20 Sample Emails Declining Services

From time to time, we all find ourselves in situations where we need to decline a service, an offer, or a request.

Maybe you’re too busy to take on a new project, or the proposed terms don’t align with your goals.

Whatever the reason, crafting a polite, professional email to decline services can be challenging.

But don’t worry – we’ve got you covered.

In this article, we’ll share 20 sample emails you can use as templates or inspiration when you need to say “no” in a way that preserves your relationships and reputation.

Each email is tailored to a specific scenario, so you can find the one that best fits your needs.

After reading through these examples, you’ll have the confidence and language to graciously decline any offer that comes your way.

Sample Emails Declining Services

1. Declining a Consulting Opportunity

Subject: Unfortunately, I must decline the consulting opportunity

Dear [Name],

Thank you for reaching out about the consulting opportunity with [Company Name]. I truly appreciate you considering me for this project.

After carefully reviewing the scope of work and my current commitments, I’ve come to the difficult decision that I won’t be able to take on this engagement at the present time. My schedule is fully booked for the next several months, and I won’t be able to dedicate the time and focus this important project deserves.

I’m grateful for the opportunity and would love to keep in touch for potential future collaborations when my availability opens up. In the meantime, if I can recommend any other consultants who may be a good fit, please let me know.

Wishing you all the best,

[Your Name]

2. Turning Down a Job Offer

Subject: Thank you for the offer – I have decided to decline

Dear [Hiring Manager],

I want to express my sincere gratitude for offering me the position of [Job Title] at [Company Name]. I very much enjoyed our conversations and learning more about the exciting work your team is doing.

After much consideration, I have made the difficult decision to decline the offer at this time. While it is a fantastic opportunity, I have accepted another position that I believe more closely aligns with my current career goals and desired trajectory.

I deeply appreciate the time you invested in considering me as a candidate. [Company Name] seems like a wonderful place to work, and I wish your team every success.

If our paths cross again in the future, I would welcome the chance to reconnect. Thank you again for your understanding.

Best regards,

[Your Name]

3. Saying No to a Client Request

Subject: Unable to accommodate a request for [Project]

Hi [Client Name],

I hope you’re doing well. I wanted to follow up on your request for [specific project or task].

After taking a close look at our current project plan and resources, I’m afraid we won’t be able to accommodate this additional request within the current scope of work. Taking on this extra project would strain our team’s capacity and potentially impact the quality and timeline of our core deliverables.

I know this may be disappointing news, but please know that we are fully dedicated to completing all of the work we’ve already committed to at the high standard you expect from us. If this is a critical priority, perhaps we can discuss adjusting the overall project scope or timeline to make space for it.

Thank you for your understanding. I’m happy to hop on a call to discuss further and brainstorm alternative solutions.

Regards,

[Your Name]

4. Declining an Invitation to Speak

Subject: Regretfully, I must decline the speaking invitation

Dear [Organizer’s Name],

Thank you so much for inviting me to speak at the [Event Name]. I’m truly honored that you thought of me and appreciate your kind words about my work in [area of expertise].

Unfortunately, due to a prior commitment, I won’t be able to participate in this year’s event. I’ll be out of the country presenting at another conference on the same dates.

I’m saddened to miss the opportunity to connect with the [Event Name] community and share my insights on [topic]. If there are any other ways I can contribute, such as providing materials for attendees or recommending another speaker, please let me know.

I hope the event is a great success, and I’d love to be kept in mind for future opportunities.

Warmest regards,

[Your Name]

5. Declining a Vendor’s Services

Subject: We have chosen another vendor for [Project/Service]

Dear [Vendor Name],

I want to sincerely thank you for the time and effort you put into your proposal for [project/service]. We were impressed by your team’s experience and the solutions you put forth.

After careful consideration, we have decided to move forward with another vendor for this particular project. While your offer was competitive, we found another provider that we feel is the best fit for our current needs and budget.

Please know that this decision was not made lightly, and we greatly appreciate your willingness to work with us. We will certainly keep you in mind for future opportunities that may be a better match.

If you have any other questions, please don’t hesitate to reach out. Wishing you and your team all the best.

Regards,

[Your Name]

6. Saying No to a Freelance Project

Subject: Unable to take on [Project Name] at this time

Hi [Client Name],

Thank you for reaching out about the [Project Name] opportunity. I appreciate you considering me for this work – it sounds like an exciting project!

After reviewing my current commitments and the project timeline, I’m afraid I won’t be able to take on this assignment at the moment. My schedule is fully booked for the next [timeframe], and I wouldn’t want to overcommit and risk delivering subpar work.

I know finding the right freelancer can be challenging, so I’d be happy to recommend a few other [writers/designers/developers] in my network who may be a good fit and have more immediate availability. Please let me know if you’d like me to make those introductions.

Thank you again for the opportunity, [Client Name]. I hope we can work together in the future when my schedule allows.

