How to Write a Disregard Email that Respects the Reader’s Time

Have you ever found yourself in a situation where you need to write a disregard email? Whether it’s declining an invitation, turning down a job offer, or simply letting someone know that you’re not interested in their proposal, there are times when saying no is the best course of action. But how do you do it in a way that is both polite and professional?

Fortunately, writing a well-crafted disregard email is easier than you might think. While it can be challenging to turn someone down gracefully, there are a few tried-and-true techniques that can help you do so with ease. In this article, we’ll explore some of the key steps to writing a successful disregard email, including tips on tone, structure, and content.

To make the process even easier, we’ve also included some examples of disregard emails that you can use as a starting point. Simply edit them as needed to fit your specific situation, and you’ll be well on your way to crafting a effective email that gets your message across without causing offense.

So whether you’re a seasoned communications professional or just looking to improve your writing skills, read on to learn more about how to write a disregard email that leaves a positive impression. With these tips and tricks in hand, saying no will be a breeze!

The Best Structure for an Effective Disregard Email

Disregard emails are emails that you send to inform recipients that the information contained in a previously sent email is either incorrect, incomplete, or irrelevant. As a professional, you want to ensure that your disregard email is clear and effective.

Here are a few tips on how to structure a perfect disregard email that will help you maintain professional communication with your colleagues and clients.

Subject Line

Your subject line should be direct and to the point. It should contain the words “Disregard” or “Correction” to ensure that the recipient understands the purpose of the email. Be sure to include the original subject line as well, so they are clear on which email the disregard email pertains to.


Start your email with a professional greeting. If it’s formal, use “Dear” followed by their name or “Hello” if it’s more casual. Thank the person for their time and attention in reading the original email.

The Body of the Email

The body of your email should be concise and straightforward. Start by acknowledging the information in the previous email that needs to be disregarded, providing context to the error or confusion. Then, state what information or action you want the recipient to take, whether it’s to ignore the previous email or update related documentation with a correction. Be sure to express your apologies for any inconvenience the miscommunication or error may have caused, and let them know that you’re available to answer any follow-up questions.


Your closing should be brief but courteous. Before you sign off, give them a final thank you for their understanding and cooperation. Depending on the relationship between you and the recipient, you can end with formal expressions like “Sincerely” or “Best regards,” or a more informal “Cheers!”


Include your full name and contact information in your signature. This will help the recipient identify who you are and how to reach you if they have any further concerns.

By following this structure for your disregard emails, you ensure that you maintain a professional image while communicating clearly and concisely. Your aim is to provide value and clarity, even if that clarity has to come in the form of telling someone to disregard the previous message.

Sample Disregard Emails for Different Reasons

Disregard Email for Job Offer

Dear [Name],

Thank you for offering me the position as [Job Title] at [Company Name]. While I greatly appreciate the opportunity, after careful consideration, I have decided to decline the offer.

I have recently received another offer that aligns with my career goals and aspirations. I hope you understand my decision and I want to thank you for your time and consideration during the application process. Again, thank you for the offer and I wish you and [Company Name] all the best.

Best regards,

[Your Name]

Disregard Email for Meeting Request

Dear [Name],

Thank you for reaching out to schedule a meeting with me. Unfortunately, due to unforeseen circumstances, I will not be able to attend the meeting at the scheduled time.

I apologize for any inconvenience this may have caused and I would like to request that we reschedule the meeting for a later date. Please let me know if this would be possible and we can find a time that works for both of us. Thank you for your understanding and I look forward to hearing from you soon.


[Your Name]

Disregard Email for Request for Information

Dear [Name],

Thank you for your inquiry about [Topic]. Unfortunately, I am unable to provide you with the information you have requested at this time.

I apologize for any inconvenience this may have caused and I recommend that you contact [Department/Person] for further assistance. They would be better equipped to answer your questions and provide the necessary information. Thank you for your understanding and I wish you all the best in your endeavors.

Best regards,

[Your Name]

Disregard Email for Partnership Proposal

Dear [Name],

Thank you for your interest in partnering with our company. While we appreciate the opportunity, we are unable to accept your proposal at this time.

After careful consideration, we have decided to pursue other opportunities that align more closely with our goals and values. We appreciate your understanding and wish you all the best in your future endeavors. Thank you again for your interest and we hope to keep in touch.


