How to Say No to A Work Project Or Client: An Email Template

Your team has decided to say no to a big project or client, and it’s your job to send the ‘Thanks but no thanks’ email. Lucky you! We feel your pain – but someone’s gotta do it.

To make your life easier, use the template below to let them down gently while keeping the door open should things change in the future.

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Subject line

Decision re: [project name/client’s name]

Body

Hi James,

Thanks for sending the details of [project or client account/name] through. It sounds like a great opportunity!

After reading through the proposal and having a discussion with my [team and/or manager], we’ve decided that unfortunately we won’t be able to move forward with this [project/client].

As much as we’ve love to take on [project/client name], competing priorities and a full slate of projects means that we simply don’t have the capacity or resources that a project/client such as [insert name of project or client] deserves.

Should things change however, I will of course be in touch.

Best regards,

[Your name]

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Always agonising over those tricky-to-word work emails? Here are 10 pre-written templates to help you navigate those awkward work scenarios.