Guides › Email & Inbox
Say no politely without damaging the relationship
Get a kind, clear email that turns down a request, invite or extra work while keeping the door open where you want it.
When to use it
When you need to decline something
Step by step
Decide what you're offering instead
Work out if there's anything you can offer, such as a later date, a smaller version or a recommendation. It's fine if the answer is nothing.
Ask for a gracious no
Paste the request and this prompt into your AI assistant.
Prompt to copyHelp me say no to this request: [paste or describe the request]. Who it's from: [relationship]. My real reason (you decide how much to share): [reason]. What I can offer instead, if anything: [alternative or 'nothing']. Write a reply under 90 words that thanks them, says no clearly in the first two sentences, doesn't over-apologise or make up excuses, and ends warmly. Give me one version that keeps the door open and one that closes it kindly.Send it promptly
A quick, clear no is kinder than a slow maybe. Send it today if you can.
What you get
Hi Gemma, thank you for thinking of me for the committee. I'm not able to take it on this year, as my evenings are full until the summer. I'd be happy to help with the spring fair on the day if that's useful. Wishing you a great first meeting!
Tips
- Remove 'just', 'sorry' and 'I'm afraid' from the final version; one thank-you is enough.