Below are scripts for five different scenarios that may arise to help you respond professionally and kindly when your answer is no.
A FEW THINGS TO NOTE:
These are written with the wedding industry in mind
There are a few options in each which you will of course change to fit your specific situation
Feel free to use these as a starting point or to use the exact words with your details filled in
Use your own discretion and intuition
I hope that these are helpful and I would love to hear from you if they are!
No.1 - A styled shoot that you don't want to do/is not a good fit
Hello ____,
Thank you so much for reaching out and for wanting me to be part of your shoot, I appreciate it/your kind words.
Unfortunately, I am not available to participate in the project/I will not be able to accommodate this in my schedule, however I can recommend the following stationers/ calligraphers/ photographers to you:
Jane of ABC Company
vendor website
Jack of XYZ Company
vendor website
They are both wonderful to work with and you would be in good hands with either one of them.
Best of luck at the shoot!
Warmly (or your closing of choice),
Your name
No. 2 - A styled shoot that you want to do or a vendor that you want to work with but you cannot fit it into your schedule
Hello ____,
Thank you for reaching out and for wanting me to be part of your shoot! I have admired your work for a while/am such a fan of yours and have been wanting to collaborate with you.
Unfortunately, I do not have room in my calendar to make the deadline for this particular shoot, but I would love to work together in the future when my schedule opens up a bit.
You probably know some other stationers (or other vendor if you are not a stationer), but for this shoot, I can recommend the following stationers who I think would be a great fit:
Jane of ABC Company
vendor website
Alice of XYZ Company
vendor website
They are both wonderful to work with and you would be in good hand with either one of them.
I would love to be able to work together in the future so please do let me know if you ever have another project coming up.
Best of luck at the shoot and I hope to get to work together soon.
Warmly (or your closing of choice),
Your name
No. 3 - A client that may be a good fit, but you don't have time to take the project
Hello ____,
Best wishes to you! Thank you so much for reaching out and for your kind words/ interest in working together for your event.
Unfortunately, I am fully booked/ am not available for the dates that you specified. However I can recommend the following vendors to you that have a similar aesthetic:
Jane of ABC Company
vendor website
Jack of XYZ Company
vendor website
They are both wonderful to work with and you would be in good hand with either choice.
Thank you again and best wishes!
Warmly (or your closing of choice),
Your name
No. 4 - A client whose budget is too low
* DEPENDING ON THEIR BUDGET - Only recommend other vendors that are close to their budget. If their budget is super low, give them a little guidance as to what other options may be available.
Hello ____,
Best wishes to you! Thank you so much for reaching out and for your kind words/ interest in working together for your event.
Currently I have a minimum investment of $_______ for my custom suites/calligraphy/photography packages, etc.
I would be happy to recommend the following stationers/florists/photographers to you that have a similar aesthetic:
Jane of ABC Company
vendor website
Jack of XYZ Company
vendor website
They are both wonderful to work with and you would be in good hand with either choice.
-OR-
Given the budget that you quoted, you may want to look into a semi-custom design. There are several stationers that I know who have beautiful lines:
Jane of ABC Company
vendor website
Jack of XYZ Company
vendor website
-OR-
Given the budget that you quoted, you may want to check out Minted. They have lots of suites designed by great designers at a slightly lower price point than you will find with custom.
Best wishes to you!
Warmly (or your closing of choice),
Your name
No. 5 - A client that you just don't feel is a good fit
* DO NO REFER A RED FLAG CLIENT - Instead try to give them other options or simply decline. Only recommend other vendors that you feel would be a better fit if the reason is one of style or personality, but not that you sense a lot of red flags.
Hello ____,
Best wishes to you! Thank you so much for reaching out and for your kind words/ interest in working together for your event.
Unfortunately, after taking a closer look at your budget/inspiration board/after our conversation, I feel that I am not going to the be best artist to bring your vision to life.
I would be happy to recommend the following stationers/florists/photographers to you that I think have an aesthetic that is more in line with the vision that you have:
Jane of ABC Company
vendor website
Jack of XYZ Company
vendor website
They are both wonderful to work with and you would be in good hand with either choice.
Best wishes/Warmly (or your closing of choice),
Your name