Polite no (without burning bridges)

When you need to decline but keep a good relationship.

Write a short message/email where I thank them for [request] but decline because [reason].

Requirements:
- warm and professional tone
- max 90 words
- suggest an alternative: [alternative] or [new time]
- end with a question

How to use it

1. 1 Copy the prompt below.
2. 2 Paste it into your AI tool (ChatGPT, Copilot, Claude or Gemini).
3. 3 Replace the text in [brackets] with your own details.
4. 4 Send it — and adjust the answer if you want a different tone or length.

Filled-in example

Filled-in example:
[request]="that I do an extra presentation at Friday’s meeting"
[reason]="I’m fully booked with a deadline this week"
[alternative]="I can send a short summary in advance"
[new time]="next week"

Example AI response:
Thanks for asking! I’m not able to take on an extra presentation at Friday’s meeting because I’m fully booked with a deadline this week.

I can send a short summary in advance instead, or we can do it next week if that works.

What would you prefer?

Free to use. No account needed. Never share national ID numbers, health data or customer data with a public AI tool.