{"id":237326,"date":"2024-09-09T07:00:00","date_gmt":"2024-09-09T06:00:00","guid":{"rendered":"https:\/\/paperbell.com\/?p=237326"},"modified":"2025-10-15T13:59:13","modified_gmt":"2025-10-15T12:59:13","slug":"how-to-say-no-to-a-client","status":"publish","type":"post","link":"https:\/\/paperbell.com\/blog\/how-to-say-no-to-a-client\/","title":{"rendered":"How to Say No to a Client Without Burning Bridges"},"content":{"rendered":"\n<p><a href=\"https:\/\/paperbell.com\/blog\/how-to-get-coaching-clients\/\">Landing a coaching client<\/a> is no easy feat. So why would you ever say no to one?<\/p>\n\n\n\n<p>The truth is, not everyone is going to be the right fit for you. But there\u2019s a right and wrong way to turn down the ones that aren\u2019t for you.<\/p>\n\n\n\n<p>Here\u2019s how to say no to a client while staying professional\u2014and four email templates you can use to do it.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"why\">Why Would You Say No to a Coaching Client?<\/h2>\n\n\n\n<p>Turning down a bad fit at the beginning is much easier than <a href=\"https:\/\/paperbell.com\/blog\/how-to-fire-a-client\/\">firing them after you start working with them<\/a>.<\/p>\n\n\n\n<p>As a coach, it\u2019s easy to think that \u201cany\u201d client is better than \u201cno client.\u201d To get someone to say yes, you may be tempted to lower your prices or bend backward to please them.<\/p>\n\n\n\n<p>While that would generate some extra revenue in the short term, you\u2019d risk your integrity and waste resources by working with someone who isn\u2019t for you. They would take valuable time and energy away from other clients and business initiatives. Plus, if a client is a mismatch, they will probably be dissatisfied too.<\/p>\n\n\n\n<p>A bad business decision affects not only your coaching practice but also your personal life. Working with someone you aren\u2019t aligned with can <a href=\"https:\/\/paperbell.com\/blog\/coach-burnout\/\">cause burnout<\/a>, affecting every area of your life.<\/p>\n\n\n\n<p>Lastly, saying \u201cyes\u201d to everyone would also do your other clients a disservice. If a bad apple drains your energy, showing up fully for your other clients will be much more challenging.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"when\">When (and How) to Say No to a Potential Client<\/h2>\n\n\n\n<p>Here are some red flags that tell if a client is a bad idea.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">1. Their Needs Don\u2019t Match Your Specialty<\/h3>\n\n\n\n<p>Let\u2019s say you\u2019re a personal development coach with a <a href=\"https:\/\/paperbell.com\/blog\/how-to-create-a-signature-coaching-program\/\">coaching program<\/a> around healthy life habits. What should you do if someone reaches out to you for help to overcome their anxiety?<\/p>\n\n\n\n<p>If you\u2019re not trained in this area, you won\u2019t be able to guarantee the results they are looking for. Sure, you can always pick up new skills and knowledge to complement your specialty, but you can\u2019t be good at everything.<\/p>\n\n\n\n<p>So if you\u2019re unsure you can fulfill your client\u2019s needs, it\u2019s better to be upfront about it. Always listen attentively to what they\u2019re trying to achieve to ensure that working together is a win-win for both of you.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">2. The Client Crosses Your Boundaries<\/h3>\n\n\n\n<p>Boundaries are essential in any relationship and it\u2019s no different for a <a href=\"https:\/\/paperbell.com\/blog\/coaching-relationship\/\">coaching engagement<\/a>. Maintaining professional standards means reinforcing your own rules and <a href=\"https:\/\/paperbell.com\/blog\/ethics-in-coaching\/\">keeping your client relationships ethical<\/a>.<\/p>\n\n\n\n<p>Crossing boundaries in a coaching relationship can manifest in several ways like:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Showing up late to (or completely ghosting) your sessions regularly or without a valid reason.<\/li>\n\n\n\n<li>Requesting to contact you urgently or outside of your usual methods (for example, insisting on communicating on Messenger when you\u2019ve made it clear you only use your email address).<\/li>\n\n\n\n<li>Requesting additional support that falls outside of the discussed scope of your services.<\/li>\n\n\n\n<li>Attempting to establish a relationship with you outside of the coaching context.<\/li>\n\n\n\n<li>Asking intrusive and personal questions about your life unrelated to the coaching process.