When to say no to a client—and when to fire one

It may come as a shock, but you can say no

When I started freelancing, I assumed that every client who came my way would be easy to work with. They’d value my skills, give clear direction, love my work with no revisions, and pay me what I was worth on time. And if they didn’t? Well, surely once they got to know me—my cheerful attitude, my dedication, my willingness to go above and beyond—they’d become great clients.

Photo by hang niu on Unsplash

Because who wouldn’t want to work with someone who made their life easier?

You can probably guess how that turned out.

Some clients really were lovely. But others? No amount of goodwill or clear communication could fix the red flags. And more than once, I stuck around in a situation that wasn’t working, thinking maybe it’s me, or maybe it’ll get better.

It rarely did.

But I don’t see any of those situations as failures. I see them as essential learning experiences—and I learned a lot.

One of the hardest skills to build as a freelancer is learning when to say no and when to walk away. It’s not always black and white, especially when bills are due or your inbox has gone quiet. Sometimes we take on work we’re not sure about because we need the income. That’s real. That’s survival, and I don’t believe you should beat yourself up about it.

Those experiences can still teach us something valuable, especially if we take the time to reflect and ask, What would I do differently next time? Not What would I do better? because I don’t believe in judging ourselves for these decisions when we’re worried about paying the bills or keeping a roof over our head. But What would I do differently next time can help us make decisions that are more in line with our values and our personalities.

Because the truth is, strong business leaders—yes, even solo ones like us—learn when to say no.

When to say no (before the project even starts)

A lot of clients will sound great on paper but set off little alarm bells in your gut. Maybe the scope is unclear. Maybe they want a lot of work for very little money. Maybe they’re already missing meetings or sending rude emails before anything’s been signed.

Here are a few signs it might be worth saying no:

• They’re vague about goals or timelines.

• They use phrases like “quick favour” or “great exposure.”

• They expect rush work without any flexibility in their pay.

• They have no idea what they need or why they need it. In this case, unless they’re paying you for strategy, they’re likely looking for free guidance.

• They want you to commit to too much free or spec work to prove you can complete the project (your portfolio should usually be enough unless they legitimately have unique needs).

• Their budget is way out of line for the work needed, but they won’t budge on the deliverables.

• You just have a gut feeling it’s going to be a pain—and not the good kind of challenge.

And that gut feeling? It's earned. It’s based on all your past experiences, even the ones you wish had gone differently (and sometimes even those you don’t think are related to freelancing). So listen to it. Even if you can’t say no this time, pay attention so you can spot the pattern next time.

When you do say no, you don’t owe anyone an essay. A simple, polite message works.

Trusting your gut—even when you say yes

Listening to your gut doesn’t always mean walking away. Sometimes, you do say yes—because you need the income, or because you're curious, or because you want to give it a shot. That’s okay.

But recognizing that gut reaction early can still help you make smarter decisions. You might:

• Ask for a higher fee to account for extra complexity or friction

• Request a larger deposit or faster payment schedule

• Set firmer boundaries up front about communication or turnaround times

• Build in checkpoints or milestones to re-evaluate as the project progresses

Just because you say yes doesn’t mean you can’t protect yourself. And that awareness—this might be tricky, so I’ll go in prepared—can make all the difference.

When to fire a client (yes, you’re allowed)*

Sometimes it’s not until after you’ve signed on that the red flags start waving.

They don’t respect boundaries. They disappear for weeks and then demand something overnight. They treat you like an employee rather than a collaborator. You feel anxious every time their name shows up in your inbox.

If you find yourself consistently:

• Dreading their emails

• Doing work outside the agreed scope (without more pay)

• Chasing invoices

• Making excuses to yourself for why you’re still working with them

…it might be time to let them go.

It’s okay to outgrow a client. It’s okay to realize that what worked before isn’t working anymore. And it’s okay to protect your energy, your time, and your mental health.

If you’re worried about how to end things, keep it simple and professional. There’s no need to burn any bridges. Review your contract (if you have one), honour any notice period, and keep things respectful—even if they’re not doing the same.

*Note: It might sound weird to say “fire a client” because you view yourself as being a service provider and therefore they fire you, not the other way around. I view my freelancing relationships as partnerships. I’m partnering with them to get them the results they need. In return, I get value in the form of payment. As a partner, I have just as much right to decide when the relationship isn’t working—whether that’s because of scope creep, lack of respect, misaligned expectations, or simply not being the right fit anymore. It’s not about power, it’s about mutual value. And when that value isn’t there, it’s okay to walk away.

Saying No is Part of Running a Business

We’re not just writers, designers, editors, marketers—we’re business owners. And good business owners learn how to make tough decisions, even when they’re uncomfortable.

Saying no doesn’t make you ungrateful or unprofessional.
It makes you strategic. It helps you create space for better opportunities, better clients, and better energy in your business.

So if you’re navigating this right now—if you’re thinking “maybe I should have said no” or “is it too late to fire this client?”—you’re not alone. I’ve been there. Most freelancers have.

The goal isn’t to get it perfect. The goal is to get better at spotting what’s not working, and to give yourself the grace to try again next time—with clearer boundaries, stronger instincts, and a lot more self-trust.

Below are 10 templates for saying no to or firing a client.