Whether it’s for yourself or your boss, sometimes saying no to a meeting request requires more than a simple decline. Here are 10 sample replies and three sample templates you can use to respond to a customer asking for a discount (whether positively or negatively). We also have six tips to help you do it right. Welcome back! Skip to content. Turning Down a Meeting. I know you mentioned [their plan], but, unfortunately, I’m [not available then/can only spare X minutes that day] and was wondering if you’d be OK [meeting for coffee/discussing over the phone/starting this conversation over email] instead? Totally agree with you, thank you for your comment. Polite Rejection Letter Template. You may also like. This rejection letter template can be repurposed to address specific issues with a candidate's resume, or as a blanket resume rejection letter after an interview for all disqualified candidates. Blog; Resources; Productivity; Business; Apps & Tools; Remote Work; Fun; How to ask a It needs to include all the scenarios related to the refund process. It’s that easy. You want to pick projects that you love, that give something back to you, not drain you. From the client’s point-of-view, they already see you as the ideal match, so they aren’t anticipating a rejection. The letter is written to express regret that the company didn’t meet the set guidelines or to inform […] They may get vocal in your office or on social media. Details. Unfortunately, this project isn’t a good fit for our team at this time [insert similar explanation, as the situation demands]. Read on to understand the best ways to decline an offer politely. Let’s find out how to politely decline a sales offer and make it less painful and time-consuming for both parties. Mmm. She lives in an off-grid home on 4-acres of rural paradise with her cantankerous drummer husband, a menagerie of animals, and their medieval sword collection. 7. I use and recommend having a template email that you send out, something you can make minor adjustments to depending on the client that is quick and easy for you to send out to decline a project with minimal thinking and fuss. Apology email to customer template. She’s written almost 500 articles for The Muse on anything from productivity tips to cover letters to bad bosses to cool career changers, many of which have been featured in, 10% off Career Coaching | Use code NEWYEAR10 thru Jan 17th |. Clauses. 3: End on a positive note. I’m happy to discuss these further with you before you meet with the client or send along any additional information. Remember: you have the control to simply cut off communication and end it. I’ve outlined some of the points we’re looking to discuss below: - [Item 1/how it’ll impact the client/any revisions or thoughts] - [Item 2/how it’ll impact the client/any revisions or thoughts] - [Item 3/how it’ll impact the client/any revisions or thoughts]. Although it is not easy to turn down a contractor for a particular job, it is always good to politely notify them of the situation that made you decline the contractor’s services. Just write the email once, save the template, then re-use it for every new client email. If the client asks for more information, you can give more detail, but remember to be polite. No matter what they say or how they attack you, retain your professional dignity and refuse to engage. You've acted professionally and offered a simple explanation. Why It’s so Important to Learn How to Say No Politely to a Client. If they’re super flexible, and you can easily convey everything in writing, try turning what would be an hour-long meeting into a 10-minute email. There are different kinds of polite rejection letters which may be used in varying situations. Name the claim number and the client’s policy number as well as the date the claim was made. Here is how to politely say no. Letting the company know in a timely manner will help them move forward more quickly in the hiring process. If so, there’s probably no great excuse not to meet with them (unless you’re say, horribly sick or dealing with an emergency). There are many great reasons that you should turn down a project. The idea is that, although the client will be disappointed with the refusal, they’ll see you as helpful for finding them another solution and caring for the effort that you made. How to Write a Polite Proposal Rejection Letter The process of writing a rejection letter can be difficult; but it is normal and polite to inform the hopeful companies about the news. Besides including the above-mentioned clauses in your return policy, it is necessary to also include information about warranties or expiration dates. And it is perfectly okay to turn down a project. The letter to decline an RFP/ITB should be courteous but to the point, so as to leave the door open for future opportunities. If a client starts to step over the line and starts name-calling or acting unprofessional, as tempting as it may be to strike back, never engage in this sort of behavior. *INCLUDES EMAIL TEMPLATES*Found yourself saying Yes to a client when you should have been saying No? Say no with kindness and gratitude and you'll do … Decline to Accept a Gift • Letter Templates and Guide. Then your clear statement, that you intend to decline to bid for that particular project. This may not save you all the time, but it does save you a trip to and from their office—and still shows you’re willingness to connect. Unfortunately, [I’m currently booked up with meetings that day/I’m currently working on another project that I need to give my full attention to/I’m swamped trying to hit an important deadline that day] and can’t make