How to Say “No” in Business Without Burning Your Bridges

“The CEO of my company just emailed me and asked me to conduct a series of training seminars for our new interns. This isn’t one of my normal job responsibilities, and I have neither the time nor the patience to deal with college kids. Frankly, I’d rather eat glass! But of course, I can’t say that to the CEO. How should I handle this?”
—Walid

In the business world, saying “no” is often necessary. In Walid’s case, he probably could set aside time to conduct those training seminars, but he’s looking for a strategy to extract himself from an unwanted responsibility.

Regardless of your reasons, declining a request from a colleague, a supervisor, or even the CEO of your company doesn’t have to damage your relationship or leave a bad impression. In fact, saying “no” can enhance your professional reputation, establish healthy boundaries, and even help you earn other people’s trust.

Below are some techniques to help you say “no” like a pro. We will also look at some examples that Walid can use when he responds to his CEO’s email.

1. Use positive language

Complaining about how hard a new responsibility might be, or going on and on about how much you don’t want to do something, isn’t going to earn you any bonus points at work. So if you are in the same boat as Walid and have strong negative feelings about what you’re saying “no” to, try to reframe some of those thoughts in a more positive light.

Here is one way Walid can do this when he responds to his CEO:

• I agree that it is important for the new interns to learn as much as they can about our company. I wish I could do more to help you on this front, but I am currently unable to give the interns the time and attention they deserve.

Instead of grumbling about how much he doesn’t want to train the interns, Walid is emphasizing the importance of what the CEO has asked him to do. This shows a much more positive—and mature—attitude.

2. Thank the other person for the opportunity.

Expressing your appreciation shows that you recognize the request as a compliment. This can help you maintain goodwill. By thanking the other person, you are communicating your respect for their trust in your skills, even if you’re unable (or unwilling) to help.

• Thank you for considering me for training the interns, but my schedule is full right now.

Gratitude can go a long way in preserving relationships for the future.

3. Offer a reason, but don’t over-explain.

When you turn down a request, give a brief, honest reason. However, avoid excessive explanations, which can come off as defensive.

• Since I am currently assisting Bo and Carmen with the XYZ Project, this isn’t a good time for me to take on a new role.

This approach shows respect for the other person’s request without leaving room for arguments or second-guessing.

4. Suggest an alternative solution.

A great way to soften a “no” is to propose another option, especially if you also express your willingness to help in whatever way that suits you. This shows you’re still invested in solving the problem or moving the project forward.

• Isa recently shared some ideas with me regarding the interns. If she is available, she would be a good fit for this role. I would be happy to help her with the technical set-up for the training seminars.

By providing alternatives, you keep the door open to collaboration and make your “No” feel more cooperative. However, if your alternative solution involves another person, just be sure to recommend someone who would actually be willing to take on that job!

5. Say “no”, not “maybe”.

It can be hard to say “no” sometimes, especially if the request is coming from a person in power, like Walid’s CEO. You may be tempted to soften your “no” with a “maybe” or an “if I have time”. But you will sound more professional if you are direct and straightforward.

• Unfortunately, I must decline because my workload won’t allow me to give the interns the attention they deserve.

If your response sounds confident and firm, this helps others respect your boundaries and see you as someone who values your commitments. It also shows respect for the person who is making the request because they can move on and find another alternative right away.

6. Stay firm if pushed.

Some people may try to wear you down and negotiate your “no” into a “maybe” or even a “yes” by making repeated requests. Staying firm is key! If the other person won’t take “no” for an answer, it’s okay to reaffirm your position.

• I understand how important it is for the interns to receive the proper training, but I must decline. I need to prioritize my responsibilities, especially the XYZ Project.

Statements like this convey both your understanding and your limits. It balances empathy with self-respect.

Bonus tip: Check out Herman Melville’s classic 19th century short story, “Bartleby, the Scrivener: A Story of Wall Street”. It centers around a character who repeatedly declines his employer’s requests by using the line “I would prefer not to”. Once you have read the story, you won’t want to follow Bartleby’s example in real life! However, it’s a great selection for those of you who are working on improving your English reading skills.

As for how to find help with saying “no” effectively in real life, click the blue box below and select Advanced editing. One of our TextRanch editors will be happy to go over your message and provide corrections and feedback.