<\/li>\n\n\n\n<li>Making inappropriate comments (such as flirting or getting personal).<\/li>\n<\/ul>\n\n\n\n<p>If you notice a prospective client crossing your boundaries, be firm and remind them what\u2019s okay and not okay with you. If they break that agreement, it\u2019s better to part ways with them.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">3. The Client Doesn\u2019t Value Your Services<\/h3>\n\n\n\n<p>There\u2019s a time and place to offer lower <a href=\"https:\/\/paperbell.com\/blog\/how-to-price-your-coaching-services\/\" title=\"How to Price Your Coaching Services With Confidence\"  data-wpil-monitor-id=\"796\">prices for your coaching services<\/a>. If you\u2019re still new to the business and want to gather some testimonials, there\u2019s no shame in starting at a lower rate.&nbsp;<\/p>\n\n\n\n<p>But once you\u2019ve proven you can get results for your coaching clients, <a href=\"https:\/\/paperbell.com\/blog\/life-coach-prices\/\">you can command higher prices<\/a>. Your standard rate will vary depending on the income you want to generate and the results you can provide.<\/p>\n\n\n\n<p>Someone isn\u2019t necessarily a bad client if they give you pushback on your rates (so long as they do it respectfully.) However, accepting lower-paying clients will stop you from having the energy and space to attract higher-paying ones.&nbsp;<\/p>\n\n\n\n<p><strong>You\u2019re the one who decides what rates are worth it to you. <\/strong>For example, taking on a lower-paying client might make sense if you believe you\u2019ll get an amazing case study from the experience.&nbsp;<\/p>\n\n\n\n<p>But if a client doesn\u2019t seem to value what you do as a coach, this may cause trouble in the future. They may not follow your process and put in what they need to co-create change.<\/p>\n\n\n\n<p>Here are some signs a client might not value your coaching expertise:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>They belittle your services or try to frame what they need as \u201csmall\u201d (I only need a bit of help; this won\u2019t be that hard for you, etc.)<\/li>\n\n\n\n<li>They haggle on a price you already agreed on.<\/li>\n\n\n\n<li>They make comments about other coaches offering lower prices.<\/li>\n<\/ul>\n\n\n\n<p>Your dream clients who value what you do are out there. Give yourself the space to welcome them and skip those who don\u2019t appreciate what you offer.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">4. You\u2019re Fully Booked<\/h3>\n\n\n\n<p>Being <a href=\"https:\/\/paperbell.com\/blog\/life-coaching-packages\/\">fully booked<\/a> isn\u2019t a red flag\u2014quite the opposite! But it\u2019s a valid reason to turn down a new client.&nbsp;<\/p>\n\n\n\n<p>If the prospect is a good fit, you can start a waitlist and reach out to them once you have an opening. Having a backup of potential clients is one of the best strategies to keep your practice stable and potentially raise your prices in the future.<\/p>\n\n\n\n<p>Plus, having limited or no spots for your <a href=\"https:\/\/paperbell.com\/blog\/high-end-coaching-packages\/\">coaching packages<\/a> can bring <a href=\"https:\/\/paperbell.com\/blog\/limited-time-offers\/\">an element of scarcity into your marketing<\/a>. It communicates a high demand for what you do and signals to clients that they shouldn\u2019t wait too long to commit to working with you.<\/p>\n\n\n\n<p>Though it might be tempting to work extra hours and earn more when your schedule is already full, it won\u2019t be a sustainable move. Resist the temptation to overbook yourself. Your quality of life\u2014and the quality of your <a href=\"https:\/\/paperbell.com\/blog\/life-coaching-session\/\">coaching sessions<\/a>\u2014will start to suffer if you overextend yourself.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">5. They Try to Make You Adapt to Their Process<\/h3>\n\n\n\n<p>As a coach, you\u2019re the expert in your own coaching process. Don\u2019t ever let anyone tell you otherwise.<\/p>\n\n\n\n<p>It\u2019s not a good sign when someone tries to skip steps in your process or get you to adapt to theirs. Maybe they <a href=\"https:\/\/paperbell.com\/blog\/what-to-do-when-a-client-doesnt-want-to-pay\/\">refuse to pay you upfront<\/a> or book you within your business hours.<\/p>\n\n\n\n<p>This happens more frequently with corporate clients, <a href=\"https:\/\/paperbell.com\/blog\/life-as-a-consultant\/\">especially for consultants<\/a>. You can aim at finding a middle ground, but remember, you\u2019re a business owner, not an employee. Your business should be set up optimally to help you support each client to the best of your ability.