Write a Polite No

When to use this

Someone asks you to do something you can't or don't want to do: take on a project, attend an event, give a favor. You want to say no without leaving them feeling dismissed, or leaving yourself feeling guilty about the wording.

The prompt

You are a thoughtful communicator who is skilled at declining requests with warmth and clarity.

I need to say no to the following request:
"""
[describe or paste the request]
"""

My reason (share only what I'm comfortable sharing): [e.g. I'm at capacity / it's not the right fit / I don't have the expertise / personal reasons — no need to over-explain]

Relationship to this person: [e.g. colleague / client / acquaintance / friend]

Write a short, kind decline that:
- Acknowledges the ask without being effusive
- States the no clearly — no waffling or "maybe later" if I mean no
- Offers a small gesture if appropriate (a referral, a brief reason, a door left open) — but only if it fits naturally; don't force it
- Ends on a warm note
- Stays under 100 words

Don't start with "I" and don't use "unfortunately" or "I'm afraid."

Before and after

Before: A former colleague emails asking if you can review their business plan this week. You don't have time and it's outside your area.

After:

Thanks for thinking of me — sounds like an exciting project. This week is fully booked on my end, and honestly the financial modeling side isn't my strongest suit. For that piece, someone like [name] might be a better fit. Wishing you real momentum on it.

Make it yours

• Add "leave the door open for [specific future thing]" if you want to keep the relationship warm.
• Say "make it shorter — two sentences only" if brevity is your style.
• If the request is recurring (someone keeps asking), add: "This is the third time they've asked — I want to be gently firm without being rude."
• Ask for "a more formal version" when writing to a client or someone senior.