100 Examples: How To Politely Decline a Request - Status.net (2024)

Sometimes, you just have to say no, and that’s perfectly okay. I know it can be tough to find the right words, but I’ve found that being honest and respectful can go a long way in these situations. In this article, we’ll go over examples of how to politely decline various requests.

General Tips for Politely Declining Requests

Keeping Communication Clear and Direct

1. Be honest but kind: “I can’t take on any more tasks right now.”
2. Avoid vague language: “It’s not possible for me to do that at this time.”
3. Stay on topic: “I need to focus on my current projects.”
4. Provide a brief explanation: “Due to my schedule, I can’t help.”
5. Be firm yet polite: “I appreciate the offer, but I must decline.”

Expressing Empathy in Your Response

Showing empathy helps the requester feel understood and respected:

1. Acknowledge the requester’s feelings: “I understand why this is important to you.”
2. Show appreciation: “Thank you for thinking of me for this task.”
3. Offer alternative solutions: “I can’t help, but maybe someone else can.”
4. Recognize the importance of the request: “I see how this could be beneficial.”
5. Genuine compassion: “I’m sorry I can’t assist, but I wish you the best with this.”

Providing a Sincere Apology When Necessary

Apologizing sincerely can smooth over any hard feelings:

1. Direct and heartfelt apology: “I’m sorry, I can’t commit to this.”
2. Acknowledge the inconvenience: “I apologize for any trouble this may cause.”
3. Be honest about your reasons: “Sorry, I have prior commitments.”
4. Express regret: “I regret that I can’t help at this time.”
5. Maintain politeness: “I apologize, but I can’t assist you with this task.”

Professional Settings: Declining Work-Related Requests

Handling Coworkers’ Requests

1. “I’m sorry, but I’m swamped with a project right now.”
2. “I’d love to help, but I have deadlines to meet today.”
3. “I can’t help at the moment, but maybe I can assist you later.”
4. “I wish I could, but I’m tied up with another task.”
5. “My schedule is packed today, can it wait until tomorrow?”
6. “I’m currently unavailable, can I suggest someone else?”
7. “I don’t have the bandwidth for this right now. Sorry!”
8. “I need to focus on my own tasks, unfortunately.”
9. “I’m busy with my work, but let’s find a time later.”
10. “I’m at capacity now, perhaps next week?”

Responding to Customer Service Inquiries

1. “Unfortunately, we can’t process this request at the moment.”
2. “I’m sorry, but we don’t offer that service.”
3. “We appreciate your inquiry, but it’s not possible.”
4. “This exceeds what we can handle right now, apologies.”
5. “We’re unable to fulfill your request at this time.”
6. “Our policy doesn’t allow that service.”
7. “We can’t do that specifically, but here’s an alternative.”
8. “This is not something we offer, sorry for any inconvenience.”
9. “We aren’t able to provide that service.”
10. “Thank you, but we can’t assist with that.”

Rejecting Proposals or Offers from Vendors

1. “Thanks, but we aren’t interested in this offer.”
2. “We’re not looking for these services right now.”
3. “I appreciate the proposal, but we’ll have to decline.”
4. “This doesn’t fit our current needs, thank you.”
5. “We’re not in need of these services, apologies.”
6. “Your offer is valuable, but not useful to us now.”
7. “We’re concentrating on different priorities.”
8. “Our focus is elsewhere at the moment.”
9. “Thank you, but we have other plans.”
10. “Our strategy doesn’t include this at present.”

Dealing with Requests on Short Notice or Out of Scope

1. “I can’t handle this on such short notice, sorry!”
2. “This isn’t within my responsibilities.”
3. “I need more time to address this properly.”
4. “I’m unable to take this on right now.”
5. “This is beyond my current duties.”
6. “I wish I could help, but this isn’t my area.”
7. “Please give me more notice for such requests.”
8. “I’m afraid that’s not part of my role.”
9. “I don’t have the time to manage this now.”
10. “I recommend discussing this with someone else.”

Specific Scenarios and How to Navigate Them

Rejecting a Customer Request for a Discount

1. “Thank you for reaching out, but we cannot offer discounts at this time.”
2. “I appreciate your interest, yet our prices are firm.”
3. “We’re unable to provide a discount, but can I assist with anything else?”
4. “Our services come with fixed pricing to maintain quality.”
5. “Thanks for asking, though we can’t reduce our price.”
6. “Our current pricing is non-negotiable.”
7. “I understand your request, but discounts aren’t available.”
8. “Our prices reflect the value we deliver.”
9. “We adhere to a no-discount policy.”
10. “Thank you for understanding our pricing policy.”

