidate is that you are not rejecting the candidate as an individual human. So, you want to term the rejection in a more positive light. Don't use the word rejected. Say instead, "The selection team has decided that they will not pursue your candidacy further. We will retain your application and consider it when additional openings come up." (If this is true, otherwise skip the second sentence.) Additional cautions include these.

  • You may reject applicants using an email up until they have come into your company for a job interview. After an interview, you must call the applicant. Never reject the candidate by email, text message, voicemail, or IM. You owe the candidate the courtesy of a call even if you follow up the call with a rejection letter.
  • Make sure the applicant cannot misconstrue the words you use or find evidence of unlawful discrimination. For example, you may be tempted to tell the applicant that you have decided that you have candidates who are more qualified for the job. The candidate could well ask you to detail the differences. Why go there?
  • Take care that you are careful about any criticisms or advice that you offer even when the applicant requests feedback. This can bite you in the form of an argument or make you vulnerable to a lawsuit. (Know your candidate before responding to this request.)

Applicant Rejection by Employers

One last point: job searchers frequently ask about what is appropriate for them to do about follow up with employers with whom they interviewed. Days, weeks, and sometimes months, have passed with no word from an employer who was obviously interested enough to bring the applicant in for an interview.

These candidates are assuming they were not selected but they have never heard for sure. Like most normal humans, they seek closure so that they can move on.

It is never appropriate for an employer to fail to respond to a candidate with whom the employer has had contact. It is not the candidate, employee, potential employee, or company image friendly to fail to let a candidate know his or her status. Say, yay or say, nay, but say something—in a timely manner, at each step of your hiring and selection process.

Sample Applicant Rejection Letters

You can reject a job applicant kindly, graciously, respectfully and professionally. These sample rejection letters will show you how.

  • See a standard applicant rejection letter that you use to respond to applicants who are not as qualified as the applicants you decide to interview.
  • See a sample, simple rejection letter sample for applicants whom you reject without an interview.
  • Here is a sample rejection letter for applicants whom you choose not to invite for an interview.

The candidates deserve to know where they stand in your process even if you ultimately reject their candidacy.

You want to leave each applicant with a positive view of your organization which simple, timely communication will achieve. This positive impression may affect your candidate's application to your organization in the future.

How does your business decline an offer/quote? As for declining offers to my business, I politely tell them then it either does not suit or I have.

How to Decline a Project While Helping The Client Succeed

how to respectfully decline estimate

4 Parts:What is a Legal Request?The Proper Way to Answer the ComplaintQuestions and AnswersComments

Are you afraid to be sued in case you decline a legal request? Who wouldn't be afraid of that eventuality?

By definition, legal means anything that is of the law, allowed by the law

and/or related to the law.

Request, of course, is defined as an act of asking or formally or politely for something; courteous appeal for something.

A legal request is when a request has been made to divulge sensitive information that might be used in the court to settle, solve or close a legal case.

This sensitive information could vary from telephone records, patients' recording, credit card records, travel whereabouts and many other types of information. The truth is, some corporations or businesses like commercial airlines, telephone companies, hospitals, resorts and hotels have a long-standing partnership with the legal system. They automatically provide them with information needed without any hassles.

Was this helpful? Yes | No| I need help

There are also private and conservative companies that hold back information that may or may not incriminate those people involved in the legal action. Sometimes they decline because they don't want the name of the company to be involved in whatever legal happenings are going on.

Was this helpful? Yes | No| I need help

How to Politely Decline a Legal Request

  1. 1

    Make sure that there's a subpoena before giving any information away

    In situations where information is very important, a subpoena is processed and presented to get whatever information is needed by the court of law. Once this piece of paper has been delivered, the business or establishment or homeowner has no other choice but to cooperate. If the other party is refuses to provide the information ask for, then the assistance of a lawyer may be requested or hired. In this instance, unfortunately, an attorney can only do so much to fight the request by delaying the delivery of information. In most, actually all cases, once a subpoena has been served, it is the lawful duty of the person who was subpoenaed to present what was asked for, and required by the court of law. Defying the law could result in the person being subpoenaed charged and penalized; an unnecessary trouble that could be prevented through immediate and peaceful cooperation.

    Was this step helpful? Yes | No| I need help

  2. 2

  3. 3

  4. 4

Whether peacefully or begrudgingly cooperating with the law, it's highly suggested that the litigant in the case makes use of the services of a lawyer. This way, all types of complexities will be resolved.

Was this helpful? Yes | No| I need help

The Importance of Being Polite in Answering a Legal Request

If you find yourself being served with a summons and legal complaint, then obviously you are being sued, and you are now a defendant in a pending civil case against you. Basically, you have limited time to answer the complaint. If you can't file a response to the complaint on time, chances are, it will result in a default judgment entered against you. This will mean that you are forfeiting your rights to answer to the complaint and the person who filed a suit against you would prevail.

Was this helpful? Yes | No| I need help

It's significant for you to know that when you are sued, this is actually a very serious matter and will require you to act immediately. To understand more about answering a legal request, here are some helpful tips.

Was this helpful? Yes | No| I need help

  1. 1

  2. 2

  3. 3

Consequences if No Response

If you cannot answer the complaint within the thirty-day period as required by law, then you are in serious trouble. Take note of the date as soon as you receive a formal complaint, while also being aware of the deadline to answer. Weekends also count. If the last day of the filing of the complaint falls on a weekend or a holiday, count the next working day.

Was this helpful? Yes | No| I need help

  1. 1

  2. 2

  3. 3

  4. 4

Counterclaims and Affirmative Defenses

If you have your own claims against the petitioner, make sure you state them in your answer. It is best to get in touch with an attorney for you to determine the right defenses and claims. Once you have answered the allegations from the complaint, you may then list your own defenses and claims. Every claim and defense must start with a paragraph where you re-allege the entire preceding paragraph and must continue with the numbers of paragraphs in sequence following the last number.

Was this helpful? Yes | No| I need help

Request for Judgment: The Wherefore Clause

After ending the answer of the complaint, you must also state what it is that you want to get from the court. Your concluding statement must include the "wherefore clause". For example "Wherefore Defendant seeks the dismissal of the complaint of the Plaintiff, and that the Plaintiff recovers nothing.

Was this helpful? Yes | No| I need help

The Methods of Answering the Complaint with a Plead or Position Paper

  1. 1

  2. 2

  3. 3

  4. 4

  5. 5

  6. 6

How to politely say no to a vendor or a salesperson? Check out a step-by-step guide that will help you decline a sales offer. for the salesperson, and it will be of no help for them trying to figure out where or why their product fell short.

how to respectfully decline estimate
Written by Keran
Write a comment