Professional English to Say No

Saying no at work is awkward, and it’s an extra challenge to do so in professional English.

This goes for all levels of English-speakers, and probably in all languages. So when your co-worker asks you to add another task to your list, or take on a massive project, or participate in a useless meeting…how can you say “no”?

Firstly: don’t say exactly what is on your mind (if your inner thoughts are similar to mine, you’d probably lose your job the minute you voiced them to a colleague). Instead, for beautiful, harmonious professionalism, transform what you WANT to say, into what you SHOULD say. Here are 6 examples to keep your professional English on track.

1. NO WAY, I’ve got too many tasks

Probably the most common reason for saying no at work is when you’re asked to do more work than is humanly possible. Before you respond with the “NO WAY!” sentence above, try an assertive response like:

Sorry, but I can’t take on more work at the moment. I’m sure you understand.

The best thing is, the expression “I’m sure you understand” is vague, it calls for the other person to show empathy, and is basically very difficult to contest. Nobody is going to reply with “no I don’t understand” (or at least we hope not). A winner for professional English!

“Thanks for thinking of me, but I think we can find a better fit for this particular project. “

2. ABSOLUTELY NOT, you’re asking too late

Last-minute demands are irritating, but instead of responding with the line above, let’s keep professional English with a phrase like this:

Due to timing, I would be unable to give this task the proper attention it deserves. I’m sure you understand.

Here you’re using the hypothetical “would” to show that there is not a real chance of this happening with such short notice. Not. A. Chance.

3. NO. NO. NO. I’m not working outside my scheduled hours

16.59 on a Friday afternoon and a colleague starts making demands about things that need to be completed “urgently”. Sound familiar?

Working during your personal time is NOT an option! That time is for YOU! So instead, reply with this phrase:

I’m happy to discuss this on Monday when I return to the office.

Now close your laptop and enjoy the weekend.

4. Nahhhh…I don’t know how to do that

An honest reason for saying no at work is when you really have no idea about the task in question! Instead of admitting that directly, a smart way to phrase that is:

Thanks for thinking of me, but I think we can find a better fit for this particular role/task/project.

“A better fit” = someone else (preferably someone you don’t like).

5. NOT NOW, ask me later when I’m free

Maybe you just need a little more time before you can agree to whatever is being asked of you . In that case, reply with:

Another time might work. Let me get back to you.

This shows that you are happy to comply…within reasonable time expectations.

As a side note, you might benefit from learning how to organise your work day in English. Check out the video!

6. NO…because no

Sometimes you just don’t want to. As tempting as it is simply say I DON’T WANT TO, it’s better to rephrase that concept with professional English.

Giving your co-worker a vague answer will help you here, for example:

Sorry, I can’t commit to that right now.

With no opening here for questions or follow-up, the message is short and clear: no no no.

But remember to say yes

While these expressions are great ways to turn people down, you will (unfortunately) need to say “yes” at some points, too. Your boss probably wouldn’t accept “another time might work” in the same way as your colleague.

However, when used in an appropriate context, these expressions are definitely useful tools to set boundaries. Best of all, they use professional English and are cordial in their tone – the perfect balance for saying no at work.