Explain the fit issue

State the relevant boundary without criticising the requester. You may lack capacity, cover a different service or need a different project stage. Be specific enough to avoid another round of confusion. Do not leave an enquiry indefinitely in an active pipeline because declining feels uncomfortable. An honest decision gives the other person the opportunity to find a better route.

Offer an appropriate next step

If useful, suggest the kind of provider or preparation the person should seek. Only make a named referral when you have a reasonable basis and the introduction is welcome. Avoid implying endorsement or availability you have not checked. Record the reason for closing the enquiry so the team does not restart the same unsuitable sales sequence. A polite ending should match the actual decision.

Imagine this

Hypothetical example

A hypothetical agency receives a request for a service it does not deliver. It explains its scope, suggests looking for a specialist in that area and closes the sales record. The response leaves room for a future relevant project without pretending the present request is a fit.

Make it practical.

Use this checklist as you read. Checks are not stored.

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