As a homeowner, declining a sitter application can be challenging. This guide will help you navigate this process with diplomacy, clarity, and consideration.
General Principles
1. Be prompt
2. Be honest, but tactful
3. Be appreciative
4. Be constructive
5. Be clear
Crafting Your Response
1. Express Gratitude
Start by thanking the sitter for their interest and time.
Example: “Thank you for your interest in our sitting opportunity and for taking the time to apply.”
2. Deliver the News Clearly
Be direct but gentle when communicating your decision.
Example: “After careful consideration, we’ve decided to go with another sitter for this opportunity.”
3. Provide a Brief, General Reason
Offer a general explanation without going into specific details that might be hurtful.
Example: “We received many strong applications and had to make a difficult decision based on our specific needs for this sit.”
4. Offer Encouragement
Provide positive feedback to soften the blow and encourage the sitter.
Example: “We were impressed by your experience with large dogs and your flexible schedule.”
5. Wish Them Well
End on a positive note.
Example: “We wish you the best in your future sitting opportunities.”
Sample Decline Messages
For Written Communication (No Video Call)
“Dear [Sitter’s Name],
Thank you for your interest in our house-sitting opportunity and for taking the time to apply. We appreciate your enthusiasm and the experience you shared in your profile.
After careful consideration, we’ve decided to move forward with another sitter whose skills more closely align with our specific needs for this sit. We received many strong applications, which made this a difficult decision.
We were particularly impressed by your experience with cats and your lovely photos. We’re confident you’ll find a great sitting opportunity soon.
We wish you all the best in your future house-sitting adventures.
Warm regards,
[Your Name]”
After a Video Call or Personal Meetup
“Hello [Sitter’s Name],
We want to thank you for taking the time to speak with us about our house-sitting opportunity. It was a pleasure getting to know you during our video call, and we appreciated your thoughtful questions and friendly demeanour.
After much consideration, we’ve decided to go with another sitter who has more experience with our specific breed of dog. This was a tough decision, as we were impressed by your enthusiasm and your clear love for animals.
We particularly enjoyed hearing about your previous sitting experiences and were impressed by your proactive approach to home security. These qualities will undoubtedly be valuable in your future sitting opportunities.
We wish you the best of luck in your house-sitting journey and are confident you’ll find a perfect match soon.
Kind regards,
[Your Name]”
Communication Methods: Pros and Cons
Written Communication (Email or Message)
Pros:
– Allows time to carefully craft the message
– Provides a record of the communication
– Gives the sitter time to process the information
Cons:
– Lacks personal touch
– May be perceived as impersonal
– Tone can be misinterpreted
Phone Call Followed by Email
Pros:
– More personal and empathetic
– Allows for immediate clarification
– Shows extra effort and consideration
Cons:
– Can be more emotionally challenging for both parties
– May catch the sitter off-guard
– Requires more time
Best Practice
Consider a hybrid approach: a brief, compassionate phone call followed by a detailed email. This combines the personal touch of a call with the clarity and record-keeping of written communication.
Example approach:
1. Call the sitter to deliver the news personally
2. Follow up with an email summarising the call and providing any additional feedback
## Providing Constructive Feedback
If appropriate, offer specific, constructive feedback to help the sitter improve:
– Focus on actionable points
– Be specific but tactful
– Frame suggestions positively
Example: “We noticed you have limited experience with large dogs. Gaining more experience in this area could open up more sitting opportunities for you.”
Conclusion
Remember, declining a sitter application with grace and consideration not only helps the sitter but also maintains your reputation as a thoughtful homeowner. Your kindness and constructive feedback can make a significant difference in a sitter’s journey.