Xylora Studios declines briefs that do not align with our core capabilities, operational hours, or commercial terms. Every submission is reviewed against studio capacity, department fit, and technical viability before any work is scheduled.
Core reasons for declining a brief
We do not accept every project that enters the studio. A brief is typically rejected under the following conditions:
* Capability mismatch: The requested deliverable sits outside our three core disciplines: Technology, Creative, and Operations & Client Services. We do not take on work where we cannot guarantee professional execution in-house. * Unrealistic turnaround: Projects requiring delivery that compromises quality or demands working outside our studio schedule (Monday to Thursday, 09:00 to 17:00 GMT) will be declined. * Deposits are non-refundable once your production slot is held. Before work begins, sums not yet earned are refunded pro rata; after work begins, completed work and booked time are charged. Defects are fixed free of charge within the acceptance window. The full terms are on the Refund Policy page of the main site. Prospective clients who require speculative work, pay-on-delivery terms, or custom penalty clauses will have their brief rejected. * Insufficient brief or missing prerequisites: Where a project requires existing assets, brand guidelines, or system access, but the client cannot or will not supply them, we will not proceed. * Ethical, legal, or regulatory boundaries: We immediately turn down projects involving unlawful activity, deceptive marketing, or content that breaches UK law.
The brief review process
When you submit a project through our portal, your brief moves through an internal triage sequence:
1. Receipt and intake: Operations & Client Services logs the enquiry. Our first reply target is within 24 hours of submission during working hours. 2. Departmental review: The brief is passed to the lead for Technology or Creative to assess feasibility, technical scope, and resource availability. 3. Commercial appraisal: If the work is standard, it is matched against the packages page. If custom, Operations assesses scope and prepares a bespoke quote within 48 hours of receiving a complete, actionable brief. If a discount is applicable via an ambassador referral, the 10–30% discount is validated and applied at this stage. 4. Formal decision: If the project is viable, a formal proposal or quote is issued. If it cannot be accommodated, the client is informed directly via the portal or the Ask Xylo chat.
What happens if your brief is declined
If we decline your brief, Operations & Client Services will send a concise written notice detailing why. We do not leave briefs unanswered.
* Declined due to timeline: If current studio capacity prevents us from meeting your target date, we will state the earliest calendar opening we can offer. * Declined due to scope: If the brief lacks technical definition or combines incompatible deliverables, we will outline what needs clarification so you can revise and resubmit. * Declined due to capability or policy: The decision is final. We will state that the studio cannot take on the work, enabling you to pursue other providers without delay.
Typical failure cases
* The emergency weekend launch: A brief submitted on Thursday afternoon demanding a complete website launch by Monday morning cannot be fulfilled. Studio production operates Monday to Thursday only. * The open-ended brief: Enquiries that ask for "a quote on an app" without platform specifications, functional requirements, or wireframes cannot be quoted. We require clear functional constraints. * Contingency or revenue-share models: We work on fixed package pricing or formal bespoke quotes. Requests to defer payment to product launch or tie compensation to client revenue are declined.
Brief submission checklist
Before submitting your brief, verify the following points to ensure it passes intake review:
* The scope sits clearly within Creative, Technology, or Operations & Client Services. * The required delivery timeline accommodates Monday to Thursday, 09:00–17:00 GMT operational hours. * You have documented all technical requirements, assets, and project objectives. * If you have an ambassador referral for 10–30% off, the referral code or referrer details are included in the initial submission for quote confirmation.