By Leilani Squires

Freelance writers get asked to do a lot, from “Can you look at this short story real quick,” to “Can you edit this 25-page proposal by tomorrow?” to “Will you bring the main dish to the dinner? You’re home all day so you can cook, right?” We know for our sanity and own deadlines that we can’t accept every project and we need to say no. But if you’re like me, it’s hard to say no without feeling guilty and second-guessing yourself. It is possible—though it may take some practice. 

First, pausing to assess the project, the time commitment required (be realistic and then add more margin), and your current obligations helps you form an appropriate and professional response instead of giving a knee-jerk or a harsher-than-intended answer. 

When your answer is no, don’t hide your reason, lie, or give too much detail about why you’re saying no. You can reply professionally and clearly and not burn a bridge. Be kind, but firm. For example: 

Schedule Too Busy

Sometimes, saying no is due to your schedule. Plain and simple, there are only so many hours in the day. If it’s a no due to time, I’ve used these: 

1. “I’m currently at capacity, but I can start working on this next week (or insert realistic date).” 
2. “Even though I cannot help at this time, I can recommend someone else if that would be helpful.” 
3. Optional: If you can adjust your schedule and meet the deadline, your time is still very valuable. Charging a rush fee also can encourage the client to not let this situation happen again. Not always, but it can. In this case, you can say, “I am available to do this project, and I will apply a rush fee of (insert amount).” 

Not a Good Fit

Maybe saying no is necessary because the project is not something you want to do, doesn’t align with your goals, or you don’t feel qualified to do. In this scenario, try: 

1. “Thank you for thinking of me. While I will not be accepting this project, please contact me when you need help with (insert project you do like to do). I look forward to working with you again!”
2. “Even though I cannot help at this time, I can recommend someone else if that would be helpful.” 

Too Many Red Flags

Another situation where you should definitely say no is to a toxic client or one that is waving too many red flags. Save yourself a lot of time and grief and cut ties. This also allows you to focus on the project you do enjoy with clients you love to work with. In this case, you might try: 

1. “Thank you for contacting me, but I am not able to do this project for you. I wish you all the best!”
2. “While this sounds like a really interesting project, it’s not a good fit for me. I wish you all the best!

Lacking Payment

Maybe you need to say no to a project because it doesn’t pay your rates. You can check your rates against the Writer’s Market Guide as you may be undercharging.

1. “The industry standard rate for this project is (insert amount). My rate for this project is (insert amount here).” 
2. “Thank you for the offer. My hourly rate for the scope of this project is (insert amount here).” Extra tip: When you have a rate sheet already decided, it removes any internal debate or hesitation in the heat of the moment. 

Learning to say no is an important skill. While these may help you start developing that skill, ultimately, I hope you’ll soon be graciously able to confidently and without guilt say “Thank you, and no.”

Leilani Squires is a writer and editor who began working with authors, organizations, and entrepreneurs in 2002. She helps each client develop their message or story clearly, concisely, and compellingly. She has a bachelor’s degree in Professional Writing from Taylor University and a master’s degree in Communications from Regent University. Leilani speaks at writers conferences, universities, and is an adjunct professor. View Leilani’s services for writers at leilanisquires.com.