Refusing a Customer Feature Request

Sometimes, customers might request features that aren’t feasible or align with your product vision. Handle these situations with care.

1. “Thanks for the suggestion, but it’s not something we can add right now.”
2. “We appreciate your feedback, but we’re focusing on other features.”
3. “That’s a great idea, but we don’t have plans to implement it.”
4. “Your request has been noted, but it isn’t feasible at this time.”
5. “We aim to improve, but this feature isn’t on our roadmap.”
6. “Thank you for the idea, it’s not something we can do now.”
7. “We understand your need, but they’re outside our current plans.”
8. “We’re focused on different updates at the moment.”
9. “That feature isn’t compatible with our system.”
10. “We’ll keep it in mind, yet it’s not possible now.”

Declining an Invitation or Personal Request

Balancing personal and professional invites with your schedule can be tricky. Here are ways to decline without offending:

1. “Thank you for the invite, but I have other commitments.”
2. “I appreciate the offer, though I need to pass this time.”
3. “That sounds fun, yet I can’t make it.”
4. “Sorry, I have prior engagements on that day.”
5. “Thanks, but I’m afraid I’ll have to decline.”
6. “I’d love to, but it conflicts with my schedule.”
7. “Unfortunately, I won’t be able to join.”
8. “That’s kind, but I’m not available.”
9. “I’m grateful for the invite, yet I need to skip.”
10. “Thanks, but I can’t make it work right now.”

Saying No to a Promotion or Additional Responsibilities

When offered a promotion or more responsibilities, it’s important to be honest about your availability and capacity:

1. “I’m honored, but I’m not in a position to take this on.”
2. “Thank you, yet I’m currently focusing on my existing duties.”
3. “I appreciate the offer, but I can’t accept more responsibilities now.”
4. “That’s a great opportunity, though I must decline for now.”
5. “I’m flattered, though I’ll have to pass this time.”
6. “This offer is appreciated, yet I must focus on my current role.”
7. “Thanks, but I’m not ready to take on more duties.”
8. “I need to decline, as I have enough on my plate.”
9. “Your offer means a lot, but I must refuse.”
10. “I appreciate being considered, yet I can’t commit to this role.”

Providing Alternatives and Solutions

Sometimes, you can offer alternative solutions or get back to the questioner with better options:

1. Instead of “I can’t meet on Monday,” try “I can meet on Tuesday or Wednesday instead.”
2. If you can’t support a project, say “Maybe we can focus on smaller tasks first.”
3. If a request for money isn’t possible, suggest “How about I help you find resources or a job?”
4. If you can’t attend an event, offer “I can join you for a quick call to discuss later.”
5. For unavailable products, say “We have a similar item that might work for you.”

Q & A

What are some ways to gently say no to a favor that’s been asked of me?

You can say, “I wish I could help, but I have other commitments right now.” Another option is, “I’m flattered, but I’m not able to assist this time.”

Could you provide examples of polite email responses for rejecting a job offer?

“Thank you for offering me the position. After careful consideration, I have decided to pursue another opportunity.” You can also write, “I appreciate the offer, but I must decline as I have accepted another role.”

How can I courteously turn down a customer’s request via email?

“Thank you for reaching out. Unfortunately, we cannot meet your request at this time. We appreciate your patience and understanding.” Another example is, “We regret to inform you that we cannot accommodate your request. Please let us know if there’s anything else we can assist with.”

What’s the proper etiquette for declining a business proposal without offending the other party?

“Thank you for your proposal. Unfortunately, we’re unable to proceed at this time. We value your interest and hope to collaborate in the future.” Another phrase is, “We appreciate your detailed proposal, but we are not in a position to accept it currently.”

Are there any polite phrases to use when rejecting a client’s project proposal?

“Thank you for your submission. We have decided to go in a different direction at this time.” Another approach is, “We appreciate your proposal, but we’ve chosen an alternate solution for our needs.”

How can I tactfully handle declining a service or request in a personal context?

“I’m sorry, but I can’t commit to this right now. I hope you understand.” Another option is, “I wish I could help, but my schedule is quite full at the moment. Thank you for thinking of me.”