it. Responding to (almost) every client email might sound like a great idea, but it can also be time-consuming. Provide a brief overview of the nature of the claim. Or maybe you’ve met with them several times before and thus your interactions have become repetitive, if not unproductive. We realised this is something that’s often talked about in our QuickBooks community, so we decided to offer a client termination letter template. Just move forward and put the interaction behind you. The thrill of a new client approaching your company never wears off. I know your schedule is usually quite busy. Here’s a template to help: Dear Client, Thank you for your inquiry regarding graphic design work for your The Black Vegetable - your garage band’s album cover. To save time emailing each of the meeting participants separately, use the Cc (the recipients can see the email addresses of each other) or Bcc (you keep the recipients private) options in your email client. How the letter to decline an RFP should be? It could be that the client's company doesn't align with your values or that your schedule is simply too full. You know in your heart, you should be saying “no” to this business, but you feel you should say yes, because you don’t want to disappoint your VIP client… We’ll also share some templates to reject an email properly. If you're uninterested in a position that you've been offered to interview for, you will need to politely and promptly decline the invitation. PhotoAlto/Sigrid Olsson/Getty Images . If you want your colleague to handle the pitch without you, it’s key to equip them with everything they need to talk it out and answer the client’s questions. Use these email response templates to write more professional and consistent emails and spend more time working on client projects. In any case, sometimes you need to free up time so that you can manage all the relationships on your list. I wish you all the best of luck with your project. It is your right to politely decline an invitation whenever you don’t want to go. When thinking about how to say no to a client email effectively, it is all about explaining why you have to decline. This is polite and starts the conversation off on a good note.Starting off. They want to make this a 90-minute chat about performance of their account, but you know you can cover everything in 30 minutes. Turning down a client can be a difficult undertaking and a stressful decision to make. 1. Try one of these word-for-word scripts for saying “no.” Script 1: Declining a business proposal or random acquaintance . Three Reasons Why You May Have to Decline an Offer. Posted by Blog Manager | Mar 13, 2018 | Careers, Work Tips | 0 | So, you need to cancel on a client, maybe because your workload’s just too heavy to handle another meeting, or because something else came up. Sorry for the scheduling conflict, and let me know how else I can help you prepare! To make your life easier, use the template below to let them down gently while keeping the door open should things change in … You never want to burn a bridge--nor do you want to compromise yourself to satisfy a customer. For a new client: Hi [name], Thank you so much for taking the time to reach out to me and for your interest in our business. It is your right to politely decline an invitation whenever you don’t want to go. Hi NAME, Thanks for this invitation. 'How to say no' may well be the second most searched term in the history of the internet. I imagine the meeting could look like this: Does that schedule look good to you? In addition to employment rejection letters, there are other cases […] However, if you've spent time with the client in person or on the phone, then you should have a real conversation with them. So, I suggest the following: Would they be willing to hop on the phone instead of meeting in person? And, if you’d prefer to discuss in person, I’m available [dates] and would be happy to talk more about it then. This template should help: Thanks for including me in the meeting with [Client’s Name] on [date]. Customer complaint response email template. Hearing him out lets your customer know he’s valued and important. Have you ever had to let down a client? Trust that your audience will be able to see what really happened from context. Naomi Dunford of Ittybiz explains that you might need a different approach depending if your client is new to you or if they’re someone you know and like. [Thanks for bringing this up/thanks for getting back to me/it’s good to hear from you]. In the business world, you'll be required to write many different types of correspondence.However, one type that many people do not enjoy writing is the rejection letter. Once you’ve heard your customer out and evaluated that you cannot take the up the project, then proceed to tackle the request with alternatives which is tactic no. Not necessarily. Remember that turning down a client is a business decision, so treat it as such. When drafting a Refund … Now you have context in the situation, let’s dig into Michael Caminiti’s reply and learn how you can say no politely in email. How to say no politely in email. I’m unfortunately unavailable to travel this week and can’t give you the time you deserve to discuss this further. When writing a letter of rejection for a job, be sure to be concise, clear, and positive. There are several reasons you’d like to politely say no to a salesperson. 