How to say “no” to clients as a creative freelancer

No projects on the horizon that fit perfectly with your schedule? The only proposal that suits your availability is a project that only partially interests you? You thought you’d done the hard part by opening your inbox, but the list of unread emails keeps growing? You’ve read this client’s email, but you don’t know how to say “no” without offending them?

Working as a freelancer in the creative arts means that creativity is at the heart of our work. It also means dealing with clients on a regular basis. Although it’s tempting to say yes to every project, there will be times when you have to say “no.” It may seem counterintuitive, but turning down clients can actually be beneficial for your business in the long run. It can be difficult to say no, but it’s also one of the most important things you can do. Learning to say no is essential to maintaining your balance, creativity, and expertise. In this article, I’ll explain the benefits of saying no and how to do so respectfully and professionally.

The importance of saying “no” to clients as a freelancer

Saying “yes” to an assignment with undefined parameters often leads to feelings of wasted time and lost confidence, disgust, extreme fatigue, and even %!*#🔪&§ (.

By becoming a freelancer, you gain a lot of freedom and flexibility. You are also responsible for your own management and success. Each new project can be a huge investment of time and effort. Demanding clients and vague requirements increase your workload and affect your productivity and creativity. Make sure you maintain your creative vision while respecting your time and skills.

Saying “no” to a job:

First and foremost, it’s important to remember that saying “no” to a project is about keeping yourself in a good position in your work. If the project isn’t a good fit for you, it’s better to be honest about it than to try to convince yourself that you can adapt. By being honest, you help build trust with your clients and foster healthy communication. Saying “no” to clients’ requests or budgets can be seen as a sign of respect and commitment to your work.

Saying “no” doesn’t mean being rude, offending people, or breaking the trust you’ve built. So how can you set boundaries and say “no” professionally? First, be respectful and honest. If you can, clearly communicate your budget and time constraints, and encourage further discussion from there. For example, you can say that you’ll be happy to talk about the project once you’ve finished your current work, which will be completed by a certain date. Most of the time, people will understand 👌. Some will wait until you’re available.

By keeping your limits in mind, you can say “no” without fear of compromising your relationship. Even if it takes some effort to feel comfortable saying “no,” the results are always worth it.

Let’s move on to the practical side: your decision criteria for saying “no” with confidence.

It’s up to you to draw up your list of criteria. Here are mine, by way of example:

• Did your client send their email to the right person?

☑ No

If necessary, refer your client to other experts: copywriters, marketing consultants, illustration agencies, animation studios, or others. If you don’t think you’re the right person for the job, it may be helpful to describe why you are.

A real-life example: A children’s book publisher offered me a project on a subject that interested me, but with a very small budget. I said “no” to the job, but I said I would be happy to design the covers for their novels. What I keep to myself: with a limited budget, I would accept a project if it inspires me, if it can be completed quickly, and if it serves to enrich my portfolio (if not my wallet).

• Is the brief precise? Are the client’s requests explicit?

☑ No

Steer the discussion to obtain as much information as possible and make a decision quickly (it is a good idea to list the essential elements for good decision-making: is there an established graphic charter to follow? If so, which one? What is the deadline? What is the budget allocated for the project? etc.).

• Do clients have a defined budget?

☑ No

Based on the information provided, I recommend announcing a price during the initial discussions. Even a price range will give them a benchmark and will have the advantage of helping you sort through potential clients while saving time.

• Am I interested in the subject?

☑ No

Be honest. If you feel out of step with the project, the theme, or the brand, it will prevent you from giving your best. That’s a good reason to say “no.” What’s more, so as not to leave clients in the lurch, as an expert, you can refer them to someone who you think is better suited to the job. Whether it’s someone you know personally or not, take the opportunity to let them know that you are a wealth of information.

• Will the project help my own communication and add to my portfolio?

☑ No

If you don’t think the project will benefit your portfolio, focus on the time/money ratio. Just like the minimum remuneration you are willing to accept for this assignment, it’s a good idea to specify the amount of time you can devote to this project and the amount of energy you think you can comfortably invest in it. Is it more like a week, a month, or a day?

Bonus tip: a good way to gauge the quality of the studio or agency contacting you is to ask: Does the studio/agency mention the freelancers who collaborated on its projects in the captions on its website? Yes/no. If no, my experience has shown me that studios/agencies that do not mention the list of employees or freelancers who collaborated on projects have always pushed their luck at other times during the assignment.

The general idea when a client arrives in my waiting room (my inbox) is to quickly assess their presence in my emails 🔎 and guide them as best as possible 💨 without wasting time or energy.

As a general rule, slow and steady wins the race!

For me, an urgent request is a deal-breaker, often a sign of poor organization on the part of the requester. Taking the time to think things through and refusing to rush are my well-established working principles. So I sit down at my keyboard and reply: “I have read your email and will take the time to review it and get back to you within the week.” It costs me nothing. Taking your time to be confident in the decision you make positions you as an expert: firm and polite, while redirecting clients to what seems more appropriate.

Saying “no” also means promising ourselves that we will be available for the right assignment, for the right reasons, with a good project that meets our own criteria. Whatever the request, I think it’s good to remember that nothing is urgent.

Saying “no”: an underrated professional skill

Wetransfer has published a detailed report here: WeTransfer Ideas Report 2022

In it, you will find some figures illustrating the widely shared importance of addressing this issue: