how to decline a work assignment

How to Respectfully Decline an Assignment

Knowing your limits in the workplace means that you might have to refuse an assignment. It's important to strategize ways to respectfully decline a request to maintain your integrity with your employer. It's better to say no to an assignment than to take on something you won't be able to finish.

The Importance of Saying No

As explained in the Harvard Business Review, saying no doesn't come easily to many of us. We want to live up to attributes valued in the workplace, such as being a team player and a go-to person. Guilt and anxiety can prompt us to accept more work when we shouldn't. However, Forbes magazine says that when you strategically and respectfully decline an assignment, you can actually give your career a boost. Here's why:

You earn respect. Say you're given an assignment outside your job description. The assignment could easily be done by someone else, and by accepting the assignment, you jeopardize the work you're paid to do. Respectfully decline, and you earn respect by demonstrating your commitment to the job you were hired for.

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You keep priorities straight​.​ It's important to stay focused on short-term and long-term priorities in a busy work environment. By saying no, you can keep your attention and your energies on the tasks that matter most.

You establish boundaries. Say no if the request sets a precedent that makes you uncomfortable, such as picking up the boss's children from day care or firing a co-worker.

You set yourself up for success. Accepting an assignment that takes you out of your comfort zone can be an opportunity to expand your skill range. However, it's better to say no when something is clearly beyond your capabilities, and you won't be able to deliver.

Evaluate the Request

Before responding with an automatic no, experts suggest you think about what's being asked of you. Does the assignment interest you? Is it a good opportunity for you? Think about your current responsibilities and whether you have the time to take on something else in addition.

It's helpful to give some context to the request. For example, you can ask if the assignment needs to be completed right away or if it's a long-term assignment. You can briefly summarize your current workload, so the person making the request gets a better idea, from your perspective, of what's being asked.

Ways to Respectfully Decline

The employment website Indeed lists 50 different ways to say no. It's important to be straightforward with the person asking. You want to explain reasonably rather than appear defiant or as though you are making excuses. Here are additional examples:

• I'm sorry, but no. I am busy with my own work now, but if you still need help at the end of the week, let me know. I'll have more time then.
• No, thank you. I appreciate the opportunity, but my team needs me right now.
• I have to say no. This doesn't fall under my job description. Please ask our manager to refer you to the right person.
• No, I don't have the right skills for this assignment. Can I help you with something else?
• I'm not confident this will work out, but may I have a little time to think about it?
• Sorry, but I don't have the time for this right now. I can help you think of someone else to ask.
• I appreciate your confidence in me, but I'm going to say no. This assignment would take a great deal of time, and I need to prioritize my own work right now.
• I enjoyed helping you last time, but I'm currently too busy to take on an additional assignment.
• Harvard Business Review: How to Say No to Taking on More Work
• Forbes: When to Say No at Work (and Why It's Important)
• Indeed: How to Nicely Say "No" (With 50 Examples)

Denise Dayton, M.Ed., M.S., is a writer whose work has appeared in national publications in print and online. A Certified Master Gardener, she has gotten her hands dirty in the Midwest, the Deep South and way out West. She currently lives and gardens in New England.

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09-15-2015 KNOW IT ALL

9 Ways To (Politely) Turn Down Extra Work

There are ways to push back without looking like a slacker.

BY  Devin Tomb and Levo League 2 minute read

Congratulations, you’re the office superstar! You always meet your deadlines. Your boss is constantly emailing you with fast-but-welcomed praise (“Great work on this!” “You rock!” “How did I ever survive without you?!”). And your coworkers regularly want your “input” on things.

The only teensy little problem here is that your workload is bursting at the seams—everyone knows you’re good, and so you’re the first draft pick for the new project, the big pitch,and anything new that seems to be going on lately. You’ve heard of burnout, and when you look down at your once pristine Milly pencil skirt, you can practically see the singed edges.