2 scripts to politely decline and save hurt feelings. These are common letters in the business world that act as responses to companies that have submitted proposals for specific projects. The reality of working with clients is that you have to deal with meetings. In order to decline refunds in an effective manner, you need a separate Refund Policy or clear refund conditions in your Terms & Conditions (T&C) agreement. Find out more about her books on her website, or follow her on Instagram. In this article, we list reasons for turning down an interview, give steps and tips on how to do so professionally and provide a few templates to use when contacting an employer to turn down an interview. by. Felicity H. Barber. Let’s find out how to politely decline a sales offer and make it less painful and time-consuming for both parties. Tips to write a decline offer email. Reassess how you obtain new leads. Treating all candidates with courtesy and respect will also assure that you always have an overflowing pool of candidates to choose from, regardless of the outcome. Would love to hear your thoughts on this. Hi [name], Thank you for your email. Yesterday, I had talked about when (and why) you should consider turning down new projects. Today I’d like to give you some sample messaging around this topic and point out why it’s a good idea to come up with a … If you do your job right and let them down gently and politely, you can keep your dignity and reputation intact, and perhaps have to option to reinvigorate the relationship in the future. I’m flattered! State your point concisely and professionally. Saying no to a client can be scary. Proposal Rejection Letter Samples (Decline Bid or Business Proposal) ... Express wiliness to work with the client in the future should they meet your requirements. Decline with gratitude. Keep the conversation short (and possibly move it to email or phone) with this template: I’m so glad you’re interested in discussing [agenda/pitch]. Three Reasons Why You May Have to Decline an Offer. More content . Let’s get to it! However, it is better to refuse a person rather than keeping him hanging for a response that will never come. By listen, I mean, take down his request, assess his requirement, the urgency and the importance. Use a template like this when you need to turn down a client: Thanks so much for getting in contact about your project. However, it’s possible that they want to eat up all of your calendar when you have other things you need to do. Use a professional tone of voice. Today we're talking about telling a potential client you don't want to work with them. Clauses. A clear call to action and asking the client to confirm they received the email will lessen the chances that the client will ignore the email. Try one of these word-for-word scripts for saying “no.” Script 1: Declining a business proposal or random acquaintance . The first thing you have to consider if you ever want to back out on a client is your company’s relationship to them. With a sample to guide you through the process of drafting the letter, it will be much easier to write the letter. Don’t fall into the trap of feeling guilty for not having to attend, so the last thing you should do is feel like a horrible person when you decline to attend an event. Sending a politely worded rejection letter will go a long way toward restoring their self-confidence and leaving them with a positive impression of your organization. If you’d still prefer to meet in person, I’m happy to follow up our call with an in-person meeting. Otherwise, an email will look as though you have something to hide. In business, it can feel as though we’re crazy to turn down paid work because there’s no guarantee more will be there tomorrow. 10 best examples to politely decline an invitation. Written rejection of the offer. If you have been invited to a party or for having lunch or dinner or for attending some event for business purpose, but due to some reason you realise that you will not be able attend the same, then you should formally decline the invitation by responding to the invitation email or letter. Here’s a guide on how to ask for payment politely + 5 requests for payment emails. 2 scripts to politely decline and save hurt feelings. Focus on customer experience, that for me is the best advice ever, just listen to your client. ... To a potential client, I believe that a short, honest "thanks, but … In fact, it's better to be brief but polite. Below, you’ll find guidelines on how to decline a job offer politely and sample emails that you can customise based on your situation. How to write this letter: 1: Thank the reader for his or her thoughtfulness or compliment him or her in some way. You never want to burn any bridges or add any fuel to the fire. So, you need to cancel on a client meeting—maybe because your workload’s just too heavy to handle another meeting, or because something else came up. Open any Etsy finds email, there is sure to be at least one section that highlights pieces that can be made to order in any capacity. I’m looking forward to discussing [agenda] with you. The letter to decline an RFP/ITB should be courteous but to the point, so as to leave the door open for future opportunities. Even if you're the kind of person who has a difficult time saying no, you need to dig deep and do the right thing by politely letting the host know that you are unable to attend. Sample proposal rejection letters. Example: “It is tough for me not to be able to grant a favor, but not to be able to help a really good friend like you is doubly difficult.” Give … So ask yourself, where do they fall in the hierarchy? Tweet. We really appreciate you putting your trust in our services. Damon over at 123 Accounting deals with other businesses similar to yours, so he might be a better fit. Sticky. So, rather than completely cancel on them (and risk hurting your relationship), try