By Tracey Manailescu, Co-founder of The Wedding Planners Institute of Canada Inc.
This is a question that I get asked frequently while teaching the WPIC certification course so I figured it’s time to write an article about it. Not every potential client will be the right fit for your wedding planning business, and that’s okay. Whether their vision doesn’t align with your expertise, their budget isn’t realistic, or you sense personality clashes, it’s important to gracefully decline working with them while maintaining professionalism and kindness. Here’s how to let a client down gently after the initial consultation.
Respond Promptly
Once you’ve decided that you’re not the right fit, don’t leave the couple waiting. A prompt response shows respect for their time and allows them to continue their search for a planner who aligns better with their needs. Ideally, follow up within 24 hours after your consultation.
Express Gratitude
Start your email or message on a positive note. Thank them for their time and for considering your services. Let them know you appreciate the opportunity to learn about their wedding vision.
Example:
“Dear [Couple’s Name],
Thank you so much for taking the time to meet with me to discuss your wedding plans. It was a pleasure learning about your vision for your special day, and I truly appreciate the opportunity to connect.”
Be Honest but Kind
You don’t need to provide a detailed explanation, but it’s best to be clear about why you’re not moving forward. Keep your response professional and positive.
Example:
“After careful consideration, I believe that I may not be the best fit to bring your vision to life in the way you deserve. Because I want you to have the best possible experience, I believe another planner may be better suited to meet your needs.”
If the reason is availability, budget, or scope, you can tailor the response accordingly:
• Availability: “Unfortunately, my availability does not align with your wedding timeline, and I wouldn’t be able to give your event the attention it deserves.”
• Budget: “Based on our conversation, I believe another planner may be better suited to work within your budget and deliver the experience you’re looking for.”
• Planning Style: “Your vision is absolutely beautiful, but I feel that another planner with a different approach may be better suited to make it a reality.”
Offer a Referral (If Possible)
If you know another planner who might be a good fit, offering a referral shows professionalism and helps the couple move forward.
Example:
“I’d be happy to recommend [Planner’s Name], who specializes in [specific style or service]. I believe they would be a great fit for your needs. You can find more about them at [website or contact information].”
End on a Positive Note
Close your message with well wishes to keep things warm and professional.
Example:
“I truly appreciate the opportunity to connect, and I wish you all the best in planning your dream wedding. I have no doubt it will be a beautiful and memorable day!”
Keep the Door Open (If Appropriate)
If you feel there’s a possibility of working together in the future (perhaps for a different service or in another capacity), let them know.
Example:
“If you ever need assistance in the future, please don’t hesitate to reach out. Wishing you the very best as you continue your planning journey!”
Final Thoughts
Turning down a potential client doesn’t have to be uncomfortable or awkward. By responding promptly, expressing gratitude, and offering guidance, you ensure the couple feels respected and valued, even if you won’t be working together. Maintaining professionalism and kindness in these situations also helps protect your reputation and keeps the door open for positive referrals down the road.
Tracey Manailescu is an internationally recognized wedding industry expert, educator, and co-founder of The Wedding Planners Institute of Canada (WPIC). With over two decades of experience, Tracey has dedicated her career to elevating the standards of professionalism in the wedding and event planning industry.
Leave a Reply