*This post was created with a self-made CustomGPT based on Sophie’s latest YouTube video. You can find the link to the video at the end of this article.
We all know the situation: a request comes in – perhaps an interview, a collaboration or an invitation – and although we would be interested in principle, we simply don’t have the time or our focus is currently on other projects. Cancellations are difficult, especially if you don’t want to offend anyone. But this is exactly where an AI assistant like ChatGPT can help.
Why rejection is often difficult
Many of us have difficulty turning down requests. Not because we don’t care about their concerns, but because we want to remain respectful. At the same time, we need to focus on the essentials. The solution? Automated communication with heart.
The prompt for professional rejections
Sophie has developed a prompt for precisely this situation that will help you to formulate respectful yet clear rejections. The prompt is based on a modular principle:
An integral part of the prompt:
You are my professional communication assistant. Write a friendly and respectful rejection to the following request. The aim of the answer is to express appreciation, to formulate a clear but polite rejection and, if necessary, to offer an alternative or an outlook.
Variable inputs:
- Request: e.g. interview for bachelor thesis
- Sender perspective: I or we
- Language: German, English, French or Italian
- Reasons: e.g. lack of time, thematic focus, strategic focus
This structure ensures clarity and individuality at the same time. Depending on how you fill in the variables, the rejection will suit your style and situation.
Tips for personalization
You can further customize the prompt, for example:
- Adapt the tone of voice (professional and cordial, humorous, factual)
- Add further specifications (e.g. length of message, reference to previous communication)
This keeps your communication human – even if it is automated.
More than just rejections
And if you are unsure whether you should cancel or accept, there is a suitable prompt for this too: an assistant that creates a structured pros and cons list for you. And who knows – maybe you’ll consciously say “yes” again next time.
Conclusion
With a well thought-out prompt, you can formulate rejections efficiently, clearly and appreciatively at the same time. Use the possibilities of AI to simplify your communication and maintain your focus. And remember: Rejection is not a sign of weakness, but of clarity.
Any further questions?
Do you have any questions? I am happy to support you, act as a sparring partner and answer your questions. I am always happy to receive your messages, preferably by WhatsApp message or e-mail.