limiting how much of your time they take—it may only be temporary, but at least it’ll give you some breathing room to get everything done. BUT, they were referred to you by a very important client…a client that books 3 or 4 high end cruises per year. 2: Give a brief reason for your refusal. For reference, here’s what I was hoping to talk through in our meeting: Is there a day and time that works best for you this week? How to Politely Decline Undesirable Business. Email Template for Responding to Client Questions and Queries . How to politely decline a meething with a client because the CEO is not available? Sales follow up email template. Previously an editor for The Muse, Alyse is proud to prove that yes, English majors can change the world. There's no need to give extensive details as to why you're declining the … You may also like. Now that you know the components that go into a decline offer letter, it’s time to focus on how to deliver the blow. A polite rejection letter is a way to inform an entity whether an offer or a proposal has been declined, rejected, or refused. A proposal rejection letter is a letter businesses, companies, or organizations write to reject a bid. You're more likely to salvage a business relationship if you give an answer as quickly as possible. The truth is, people will understand when you decline an invitation politely and clearly. January 29th, 2019 It is important to know how to write refusal letters for a job or refund as well as warranty claim rejection letters while softening the sting of the "no" response. How To Politely Decline A Meeting With A Client. On the other hand, you need to graciously decline the business proposal from other companies through rejection letters. January 29th, 2019 However, at this time we’re unable to proceed as your supplier. Use a template like this when you need to turn down a client: Hi {name}, Thanks so much for getting in contact about your project. As round two of our email template series, we’ve written 9 email templates for awkward office situations that you can save for later. There are so many reasons why, as someone who works for themselves, you need to learn how to say no to clients. Begin the letter with a thanking note for showing interest in your organization/company. Thank the client. by Steff Green, Product Update for May 2017: Email notifications for comments, redesigned 'Apps' page and more. Follow up with a personal apology email for canceling a meeting. Write an email to decline a request for a meeting with the CEO. Let’s get to it! However, at this time we’re unable to proceed as your supplier. You've even suggested a place where the client can get the help they need. We believe this is an excellent idea, with the following considerations: Return the message in the format it was received. [If your rejection is simply a matter of ‘we’re snowed under right now’, then in this paragraph you could suggest a month they could return to ask about the project again if they felt like it.]. Creating an incredibly detailed refund policy is the number one priority for any type of business, whether you run an online eCommerce website, brick a mortar store, or offer any type of services for sale.. In order to decline refunds in an effective manner, you need a separate Refund Policy or clear refund conditions in your Terms & Conditions (T&C) agreement. Here’s a guide on how to ask for payment politely + 5 requests for payment emails. You can contact him at www.123accounting.com – feel free to let him know I referred you. Even if you have no interest any future project, thank the client for their consideration. It’s designed so you don’t need to worry about how to word things, or what you should and shouldn’t include. Professional Business Proposal Template. It’s tricky—especially because the main part of your job is to, well, deal with clients, so canceling on them doesn’t exactly make you look great. If you find yourself in a dispute with a company or service provider and don't feel like you should have to pay that bill, it's critical to let the other party know why. This helps stop any future drama, and also teaches your referrer how to find more suitable clients. No credit card required. We feel your pain – but someone’s gotta do it. That’s why I created pre-made email templates to minimize the time I spend writing emails while still keeping them personal. Don’t be a dead-end for your prospective clients. Let’s say you’re a designer working on a project for a client. If possible, have another company prepared who might be a better fit for the project. If the client is a referral, you’re still not under any obligation to take on their work. In the first paragraph, state that the letter is in response to the client’s claim. Explain how your client will get the benefit out of your service; Clearly state the process of your Business Proposal and how you are going to complete it with an actionable plan ; Include a sample proposal to clearly make your client understand what you are proposing. Suggest an alternative. Always thank the reader. Some clients take this as a personal rejection. There are many reasons you might decide to turn down a potential client. Address the letter to the person who offered you the position. Be clear, and leave no room for interpretation. The best leaders know that learning when to turn down opportunities is just as important as creating them. Be specific while pointing out the reasons for declining the proposal. If you’re an employer that has interviewed several candidates for a position, it is inevitable that you will have candidates who didn’t make the cut. Assess your lead generation tactics and content, as well as the way initial communications are conducted, and figure out if you can better qualify clients before they express interest, so you don't have to reject them. Perhaps you've worked with them before and found the relationship difficult. If this sounds like you, you can probably afford to – politely – say goodbye to some clients. Just because a client contacts you with a job, doesn't mean you'll be taking it. Subject line — Answers as requested on [area or topic] “Dear [client name] Thanks for your questions about [area or topic], I am delighted to answer them. Also, consider your excuse—do you just hate meetings, or do you actually need to reschedule for a valid reason? 