Best,

[Your Name]

7. Declining a Partnership Offer

Subject: Re: Partnership opportunity between [Your Company] and [Their Company]

Dear [Name],

I hope this email finds you well. I wanted to follow up on your proposal for a partnership between [Your Company] and [Their Company].

First, let me say that we are flattered by your interest in collaborating with us. We have great respect for the work [Their Company] is doing in [industry/space], and there could be interesting synergies between our businesses.

However, after careful consideration and discussions with our leadership team, we have decided that a formal partnership doesn’t align with our strategic priorities at this time. We’re currently focused on [company goals/initiatives] and feel our resources need to be fully dedicated to those efforts.

That said, we would love to stay in touch and explore other ways to support and promote each other’s work. Perhaps we could [cross-promote content, co-host an event, etc.] as a first step toward finding mutually beneficial collaborations.

Thank you again for considering us as a potential partner. Wishing you and your team continued success.

Warm regards,

[Your Name]

8. Turning Down a Project Proposal

Subject: RE: Proposal for [Project Name]

Hi [Name],

Thank you for sending over the proposal for [Project Name]. I appreciate the thought and detail you put into outlining the project scope and deliverables.

After reviewing the proposal with my team, we’ve decided that this project isn’t the right fit for us at this time. While it’s an intriguing opportunity, we’re currently focused on [company priorities] and don’t have the bandwidth to take on a project of this scale.

I know you put a lot of work into this proposal, and I want to assure you that our decision is not a reflection on the quality of your ideas. We think the project has great potential, but the timing isn’t right for our team.

If you have any other opportunities that are smaller in scope or more aligned with our current focus areas, we’d be happy to consider them in the future.

Wishing you all the best as you move forward with [Project Name]. I’m sure it will be a success.

Best regards,

[Your Name]

9. Saying No to a Collaboration Request

Subject: Unfortunately, I’m unable to collaborate on [Project]

Hi [Name],

I hope you’re doing well! I wanted to thank you for reaching out about collaborating on [Project]. I’m truly flattered that you thought of me and appreciate your kind words about my work.

Unfortunately, after looking at my current commitments and priorities, I don’t think I’ll be able to take on this collaboration at present. My plate is quite full with [existing projects/responsibilities], and I wouldn’t want to overextend myself and not be able to give this project the attention it deserves.

I’m a big fan of the work you’re doing and would love to find ways to support your efforts, even if I can’t be directly involved. If you’re open to it, I’d be happy to share your project with my network or provide feedback on your ideas.

Thank you again for considering me, [Name]. I hope our paths cross again soon under better circumstances.

All the best,

[Your Name]

10. Declining an Event Sponsorship

Subject: Unable to sponsor [Event Name] this year

Dear [Event Organizer],

Thank you for inviting [Company Name] to sponsor [Event Name] this year. We appreciate you thinking of us and are honored to be considered.

After a careful review of our budget and marketing priorities for the year, we, unfortunately, won’t be able to participate as a sponsor this time around. We’ve had to make some tough decisions about where to allocate our resources, and we’re limiting our event sponsorships to a select few that most closely align with our current initiatives.

We truly believe in the value of [Event Name] and the opportunity it provides to [benefit to sponsors]. While we can’t commit to being a financial sponsor, we’d love to explore other ways to support the event and stay involved with the community, such as [alternative forms of support].

If you’re open to further discussion, I’m happy to hop on a quick call and brainstorm ideas. We want to maintain a strong relationship with [Organization Name] and are committed to finding ways to collaborate.

Wishing you a fantastic event,

[Your Name]

11. Saying No to a Board Position

Subject: Regretfully declining invitation to join [Organization] Board

Dear [Name],

I hope this message finds you well. I wanted to express my sincere gratitude for considering me for a position on the [Organization Name] Board of Directors. I am deeply honored by your confidence in me and the opportunity to contribute to such an impactful organization.

After much reflection and consideration of my current commitments, I have made the difficult decision to decline the invitation at this time. As much as I would love to serve on the board, I don’t feel I could devote the necessary time and energy to the role while also fulfilling my existing responsibilities.

I remain a passionate supporter of [Organization Name] and its mission. While I may not be able to serve in a board capacity right now, I’m happy to explore other ways to stay engaged and contribute my skills and resources. Please don’t hesitate to reach out if there are other opportunities for me to make a meaningful impact.

Thank you again for your understanding and your commitment to [Organization Name]. I look forward to continuing to support your vital work in any way I can.

Warmest regards,

[Your Name]

12. Declining a Business Proposal

Subject: RE: Business proposal for [Venture/Project]

Dear [Name],

Thank you for sharing your business proposal for [Venture/Project]. I appreciate you considering me as a potential partner and value the trust you’ve placed in me.

I’ve taken the time to thoroughly review the details of your proposal and discuss it with my team. While I think the concept has great potential, I, unfortunately, won’t be able to move forward with this opportunity at the present time.

As an organization, we’re currently focused on [company priorities/goals] and have limited resources to devote to new ventures. After careful evaluation, we didn’t feel we could give this project the time, attention, and investment it would need to succeed.

