“No”: how to say it politely

Say this instead

1. 01

   I don't have capacity for this right now. If it's the top priority, can we look at which of my current tasks should move down?

   Boss · Chat

   Fits when your manager adds work to a full plate, since it keeps the refusal clear and hands the priority choice back to them.

   Use for my message
   Copy
2. 02

   I'm not able to take that on, as I'm focused on my own deadlines this week.

   Coworker · Chat

   Good for everyday help requests because it gives one short, honest reason and doesn't invite a debate.

   Use for my message
   Copy
3. 03

   Thank you for the suggestion. That falls outside the scope we agreed, so we won't be including it in this project. If it matters to you, we can discuss it separately.

   Client · Email

   Handy when a client asks for extra work, as it points to the agreed scope instead of making the refusal personal.

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   Copy
4. 04

   I'm not going to approve this as it stands. Can we talk through what's behind the request?

   Someone you manage · Chat

   A manager can use this to decline a request while staying curious about the need, and the decision stays in place.

   Use for my message
   Copy
5. 05

   Thank you for thinking of me. I'm not looking to move at the moment, so I'll pass on this one.

   Recruiter / HR · Email

   Polite and final, it closes the door on this role and leaves the recruiter with a good impression.

   Use for my message
   Copy
6. 06

   Thanks for getting in touch. Unfortunately we can't offer that, and I don't want to promise something we can't deliver.

   Customer · Email

   Suits a customer asking for something you can't do, because it is direct and gives no false hope.

   Use for my message
   Copy
7. 07

   I'm not available on Saturday, it's my day off. Hope you find someone to cover.

   Coworker · SMS

   Right for an out-of-hours request, where a short text states your boundary plainly.

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   Copy
8. 08

   I'm offline this evening, so I can't take this on tonight. I'll look at it when I'm back at 9.

   Boss · SMS

   Helps when a late message expects an instant reply, since it sets a limit and names when you'll be back.

   Use for my message
   Copy

Examples

What to avoid

• Long excuses or invented reasons make things worse, and one short, true reason is enough.
• Saying “maybe later” or “I'll try” when you mean no leaves the request open.
• Over-apologizing weakens a boundary that is perfectly reasonable.
• Leaving a request unanswered in the hope it goes away only delays things, so reply promptly and clearly.
• Blaming the other person tends to cause friction, so talk about your capacity or priorities instead.

Related phrases

• Saying “that's not my job” at work→
• Alternatives to “sorry for the late reply” at work→
• “I don't want this”: how to say it politely→
• “I'm not available”: how to say it politely→
• Better ways to say “thank you, but I'll have to decline”→
• A kinder way to say “I'm in a time crunch”→