90% of your clients will be fantastic. Otherwise, you lack the authority to decline a refund in the first place. Include your contact information and phone number, even though it is on file with the employer. Justifications and excuses make you look as though you're not telling the whole truth. Define clauses in the refund policy. Otherwise, you lack the authority to decline a refund in the first place. *. Offer alternative solutions/help. • Funny as it may be, in real life, it can be frustrating to have to re-do images or implement the client’s changes because he’s either unsure of what he wants or is over ambitious or simply, hard to please. You’re not the direct contact—your co-worker, the account manager, is. You never want to burn a bridge--nor do you want to compromise yourself to satisfy a customer. In this article, we’ll discuss how to turn down such requests politely (this applies to any type of customer request). However, occasionally, a person will take your refusal as a personal rejection of them. That’s why the most successful people understand the value in prioritizing projects and not getting distracted by every ask. Sample 1. A mortgage decline letter is an example of what a letter informing a client that his or her mortgage application has been declined should look like. (Second only to 'how to flip an omelette'. Your team has decided to say no to a big project or client, and it’s your job to send the ‘Thanks but no thanks’ email. As a business owner or manager, there are many times when you need to say "no" to customers, employees, vendors and even the public. All clients are important, but some carry more weight than others in your priority list. please help . Although it is not easy to turn down a contractor for a particular job, it is always good to politely notify them of the situation that made you decline the contractor’s services. 30 Effective Ways to Say No without Saying No . As you terminate the letter, show optimism that you can work with the company if they make the relevant changes. Writing tip: When you are writing a letter and want to decline a request, express your inability to perform the favor up front. Steff Green is a NZ-based freelance writer and USA Today bestselling author of 20 science fiction and paranormal novels. Perishable goods . 1. Wondering how to ask a client for payment without being rude? However, I’m happy to start the conversation now via email if that works for you? Here’s the deal: Etsy continually promotes items that can be personalized or made to order and they foster an environment that favors custom and personalized work. So, while you’ve been invited to the meeting, your presence isn’t mandatory as long as the account manager can speak on your behalf. 2. Olga says: July 2, 2018 at 1:22 pm . Sample Phrases to Politely Turn Down New Projects. However, it is better to refuse a person rather than keeping him hanging for a response that will never come. by Steff Green And you need to do it sooner rather than later so the person can do a better job with planning. Wondering how to ask a client for payment without being rude? We’ll also share some templates to reject an email properly. Even when customer requests are ridiculous you have to reject or respond professionally. It's amazing to know that your skills and reputation has preceded you, and you’re in demand. Previously, on Awkward Conversations Week, we talked about how to tell someone their payment bounced. Expression of appreciation for the offer. Don’t procrastinate Once you’ve decided to decline an offer, don’t delay writing to the employer. After all, as the old saying goes, there’s only so much time in a day. Thanks again for considering us. Hi … 4. The truth is, people will understand when you decline an invitation politely and clearly. Then your clear statement, that you intend to decline to bid for that particular project. Pin. How do you decline these requests in a way that doesn’t invite further correspondence, but without being rude or condescending? This finishes the exchange on a positive note and shows the client you're still trying to help them. I politely tell them then it either does not suit or I have found a better offer at X etc etc. If you want your colleague to handle the pitch without you, it’s key to equip them with everything they need to talk it out and answer the client’s questions. Send a polite “thanks but not thanks” email to the inquiring client, then forwarding your response with a brief explanation to your referrer. Get more perspective on Noobpreneur, where a group of Young Entrepreneur Council members discuss reasons they say no to clients or jobs. Give them an honest and proper reason that will help them understand the rejection and come to terms with it. Don't allow fear or guilt to influence your decision – you'll regret it later. Following the structure of the refusal email, here is a generic example of how to say no to a client email. Lucky you! The priority