Please know that this decision is not a reflection of the quality of your ideas or the viability of the project. I think [Venture/Project] could be hugely successful under the right circumstances, but the timing and fit aren’t quite right for us.

If you’re open to it, I’d be happy to provide some feedback on your proposal or make introductions to others in my network who might be more well-suited partners.

Wishing you all the best as you move forward with this exciting venture.

Regards,

[Your Name]

13. Saying No to a Mentorship Request

Subject: Unfortunately, I’m unable to take on a mentee at this time

Hi [Name],

Thank you for reaching out and expressing interest in having me as a mentor. I’m truly flattered that you see value in my experience and insights.

While I’m passionate about supporting the growth and development of others, I’m afraid I can’t take on a mentee at the moment. My current commitments and responsibilities leave me with limited time for mentorship, and I wouldn’t want to take on a mentee if I couldn’t fully show up and provide the guidance they need.

That said, I’m happy to provide some one-time advice or point you toward resources that have been helpful for me in my career journey. If you have specific questions or topics you’d like to discuss, feel free to send those along, and I’ll do my best to share my perspective.

In the meantime, I’d encourage you to [join a relevant industry association, attend networking events, seek out online communities] to connect with other professionals who may be able to offer mentorship and support.

Thank you again for considering me, [Name]. While I may not be the right fit as a long-term mentor right now, I’m cheering you on and wishing you all the best in your career.

Warmly,

[Your Name]

14. Declining a Job Referral Request

Subject: Re: Request for job referral at [Company Name]

Hi [Name],

I hope you’re doing well! Thank you for reaching out and sharing your interest in the [Job Title] role at [Company Name]. I appreciate you thinking of me as someone who could potentially refer you for the position.

While I would love to support your application in any way I can, I’m afraid I don’t feel comfortable providing a formal referral at this time. As per my policy, I only refer candidates who I have directly worked with and can speak to their specific skills and experience as they relate to the role.

Since you and I haven’t had the opportunity to collaborate professionally, I wouldn’t be able to provide the kind of detailed, firsthand recommendation that I believe a referral requires. I hope you can understand my position on this.

That said, I’m happy to provide any general advice or insights I have about the company and its culture. If there are other ways I can assist with your job search, please let me know. I’m rooting for your success and hope you find a great fit, whether it’s at [Company Name] or elsewhere.

Wishing you all the best in your career journey,

[Your Name]

15. Saying No to a Freelance Writing Request

Subject: Unable to take on a writing project

Hi [Name],

Thanks for reaching out about the [Type of Writing] project. I appreciate you considering me for this opportunity and taking the time to share the details.

After reviewing the project scope and timeline, I’ve determined that I won’t be able to take on this work at present. My writing schedule is fully booked for the next [timeframe], and I wouldn’t be able to give this project the attention and care it deserves.

I know finding the right writer can be challenging, so I’d be happy to recommend a few other freelancers in my network who may be a good fit and have more immediate availability. Please let me know if you’d like me to make those introductions.

Thank you again for thinking of me, [Name]. I hope we can work together in the future when my schedule allows.

Best regards,

[Your Name]

16. Declining a Guest Blogging Opportunity

Subject: Unfortunately, I’m unable to contribute a guest post at this time

Dear [Name],

Thank you for inviting me to contribute a guest post to the [Blog/Publication Name] blog. I’m truly flattered by the opportunity and have great respect for the content you publish.

After giving it some thought, I’m afraid I won’t be able to write a guest post at this time. My current projects and deadlines have my writing schedule at capacity, and I wouldn’t be able to give a guest post the time and effort needed to meet the high standards of your publication.

I would, however, love to support your content in other ways. If you’re open to it, I’d be happy to share and promote your articles with my network, or participate in an interview or expert roundup if those formats are a fit.

Thank you again for considering me, [Name]. I look forward to continuing to learn from the valuable insights shared on [Blog/Publication Name].

All the best,

[Your Name]

17. Saying No to a Pro Bono Project

Subject: Unable to take on pro bono [Project Type]

Hi [Name],

I hope this email finds you well. Thank you for reaching out about the opportunity to work on a pro bono [Project Type] for [Organization Name]. I truly admire the important work your organization is doing in [cause/issue area].

As much as I would love to contribute my skills to support your mission, I’m unfortunately not in a position to take on additional pro bono work at this time. My current commitments and financial obligations require me to focus on paid projects and limit the amount of volunteering I can do.

I hope you can understand my position. Please know that this decision is in no way a reflection of the value and importance of your work. I would love to find other ways to support [Organization Name] that are more manageable with my current constraints.

Perhaps I could [share your fundraising campaigns, amplify your content, make an introduction to a potential sponsor]? I’m open to brainstorming ideas if you’d like.

Thank you again for thinking of me, [Name]. I’m cheering on your team and the vital work you’re doing. Please keep me in mind for future opportunities to get involved.

Warmly,