<\/p>\n\n\n\n<p>If a prospect won\u2019t play by your rules, it\u2019s a sign there\u2019s more trouble to come later. Say no and move on.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">5. They Aren\u2019t Coachable<\/h3>\n\n\n\n<p>Some coaching clients simply aren\u2019t a good fit for anyone because they aren\u2019t ready to receive coaching. Initially, you might think you can convince them otherwise, but if they don\u2019t want to change, you won\u2019t have any luck with them.<\/p>\n\n\n\n<p>Some red flags that show that your potential client isn\u2019t coachable are:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Dismissing your professional guidance and insisting on their own agenda, even if it\u2019s counterproductive.<\/li>\n\n\n\n<li>Lacking self-responsibility and expecting you to solve their problems without taking required action steps.<\/li>\n\n\n\n<li>Being resistant to change and refusing to implement changes discussed in coaching sessions, despite agreeing to do so initially.<\/li>\n\n\n\n<li>Acting defensive when receiving constructive criticism necessary for their growth.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">6. Your Gut Tells You No<\/h3>\n\n\n\n<p>Imagine you\u2019ve just hopped off a <a href=\"https:\/\/paperbell.com\/blog\/discovery-session\/\">free discovery session<\/a> with a potential client and the vibe just felt\u2026 off.<\/p>\n\n\n\n<p>It\u2019s hard to pinpoint why you and a potential client don\u2019t have chemistry. But just imagine going through the same thing every time you give this client a <a href=\"https:\/\/paperbell.com\/blog\/coaching-session-framework\/\">coaching session<\/a>.&nbsp;<\/p>\n\n\n\n<p>If you cringe at the thought of doing that, you shouldn\u2019t say yes to the client. Chemistry is so important in a coaching relationship! If you\u2019re not on the same page, you\u2019ll struggle to get along with this person and help them attain their goals.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"free\">4 Free Email Templates to Turn Down a Client<\/h2>\n\n\n\n<p>It\u2019s important to be both direct and professional when you say no to a coaching client.<\/p>\n\n\n\n<p>If you believe someone else could help them better, suggest alternatives for them to pursue. This gives them a solution instead of leaving them empty-handed.<\/p>\n\n\n\n<p>Here are four email templates that will do the job.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">General Email Template to Turn Down a Client<\/h3>\n\n\n\n<p>Use this template to politely decline a client who doesn\u2019t value your services, has broken your boundaries, or otherwise showed they would be more trouble than they\u2019d be worth.<\/p>\n\n\n\n<p>In this template, there\u2019s no alternative suggestion because the assumption is that you wouldn\u2019t recommend this client to anyone else.<\/p>\n\n\n\n<p><em>Hi [First Name],<\/em><\/p>\n\n\n\n<p><em>Thank you so much for taking the time to jump on a call with me earlier today. I appreciate the trust you\u2019ve placed in me thus far.<\/em><\/p>\n\n\n\n<p><em>Unfortunately, at this time, I do not feel I\u2019m the right fit to help you with [the client\u2019s goals].&nbsp;<\/em><\/p>\n\n\n\n<p><em>Best of luck with all your future endeavors.<\/em><\/p>\n\n\n\n<p><em>[signature]<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Email Template to Offer Alternative Solutions for Your Prospect<\/h3>\n\n\n\n<p>Use this template if you have an alternative solution to suggest for your prospect. It\u2019s an ideal email template if you didn\u2019t feel great chemistry during the discovery session or if their needs fall outside of your expertise.<\/p>\n\n\n\n<p><em>Hi [First Name],<\/em><\/p>\n\n\n\n<p><em>Thank you so much for taking the time to jump on a call with me earlier today. I loved learning more about [what they need help with].<\/em><\/p>\n\n\n\n<p><em>Unfortunately, at this time, I do not feel I\u2019m the right fit to help you with [the client\u2019s goals].&nbsp;<\/em><\/p>\n\n\n\n<p><em>Based on our discussion, I believe [name of another coach] could be a better fit. You can contact them at [insert contact]. Feel free to let them know I\u2019ve referred you.<\/em><\/p>\n\n\n\n<p><em>I wish you all the best, and it was a pleasure to meet you!