Politely decline a request
Say no clearly and kindly, without leaving false hope or over-explaining.
When to use it
Use when you need to turn something down. The kindest no is a clear one, offered warmly and without a dozen excuses.
The template
Hi [Name], Thank you for thinking of me for [request]. I am not able to take this on right now, as [brief honest reason]. I did not want to leave you waiting, so wanted to let you know early. If [alternative/when] would help, I am glad to [small offer]. Best, [Your name]
Pick a tone
Dear [Name], thank you for considering me for [request]. Unfortunately I am unable to take it on at this time due to [brief honest reason]. I appreciate you thinking of me and wish you well with it.
Hi [Name], thanks so much for asking me about [request]! I have to pass this time, [brief honest reason], but I really appreciate you thinking of me. Happy to [small offer] if that helps.
Hi [Name], thanks for the offer on [request]. I cannot take it on right now ([brief honest reason]), but wanted to let you know early.
Common mistakes to avoid
- A vague "maybe" that leaves the person hanging instead of a clear no.
- Piling on excuses, which sounds defensive. One honest reason is enough.
- Being so blunt there is no warmth at all.
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