client_decline_email
Write a professional decline email for client project inquiries when capacity, fit, timing, or budget prevent acceptance. Maintains warmth and optionally suggests a referral.
Instructions
Write a professional email declining a client project inquiry — when you can't or shouldn't take the work. Covers four common situations: capacity (you're fully booked), not_fit (the project isn't the right match for your skills or style), timing (wrong timing — project start doesn't align), or budget (their budget doesn't meet your rates). Warm and respectful throughout: preserves the relationship, never burns a bridge. Optionally offers to refer them to someone better suited — turning a decline into goodwill. Most freelancers either ghost prospects or write awkward excuses; this is the professional middle path that keeps the door open for future work. Does not count against your monthly draft limit.
Input Schema
| Name | Required | Description | Default |
|---|---|---|---|
| client_name | Yes | Client's first name or full name | |
| project_name | No | Name or short description of the project being declined (optional) | |
| decline_reason | No | Primary reason for declining: capacity (fully booked), not_fit (wrong match), timing (dates don't work), budget (below your rate). Defaults to capacity if omitted. | |
| suggest_referral | No | Whether to offer to pass their details to someone who might be a better fit (default true) | |
| your_name | No | Your name for the sign-off |