Writing a Letter or Email

• 1). Acknowledge the receipt of the assignment and thank the recipient for his faith in your ability to complete the task thoroughly and properly. The first paragraph should express your respect for the recipient and his judgment.
  
  
• 2). Inform the recipient that you are unable to complete the assignment in the second paragraph. For example: "Regrettably, I am unable to perform this assignment to the standard it requires." Briefly explain your reasons, factually, unemotionally and respectfully, why you are not the best personnel solution for the assignment.
  
  
• 3). Suggest an alternative in the third paragraph. For example: "Let's meet to discuss alternatives. Although I am not a good candidate at this time, we may be able to work together to find a resolution."
  
  
• 4). Close and sign the letter formally, with your name, title, if applicable, and contact information. Save a copy for yourself, and send the letter via certified mail. If you're sending an email, save a copy to your sent folder; you may wish to copy a colleague on your response. Use discretion if you do.
  
  

Declining an Assignment Face-to-Face

• 1). Call the requester and ask if she has a few minutes to speak with you privately.
  
  
• 2). Greet her warmly, with a handshake if appropriate. Maintain eye contact and use a firm grip.
  
  
• 3). Explain why you've asked to meet. Speaking clearly and without hesitation, acknowledge the opportunity. For example: "I'd like to discuss the project you recently assigned me. Thank you very much for the opportunity."
  
  
• 4). Identify your reservations about your ability to complete the task, briefly and firmly. Don't criticize the project; focus on your own ability only. For example: "I really appreciate the faith in my ability that you've shown. However, I'm not able to accept this assignment at this time due to other commitments I've made, and it wouldn't be fair to you or the project to promise a result I can't deliver."
  
  
• 5). Brainstorm ideas or suggest alternatives before thanking her again and leaving. Don't throw the project back in her lap and walk away; discussing solutions shows you've given the matter serious thought.