Know-How Exchange : Copywriting

I've drafted a number of these sensitive letters and I would be interested in helping you with this one. Contact me via the email address in my profile, and perhaps we can talk by phone.

Alternatively, you may want to post a project in the "Hire an Expert" section of this website ... just click on the link in the column at the right.

This is obviously an area where you will need confidentiality, and a public forum will yield "generic" answers at best. You need to have someone who will take the time to understand your specific situation and craft a letter that says "thanks but no-thanks" in a way that won't totally alienate the prospect forever ... and that reflects your "high-road" approach to the failed negotiation process.

Please take all of this in the spirit intended...

I'm not sure what the upside or purpose is of such a letter.

If the purpose is just to make you feel good -- like you're the one pulling the plug -- I'd save your time. Although I can certainly appreciate this desire (I've been there, trust me), it's the kind of thing you'll likely regret after you sleep on it. And you won't have gained anything.

If the purpose is to stoke the fire and get something closed, then just do that: stoke the fire, get something going, and ask for a commitment, or find out why they can't make a commitment after dancing for 9 months.

It seems to me that there's something not quite right about the sales process for it to drag on in an unproductive manner like this for almost a year.

If there are objections, unearth them, then overcome them. Or move on.

From an outsider's point of view, though, the letter that you contemplate does not seem to serve any real purpose other than to make you feel better.

Sorta like being fired from a job and then writing a resignation letter so you could tell yourself that you really quit instead...

I have done this in my own business and I have done it for clients. It is hard to suggest the exact wording for the letter but it is easy to describe the potholes to avoid.
1) Don't burn bridges forever - but sight specific issues with this particular project
2) Don't try to soften the blow by being vague. If you do, your message will be confusing.
3) Assume the letter will fall into the hands of your competitor. Don't make any broad sweeping comments about whole industries.
4) Be prepared to explain it to other clients. Your competitors and the "fired" prospect will share it into their industry. You don't want to alienate all the good ones based on this one.
5) Always call the customer and read the letter to them prior to sending. They need to hear your words in your own voice inflections. You want this to be civil and professional. A phone call is a common courtesy.
6) Decide ahead of time if there is anything the client can do that will make you change your mind.

I have done this in my own business and I have done it for clients. It is hard to suggest the exact wording for the letter but it is easy to describe the potholes to avoid.
1) Don't burn bridges forever - but sight specific issues with this particular project
2) Don't try to soften the blow by being vague. If you do, your message will be confusing.
3) Assume the letter will fall into the hands of your competitor. Don't make any broad sweeping comments about whole industries.
4) Be prepared to explain it to other clients. Your competitors and the "fired" prospect will share it into their industry. You don't want to alienate all the good ones based on this one.
5) Always call the customer and read the letter to them prior to sending. They need to hear your words in your own voice inflections. You want this to be civil and professional. A phone call is a common courtesy.
6) Decide ahead of time if there is anything the client can do that will make you change your mind.

several years ago, I discussed this topic with a friend of mine who is a CPA. His solution to problem clients is to, "build them out of existence". he would set his rates for that client so high that the client would most likely go away, and if they did not, he would make enough money to make the headaches work while. Naturally we don't know your specific situation... but if the scope of the project (including time and headaches related to project management) has changed substantially during negotiations, then maybe a major price increase is in order.

Create a letter without blame. You don't have to tell them the reason is "little commitment from them". Instead, explain that you've maxed out your budget in "dialogue" and need to focus your energies on existing and new accounts.