“I'm not available”: how to say it politely

Say this instead

1. 01

   I can't take this on this week because of my current deadlines. If it's more urgent than those, can we talk about what should move?

   Boss · Chat

   Fits when your boss adds work to a full plate, since it declines and hands the trade-off back to them.

   Use for my message
   Copy
2. 02

   I can't make 3pm, I'm tied up then. Go ahead without me, and please send me the notes afterwards.

   Coworker · Chat

   Brief enough for a meeting clash, and it lets the team carry on without waiting for you.

   Use for my message
   Copy
3. 03

   Thank you for the invitation. I'm unavailable on that date, so I won't be able to attend.

   Client · Email

   Suits a formal invite you can't accept because it is polite, final and needs no long reason.

   Use for my message
   Copy
4. 04

   I'm offline after 6 today and won't be checking messages this evening.

   Someone you manage · Chat

   Sets a clear boundary for someone you manage and shows them it's fine to switch off too.

   Use for my message
   Copy
5. 05

   Thanks for thinking of me. I'm not looking to move roles right now, so I'll pass on this one.

   Recruiter / HR · Email

   Good when you aren't open to offers, as it is courteous and doesn't invite a follow-up pitch.

   Use for my message
   Copy
6. 06

   Hi, I'm unavailable for calls today. Please text me the details here instead.

   Customer · SMS

   Handy when you can't pick up the phone but still want the request in writing.

   Use for my message
   Copy
7. 07

   I'm off this Saturday and won't be able to work. Please plan the cover without me.

   Boss · SMS

   Right for a last-minute weekend ask because it states the boundary plainly and leaves nothing open.

   Use for my message
   Copy
8. 08

   Thanks for asking. I don't have the capacity to help with this right now, so I'm going to say no.

   Coworker · Email

   Fits a request for ongoing help, and naming capacity as the reason is honest and hard to argue with.

   Use for my message
   Copy

Examples

What to avoid

• Don't invent a long excuse, because a short, true reason is easier to defend.
• Saying maybe when you mean no only leads to more requests.
• Piling on apologies suggests a fault where there isn't one.
• Going silent is worse than replying, since a short no is kinder than no answer.
• Hinting at a yes you don't intend, like saying you'll see what you can do, sets up a harder conversation later.

Related phrases

• Saying “do your own work” at work→
• What to say instead of “leave me alone”→
• Alternatives to “first come, first served” at work→
• How to say “please go somewhere else” professionally→
• “I can't make it”: how to say it politely→
• Better ways to say “I can't attend the meeting”→