[Your Name]

Disregard Email for Request for Assistance

Dear [Name],

Thank you for seeking my assistance with [Topic]. Unfortunately, I am unable to provide the support you need at this time.

My workload is already at capacity and I am unable to take on any additional tasks at this time. However, I recommend that you reach out to [Department/Person] as they may be better suited to assist you. Thank you for your understanding and I hope you find the help you need.

Best regards,

[Your Name]

Disregard Email for Request for Recommendation

Dear [Name],

Thank you for considering me for [Opportunity]. Unfortunately, I am unable to provide a recommendation at this time.

As much as I would like to support your endeavors, I do not feel that I am the best person to provide a recommendation for you. I recommend that you reach out to [Person] who may be better suited to provide the recommendation you are seeking. Thank you for your understanding and I wish you all the best in your endeavors.


[Your Name]

Disregard Email for Invitation to Event

Dear [Name],

Thank you for inviting me to [Event Name]. While the event sounds like a wonderful opportunity, I will be unable to attend at this time.

I appreciate the invitation and hope that you have a successful event. Thank you again for thinking of me and I hope we can stay in touch for future events.

Best regards,

[Your Name]

Tips for Writing a Disregard Email

Writing a disregard email can be tricky, as you want to convey your message clearly without offending the recipient. Whether you’re cancelling plans or informing them of a change in plans, here are some tips for writing an effective disregard email:

– Start with a clear subject line: Make sure your subject line clearly states that the email is a disregard or cancellation message. For example, “Disregard – Change of plans” or “Cancellation – Our meeting tomorrow”. This will avoid any confusion or misunderstandings.

– Be polite and professional: Regardless of the reason for the disregard, it’s important to maintain a respectful tone throughout the email. Use polite language, such as “I apologize for any inconvenience this may cause” or “Unfortunately, the plans have changed and we must cancel.”

– Provide an explanation (if necessary): If you feel it’s appropriate, provide a brief explanation for the disregard. However, avoid going into too much detail and keep it concise. For example, “Due to unforeseen circumstances, we are unable to proceed with our plans at this time.”

– Offer an alternative (if possible): If you’re cancelling plans or a meeting, consider offering an alternative date or time. This shows the recipient that you still value their time and are willing to make arrangements to meet with them in the future.

– Close with a positive note: End the email on a positive note, such as “Thank you for your understanding” or “We look forward to rescheduling soon.” This helps to maintain a positive relationship with the recipient, despite the change in plans.

Overall, writing a disregard email can be challenging but following these tips can help you to convey your message effectively while maintaining a professional and amicable tone.

FAQs on Writing a Disregard Email

What is a disregard email?

A disregard email is a message you send to notify the recipient that they can disregard a previous message sent by you. It is commonly used in situations where you sent a message that is no longer valid or relevant.

What is the purpose of a disregard email?

The purpose of a disregard email is to prevent confusion and misunderstanding. It is a polite way of informing the recipient that they do not need to take any action on the previous message sent by you.

What should I include in a disregard email?

A typical disregard email should include a clear and concise subject line, a polite greeting, a brief explanation of the reason for the disregard, and a confirmation that no action is required from the recipient. You can also include a thank you note for their attention.

How do I write a polite disregard email?

To write a polite disregard email, start by acknowledging the recipient’s time and attention. Use a friendly tone and language to convey that the previous message is no longer valid or relevant. Be clear and concise and avoid sounding too apologetic or defensive.

When should I send a disregard email?

You should send a disregard email as soon as you realize that the previous message is no longer valid or relevant. This will prevent confusion and ensure that the recipient does not take any unnecessary action.

Can I follow up with another message after sending a disregard email?

Yes, you can follow up with another message after sending a disregard email. However, make sure that the new message is clear and relevant to the recipient and does not contradict the previous message.

Should I include the previous message in the disregard email?

No, you do not need to include the previous message in the disregard email. A simple explanation of why the message is no longer valid or relevant is enough. However, if you want to provide additional context or information, you can include a brief summary of the previous message.

Time to Disregard and Move On

Well, there you have it – the ultimate guide to writing a disregard email. It may not be the most pleasant task, but it’s better to be honest and straightforward than to leave someone hanging. Remember, be respectful and keep it brief. Thanks for taking the time to read this article, and I hope you found it helpful in navigating those tricky situations. Come back soon for more tips and tricks on communication in the modern world. Until then, happy writing!