How To Learn To Say No With 36 Examples (Plus Tips)

Updated 30 September 2022

Saying no to your supervisor, manager and colleagues can be a necessity to ensure you feel comfortable in the workplace. When working in an office, your employer, colleague or manager may ask you do to something you do not wish to perform. Knowing how to refuse professionally and politely is an essential skill that can help you excel in your workplace. In this article, we understand how to learn to say no, explore some examples and discover the tips to say no in your workplace.

How to learn to say no

To understand how to learn to say no, follow these steps:

1. Give a logical reason for saying no

You may have a logical and valid reason for saying no to your colleague or supervisor. Try to explain it to your supervisor properly. Focus on stating the facts so that your colleague or supervisor know that the request they make is not workable.

2. Be straightforward

Another essential point to keep in mind while saying no is being straightforward in the answer. When you answer questions, make sure that the other person understands your refusal to perform a particular duty or task. Instead of saying “I do not think so” or “maybe” say “I cannot” or “I am afraid I would be unable”. Being straightforward eliminates misconception and miscommunication.

3. Briefly explain the reason

When saying no to a job, briefly explain why you are refusing someone. Keep it short and do not delve into too many details when explaining. This helps soften the answer and help the person understand your reason for refusal. Also, keep your answer courteous and straightforward.

4. Express your gratitude

Another way to ensure that the other person accepts your refusal is by showing gratitude. When you say that “I am honoured that you thought of me” or “Thank you so much for your support and enthusiasm”, supervisors and colleagues can be in a better position to accept your apology. It also helps show that you give a valid reason for refusing work or a task.

5. Give an alternative

If you want your managers to consider you as a team player, consider offering an alternative after saying no. When you give an alternative, you are better at saying no in the future. For instance, if your colleague asks you for work, you can say, “I am right on schedule, but I can suggest someone who can help you in your task.” This shows that you are an agreeable and helpful person while respecting workplace boundaries.

6. Keep it professional

Regardless of the situation and the reason for saying no, keep the conversation strictly professional. Even if you have a personal issue with a task, ensure it does not reflect in your answer. Answering professionally can help you refuse work without facing any challenges.

7. Stick to your answer

After refusing a job or task, stick to it. When you agree and say yes to a task that you initially refused, you come across a person who initially refuses but agrees to things. When you stick to your answer, managers and colleagues know that there is no chance of persuading you for the work. Being confident in your answer can help you in your workplace.

8. Explain the negative impact of your request

If a task you are refusing negatively affects your organisation, use facts to explain your situation. Giving facts makes your reason logical. This makes you come across as a professional who cares about the well-being of a company.

Tips for saying no

Use these tips to refuse work at your workplace:

Never apologise. When saying no, never apologise and give all kinds of illogical reasons. When you apologise while refusing work, it might not sound professional.
Never lie. When refusing someone for work or favour, never give a false reason. Lying in the workplace is not acceptable.
Be polite. Even when refusing, be polite. When you are polite, others can better understand the reason for refusal.
Practice saying no. Imagine a scenario you might encounter in the workplace and practise saying no. You can practise it with a friend.
Be assertive. When refusing someone about favour and task, making eye contact can help convey your message to the listener.

36 ways to nicely say no

Having the ability to say no at work can help you take charge of your career and excel in your work. When refusing an employer or colleagues, use these examples to say no politely:

“Taking up additional responsibilities would be a great opportunity for me, but my schedule for the entire week is hectic because I am attending several meetings with financial stakeholders. I suggest that Harsh start the preliminary work and I can join him after a month.”
“I appreciate your offer, but I cannot accept it.”
“Now, I do not have the time to complete it. I can recommend someone who can help you.”
“It would be my pleasure to join you, but right now, I am overwhelmed with the work I have.”
“I already had a negative experience working on a similar project. So, I would like to decline the current offer.”
“Thank you so much for inviting me to the conference, but that day is my son's birthday and I never miss it.”
“I cannot become a speaker at your event, but I can help you promote it on my personal and professional blog.”
“Thank you for asking, but I am not taking up any other project while I am already working on a time-sensitive project.”
“No, thank you. I would appreciate it if you would have accepted my suggestion.”
“Off lately, I have been spending too much money. Can I join the party after receiving my salary?”
“Unfortunately, I cannot say yes, but I wish you luck in completing your project.”
“I want to handle imports, but I feel I require more experience with international rules and regulations before I move ahead.”
“I am afraid that I am on a tight schedule because the project requires submission today. Can we discuss the project after lunchtime?”
“I cannot work late in the evening because it's my parent's anniversary.”
“None of the dates for scheduling a meeting works for me. Can you send me more dates to schedule a meeting?”
“Thank you so much for your support and enthusiasm. I cannot help you at this point.”
“This work does not fall under my purview. Kindly contact my manager to learn whom to ask for help.”
“I know you expected a different answer, but I cannot make this work right now.”
“That sounds interesting, but you might have to wait for another month.”
“I am very busy with my family right now and I cannot take the call.”
“I promised my career coach that I cannot take up any work right now because I want to focus on one skill at a time.”
“I appreciate you thinking about me, but I am already booked for that day.”
“Let me think about the project once. Can I get back to you on this tomorrow?
“I enjoyed helping you with the last project. Unfortunately, my calendar is full this time and I cannot assist you right now.”
“Thank you. I would like to pass on this time.”
“I wish I could help you, but I really cannot do anything.”
“My schedule is full for the next week. You can check with the other department.”
“I am not interested in working right now. I am sure someone would love this opportunity.”
“That sounds exciting, but I have a lot of things going on at home.”
“Let me get back to you in a day or two, but I am not sure whether I can make such a long-term commitment.”
“I cannot commit to the work because my team needs me for the same project.”
“Though this sounds like a great opportunity, it would be good If I pass. Thank you for considering me.”
“I cannot pick up the weekend shift, but I can cover you for Monday or Tuesday if that suits your requirement.”
“I cannot handle the hiring manager's meeting for you because I am busy onboarding a new hire and have a deadline to meet.”
“Though this a sweet pitch, our organisation does not have the budget for this type of project.”
"Thanks for thinking about me, but I am too busy on other projects."

How To Learn To Say No With 36 Examples (Plus Tips)