Saying No Without Losing the Client

Model answer: Subject: Your catalogue project: proposed delivery plan Dear Mr Lindqvist, Thank you for thinking of us for the new catalogue; it is precisely the kind of project we enjoy, and I am grateful for the trust your company has placed in us over the past six years. I want to be entirely candid about the timetable. Forty thousand words, translated and proofread to the standard you rightly expect, cannot be completed in five working days without compromising the quality on which our reputation, and yours, depends. Our realistic estimate is twelve working days. I would much rather tell you that now than promise something we might be unable to honour. That said, I do not believe the choice is between your deadline and ours. May I suggest a staged approach? If you could indicate which sections are most urgent, perhaps the new product ranges and the pricing pages, we would give these absolute priority and deliver a fully checked first batch of roughly fifteen thousand words within five working days. The remaining sections would follow in two further instalments, with the final delivery on the twelfth day. In the meantime, I could assign two additional translators, which would shorten the overall schedule by a couple of days at a modest additional cost that I would be happy to specify. This would allow your team to begin layout work and to approve the most important content well before the printing deadline, and it would also give us time to build a consistent glossary of your product terminology. If this approach appeals, I would be glad to arrange a short call tomorrow to confirm the details. Whatever you decide, please be assured that we are committed to making this catalogue a success. With kind regards, Selma Öztürk Project Manager