The WMF Archives

By Shakirah Dawud

Much has been said and written about firing clients. But we seldom hear or read about how to deal with the "almost-client." They come in varying flavors: "definitely-be-in-touch-soon," "discussing-with-the-team," or even "that-was-great-send-the-contract." They keep us working hard at hardly working. They give us more bellyache than our most overbearing client, and they don't pay us a dime because they never sign on the dotted line. So here's how to politely disentangle yourself from an almost-working relationship.

Take preventive measures. Sometimes a prospect is in a hurry to get it all done as soon as possible until she gets to the "Total Fee" line on your proposal. Then she's a lot more thoughtful, busy discussing it with the team, or shopping for a lower price. It's a good idea to get a solid deadline for completion within the first phone call. Gently nudge and offer suggestions, but be sure it's an actual date you've both agreed on. When you send your proposal, make sure your fee and schedule are all hanging from that date, so when a week or two goes by, you have the excuse to say, "The proposal I sent you is no longer feasible, since your deadline is now too close for me to complete your work on schedule. I have another project scheduled for the following time period, but please call me if you'd like to arrange to have work done a little further down the line."

Keep phone calls brief. Some people want time off the books to keep test-driving your skills; milk you for helpful, honest tips; or just listen to your voice. You keep hearing from them, but you can never nail down a project. Try to discover the purpose of the call as early on as possible, fulfill it, and let them know you're always available on e-mail as well. Keep your goodies close and people will eventually decide either you're worth paying for or you're not giving them enough freebies to be worth their time. You win either way.

Hold tight to e-mail trails. You probably do this instinctively. It's a good measure against confusion as to whose court the ball's in, and sending an e-mail with "Re:" in the subject line is more compelling than a new topic, after a couple of weeks. It reminds the client that they left you hanging, so you have the right to cut them off (very politely) at this point to remove any awkwardness.

Don't wait for them to fire you. If you sit on a contact for a while, they'll either forget about you or convince themselves you're too busy for them anyway and then forget about you. Send a friendly note inviting further contact and questions and remind them what a lovely time you had corresponding earlier. If they don't respond with a "let's move to first base" (contract signing) after 3 weeks, they probably never will. Tell them you've been booked, but remain open to put them down next month. That's not so long that if they really want to work with you they'll forget, but still long enough that if they don't, they'll move on to other prey.

Why do I keep advising you to say you're booked? Isn't that... lying? No. Your time will be much better spent moving forward (looking for and landing paying clients? networking? enjoying time with family? munching chocolates?) rather than staring at the blank space on your calendar, gut knotted. And then, there's always the possibility you really are booked in the "working sense" by the time you hear "We've reconsidered/Can we negotiate the price/We're just not ready yet" from your almost-client.

Don't offer to refer most almost-clients to fellow writers. It's basically the golden rule: you wouldn't want to be handed a time-leech in a giftwrapped box labeled, "Money!" So don't do that to others. I did say "most," though. If you do have some idea why this client is waffling or when the time is right to contact them again, send it along. Just include a caveat or two for the sake of your professional relationship.

You may get a job out of an almost-client... eventually. It's happened. I moved on, minding my business (making my paying clients happy, filling in the gaps in my calendar, getting some fresh air) and I turn around and there's an e-mail from my ex-almost-client (is that a legal noun?). There's an apology for the last time and a new project this time, and please send the contract again. Sometimes it's another hurry-up-and-wait. Sometimes it's golden. As long as I keep my options open, my communications professional, and my prospects fresh, I don't have to worry either way.

Firing The Almost-Client