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

Posted November 21, 2016, by Vivien Luu

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. 

Subject line 

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


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] 

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

Vivien Luu
Vivien Luu

Viv is a writer who enjoys researching and writing about creativity, how the human mind works, and neuro processes. She values creativity above all else and admires people who pursue their career dreams, no matter the sacrifice. In her spare time, she binges on HBO shows and epic fantasy novels.

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