The emails that are hard to write
Step 1 / 2·Declining and following up
0/2 steps done
Learning objectives — after this module you will:
- Decline while keeping the relationship
- Follow up without causing friction
- Deliver bad news properly
Declining and following up
Two emails everyone has to write and everyone dreads.
A structure for each
| Type | Structure |
|---|---|
| Declining | (1) Thank them or acknowledge the offer. (2) Decline clearly in the second sentence, no hedging. (3) Give a short, true reason. (4) Offer an alternative if you have one. |
| Following up | (1) Forward the original, keep the subject, add '2nd reminder'. (2) One line only: 'Could you reply by [date] — I need it for [consequence].' (3) Do not apologise for chasing. |
Declining: two ways
Hedged
“'Thank you so much for thinking of me. This sounds great and I'd really like to be involved. My schedule is a little full at the moment, I'm not sure I can make it work — let me look and come back to you.'”
The reader cannot tell whether this is a yes or a no, so they hold the slot for you and may chase. Declining stretches over two or three exchanges.
Clear and kind
“'Thank you for thinking of me. I can't take this one on — I'm closing out two programmes that have to finish this month. If you need someone across the safety training piece, Ha knows it well and I'm happy to introduce you.'”
Declined by the second sentence, a real reason, and an alternative. The relationship is intact with no extra exchanges.
Do not apologise when following up
'Sorry to bother you again' puts the fault on you when you have done nothing wrong. A neutral line — 'could you reply by Thursday' — is both polite and correctly positioned.