How To Reply To Work Queries

by Samar Owais @ The Writing Base

Getting work queries is part of a freelancer’s routine. Not all work out, but all of them require a response.

How you reply to emails often plays an important part in the reply you get. We’ve already covered what to do if you don’t get a response, now it’s time to find out how to write replies to work queries that will yield a response.

Whether you get the job or not is irrelevant at this point. Your main aim is to get them to reply to you. In my experience that’s half the battle won.

Even if they don’t hire you, you still would have learned from the exchange. You’ll walk away with a better understanding of how to deal with prospective clients, you’ll be able to figure out if you’re making any mistakes in client dealings and if there’s something more you could do next time.

Reply immediately

First contact should be made immediately after you’ve gotten a work query. It’s important because you won’t be the only freelancer they’ve emailed. They don’t have the time to wait and they want fast results. Send in a reply before they have a chance to consider someone else. In most cases, it doesn’t matter how qualified you are for the job. It’s the early birds that get the job.

Set the tone for negotiations

If they’ve asked you for rates, don’t hedge. State them clearly. I can hear you guys hissing at this, but it’s true. This is your one time shot to get the job and evading a direct question is not the way to go. So state your rates and stop panicking because there’s a way to neutralize your vulnerability.

Right after quoting your rates, let them know that these rates are open for consideration. You can write something along the lines of ‘…these are my standard rates and usually vary depending on the project and amount of work.’

Ask them for more details

Asking for more details encourages the client to respond. A simple “If you could send me more details, I’ll be able to send you a more concrete quotation.” is enough.

If you want, you can also ask them about their budget so that you can decide if their budget would fit in with your rates. This is strongly dependent on your intuition though. Sometimes, I don’t get the vibe that the client will welcome this question so I don’t ask.

Let them know you’re waiting

It may not make much difference, but letting them know that ‘you’re looking forward’ to their response might compel them to reply back with an answer. There are no guarantees of course.

To be frank, the entire email reply is an exercise in subtlety. Unless you’re uber successful and can do without their business, you have to use every trick up your sleeve to get the engage in a negotiation.

Recommend someone

It doesn’t always work out. The stats actually favour the nays than the yays. We’re freelancers though and our super power is handling rejection.

If the job doesn’t work out for whatever reason, don’t forget to recommend another freelancer. Not only is recommending some one good manners, it’s another way to surprise the client pleasantly. If you’re not getting the job, make sure they remember you.

Thank them

‘Thank you’ are two extremely strong words. Whether it works out or not, thank them for their time and consideration. It ends things on just the right note. For all you know, they just may choose you the next time.