5 Ways to Turn Away Clients When You Are Fully Booked

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5 Ways to Turn Away Clients When You Are Fully Booked Featured

Some virtual assistants book out very quickly soon after they start and have to turn clients away. However, the thought of turning clients away may be scary if you’re not sure how to do it.

Sometimes, you may even feel pressured to take on another client because saying “no” is “too hard.” When in reality, it’s okay to say “no.”

Turning people away may be uncomfortable, but it is part of any business, and sometimes, it’s the best thing to do.

You are the boss of your business, and you are in charge of your time. If you don’t think you’ll have the time or skills or don’t feel like it is a good fit, you should say “no.” 

If you’re wondering how to turn clients away without burning any bridges, I have compiled a list of 5 strategies you can use to keep those connections alive.

1. Post In a Facebook Group For Them

While you might not be the best fit for a project or maybe you don’t have time for another client, find someone who would be a great fit for them! 

Networking on social media is part of our job, and we can use our connections to help others find work.

A possible email you could send is, “Hello. I really enjoyed our call to get to know each other. You do a great job with [insert something you talked about during your call]. Sadly, [insert reasoning: not enough time, not a good fit, etc.]. However, I would love to help you find a virtual assistant who would be a great fit for what you need. If you would like, I can post in private virtual assistant groups on Facebook to help you find a great assistant.”

2. Refer Them to Other Virtual Assistants

Maybe you know someone who would be a perfect fit! You can offer to refer them to other virtual assistants, but be sure their skills will fit the client’s needs.

You also want to double check that the person you refer has time in their schedule to take on someone else.

A possible email you could send is, “Hello. I really enjoyed our call to get to know each other. You do a great job with [insert something you talked about during your call]. Sadly, [insert reasoning: not enough time, not a good fit, etc.]. However, I know a virtual assistant who would be a great fit. Here is their contact information: [insert their information]. I will also share your contact information for them to reach out to you as well. This partnership could be a great fit because [give a few reasons].”

3. Reach Out to Them Later

This is great practice because when you reach back out to a client after turning them away, they may refer you to someone else who needs help. Better yet, the client may have the budget to take you on! The worst thing they can say is “no.”

A possible email you could send is, “Hello. We had talked [insert time frame]. I am reaching out because I have more room in my schedule to take on another client, and you came to mind. Do you have time to talk [insert time frame]?”

4. Offer a Free Tip

Whether you are overbooked or don’t feel like this client is the best fit, try offering them a tip as you turn them away. In my 90 Day VA course, I tell my students that giving away free tips helps create trust, and then you can reach out to them later. 

A possible email to send is, “Hello. I really enjoyed our call to get to know each other. You do a great job with [insert something you talked about during your call]. Sadly, [insert reasoning: not enough time, not a good fit, etc.]. In my experience, this [insert skill] would help you with [insert client need].”

5. Respond Promptly With a Reasoning

Maybe you felt like you and the client would not be a good fit, they would pay you less than what you anticipate the tasks to take, or don’t have the skills they might need. The best thing to do would be to email them as soon as possible with a reason so that they can keep looking and find someone who is a good fit.

A possible email to send is, “Hello. I really enjoyed our call to get to know each other. You do a great job with [insert something you talked about during your call]. Sadly, [insert reasoning: not enough time, not a good fit, etc.]. I appreciate the time you’ve taken to talk with me.”

Always stay professional and let them know in a timely manner. Whether you are overbooked or don’t feel like you and a client are a good fit, it is okay to say “no.” Using one of these 5 strategies will help you turn clients down without burning any bridges or overworking yourself.

I created 90 Day VA to help people like you who are new to the virtual assistant world to navigate and become virtual superstars. My signature program has trained over 2,700 students! We are opening for enrollment again in October. In the meantime, you can check out my FREE class on how to work online as a VA. 

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