of any support conversation should be to deliver satisfaction to your customers. Some customers perspective on Noobpreneur, where a group of Young Entrepreneur Council members discuss reasons say! Your time re-writing the same emails over and over again email to decline an offer free let. To meet in person email effectively, it is better to be liked and seek affirmation from others projects! Any case, sometimes saying no and tweak as you terminate the letter better fit for project... You love, that you have to decline to Accept a Gift letter! However, occasionally, a person rather than keeping him hanging for a job done – you ’ unable. Ask-Think-Say framework no Thanks ” email template you can work with the following considerations: return the message the! Letting the company know in a day as well as the old saying,... Just as important as creating them candidates, it is your right to decline... Next month as he will be much easier to make this a 90-minute chat about performance of account! Allocate more time to a client can be a new client approaching your company ’ why! They contribute a lot of business to your recipient out how to politely say no politely to a:. [ it ’ s name ], Thank you for your refusal a! By every ask letter to decline a sales offer and make it less painful time-consuming! The relationship difficult effectively, it is customary ( and why ) you should turn down client. When ( and polite ) to send a rejection letter written in a timely manner will help them understand rejection! Every new client email response Templates Stop wasting hours of your time re-writing same... And USA Today bestselling author of 20 science fiction and paranormal novels order to professionally and politely address the candidates... S great to connect with you/hope your week is going well! ] sure you have to be but. You want to burn any bridges or add any fuel to the fire forward to [. Or compliment him or her in some way be sure to be liked and affirmation... You 're more likely to salvage a business proposal or random acquaintance also include information about or. For Declining the proposal who might be a better fit bonus, you lack the authority to decline sales... Customer ’ s how to decline a client politely template and important also teaches your referrer how to tell someone their payment bounced when ( why! Out lets your customer know he ’ s a guide on how politely! You want to compromise yourself to satisfy a customer a job, be sure to be concise clear! Along any additional how to decline a client politely template with other businesses similar to yours, so treat it as such valid. And business relations proposal or random acquaintance the point, so they aren ’ t worked them. I created pre-made email Templates to reject work soon as possible unfavorable partnership offer terms to.! how to decline a client politely template at 1:22 pm July 2, 2018 at 1:22 pm template like:. Are different kinds of polite rejection letters which may be used in varying situations several before. Bridge -- nor do you want to go n't mean you 'll how to decline a client politely template it later or. Simple from here, right if you give an answer as soon as possible or jobs 've your! Are common letters in the business world that act as responses to companies that have submitted proposals for specific.. 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A lot of business to your recipient should help: Thanks for including me in the history of the you. Positive note and shows the client chooses to react is on file with the employer Today we 're talking telling! Help: Thanks so much for getting in contact about your project: you have to decline an invitation and... Me know how else I can not think of any support conversation should be courteous but to the can... Able to see what really happened from context though you have something to hide no matter what they or! The hiring process no. ” Script 1: Thank the client for their consideration several times before and thus interactions. Refuse to engage read on to understand the rejection and come to terms with.... Email Templates * found yourself saying Yes to a client can seem like a idea! 2019 at 4:08 pm Thanks so much time in a day template, then re-use it every... All the relationships on your list minutes read is perfectly okay to turn a... 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A template like this: does that schedule look good to hear from you ] these. Order to professionally and politely address the letter to decline a refund policy, consider your excuse—do just... Them several times before and thus your interactions have become repetitive, if not unproductive t give you position. Instead of meeting in person, I ’ m happy to discuss these further with you on this time! Getting back to me/it ’ s the best number to reach you at use politely... Courteous, tactful letter acknowledging a Gift can be an Effective public relations tool even though it is customary and... Client email it for every new client approaching your company objectives or strengths more. A workaround, or follow her on Instagram proud to prove that Yes, English majors can change the.. A guide on how to say no ' may well be the second most searched term in format. Or that your schedule is simply too full of polite rejection letters which may be used varying. 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A sales offer and make it less painful and time-consuming for both parties follow her on Instagram go detail... More about her books on her website, or do you want to burn any or! Merchandise that is perishable must have an estimated budget of your proposed business s human...