<\/em><\/p>\n\n\n\n<p><em>[signature]<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Email Template to Send People to a Waitlist When You\u2019re Fully Booked<\/h3>\n\n\n\n<p>Use this template if someone reaches out to inquire about your <a href=\"https:\/\/paperbell.com\/blog\/life-coaching-services\/\">coaching services<\/a>, but you have no free spots. You have an optional line you can add if you want to refer this person to someone else.&nbsp;<\/p>\n\n\n\n<p><em>Hi [First Name],<\/em><\/p>\n\n\n\n<p><em>Thank you so much for reaching out about [your coaching packages].&nbsp;<\/em><\/p>\n\n\n\n<p><em>I\u2019m currently fully booked and no longer accepting new clients. However, I can let you know as soon as I have an opening if you\u2019re interested. Let me know if this is something you\u2019d like, and I can add you to my waitlist.&nbsp;<\/em><\/p>\n\n\n\n<p><em>[Optional line] I also know a few other coaches who offer similar services. Let me know if you\u2019d like me to make an introduction.&nbsp;<\/em><\/p>\n\n\n\n<p><em>Cheers,<\/em><\/p>\n\n\n\n<p><em>[signature]<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Email Template for a Client Who Can\u2019t Afford Your Rates<\/h3>\n\n\n\n<p>Use this template when a potential client\u2019s budget is too low to align with your services, but you want to maintain a positive relationship.<\/p>\n\n\n\n<p><em>Hi [First Name],<\/em><\/p>\n\n\n\n<p><em>Thank you for considering my coaching services. Based on our conversation, I understand that your budget may not align with my current rates.<\/em><\/p>\n\n\n\n<p><em>If circumstances change in the future, please feel free to reach out. I\u2019d be happy to revisit the conversation then.<\/em><\/p>\n\n\n\n<p><em>Wishing you success in your journey ahead!<\/em><\/p>\n\n\n\n<p><em>[signature]<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"build\">Build a Successful Coaching Business With Clients You Love<\/h2>\n\n\n\n<p>Growing a coaching business you love is only possible if you love your clients. That\u2019s why it\u2019s important to learn how to say no to someone and give yourself the space to attract the right people to work with.<\/p>\n\n\n\n<p>Want to simplify how you <a href=\"https:\/\/paperbell.com\/blog\/how-to-use-voxer-for-coaching\/\">communicate with your clients<\/a> and manage your coaching business? <a href=\"https:\/\/paperbell.com\/\">Try Paperbell for free<\/a> to discover how this tool can enable you to spend way less time on admin work and more time supporting your clients!<\/p>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img decoding=\"async\" width=\"683\" height=\"1024\" src=\"https:\/\/paperbell.com\/wp-content\/uploads\/2023\/01\/how-to-say-no-to-clients-pin-683x1024.png\" alt=\"how to say no to clients\" class=\"wp-image-237328\" style=\"width:555px;height:auto\"\/><\/figure>\n\n\n\n<p><em>Editor\u2019s Note: This post was originally published in January 2023 and has since been updated for accuracy.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Landing a coaching client is no easy feat. So why would you ever say no to one? The truth is, not everyone is going to be the right fit for you. But there\u2019s a right and wrong way to turn down the ones that aren\u2019t for you. Here\u2019s how to say no to a client [&hellip;]<\/p>\n","protected":false},"author":47,"featured_media":237460,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_et_pb_use_builder":"off","_et_pb_old_content":"","_et_gb_content_width":"","om_disable_all_campaigns":false,"footnotes":""},"categories":[30],"tags":[],"class_list":["post-237326","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-coaching-business-tips-strategy"],"acf":[],"_links":{"self":[{"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/posts\/237326","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/users\/47"}],"replies":[{"embeddable":true,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/comments?post=237326"}],"version-history":[{"count":19,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/posts\/237326\/revisions"}],"predecessor-version":[{"id":250628,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/posts\/237326\/revisions\/250628"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/media\/237460"}],"wp:attachment":[{"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/media?parent=237326"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/categories?post=237326"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/paperbell.com\/wp-json\/wp\/v2\/tags?post=237326"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}