This article is your exit strategy. The next time someone pulls a Bill Lumbergh and tries to sign you on for a project that you know you could help out with, but is just so not on your (or your boss’s) priority list, these comebacks will make you sound polite and professional—but will keep you out of the weeds.

[Related: Are You On The Fast Track To Burnout? ]

1. “I’d love to help out with that, but my concentration needs to be on [insert task] right now.”

2. “My priority is [insert task] until [insert date]. Afterward, I’m happy to discuss taking this on.”

3. “I wish I could help, but I know I couldn’t give it the time it deserves right now.”

4. “I know [insert name] is really eager to take on a new project—perhaps we could spread the love?” Use this one if you really, actually do know of a star intern or assistant who is hungry to take on a new assignment, but needs a sponsor like you to mention his or her name.

5. “I could get this to you by [insert a date that’s actually realistic]. Let me know if that works on your end.” Only use this one if you don’t have the bandwidth to take on the assignment right now, but it sounds exciting enough that you’d want to work on it in the future.

6. “I’m under strict orders to focus on [insert project] at the moment. Next time!” This is a more casual response for sure, so only use it for a true outlier ask—like brainstorming with a peer whom you know could get a second opinion from plenty of other people.

7. “Unfortunately I’m not taking on extra work at this time, but thank you for thinking of me!” This is a nice, succinct response if you’re a freelancer with a very full plate. Work in an office? Skip this one.

8. “Unfortunately I’m not taking on extra clients at this time, but I can recommend [insert person].” Similarly, this is a good response if you’re a therapist, photographer, wedding planner, or any type of consultant. Recommending someone else = sweet, sweet karma.

9. “This sounds like a really exciting opportunity, but my schedule is full, and so I’ll have to pass at this time.” Perfect for when someone wants you to attend an event or conference.

The trend here? Start with something positive—you wish you could help or it sounds like an exciting opportunity, and then turn it down without feeling like you need to offer much detail. You don’t. You just need to say no—that way you both can move on.

[Related: 6 Habits Of Successful Young Managers ]

This article originally appeared on Levo and is reprinted with permission.

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How to respectfully decline an assignment.

Turning down an assignment offered by a superior, or saying no to a task requested by a colleague, can be uncomfortable and challenging. To prepare yourself, you need a firm understanding of the responsibilities and requirements of your job so you can diplomatically and professionally express yourself if you are unable to take on an assignment.

Optional Assignment

Your supervisor might extend an opportunity to stretch your skills or challenge yourself professionally by offering you an assignment outside your everyday work responsibilities. Accepting this type of assignment can endear you to your boss and demonstrate your willingness to be a team player. However, if the assignment is not something you feel comfortable or qualified to take on, or if it puts you at risk of not giving full attention to your other responsibilities, politely decline by explaining the circumstances. For example, you might say, “While I appreciate the opportunity to head up this task force, I feel I would be more effective in a committee member role. I've never done this before, and I know this is a critical project for the team.”

Job-Related Assignment

If your supervisor gives you an assignment that’s in direct relationship to your job duties and responsibilities, your rationale for declining it needs to be strong. For example, if you have other pressing tasks with critical deadlines looming, and the assignment would jeopardize your ability to give full and necessary attention to your other projects, you need to have a conversation with your boss about prioritization. You might say, “I'm currently working on the advertisements for the upcoming educational program as well as finalizing newsletter copy for print deadline. I feel it is best to decline this new assignment so I can attend to my existing responsibilities."

Colleague Request

While co-workers are typically expected to assist one another in a team environment, don't let yourself get into the habit of taking on a co-worker’s tasks and responsibilities on a regular basis. In particular, try to avoid getting entwined with a colleague who leaves her own projects until the last minute and then asks you to drop what you’re doing and help her meet her deadlines. You might say, “I understand you're frustrated this project isn't complete. But I have several things I'm in the middle of that I need to get finished by the end of the week as well, so I'm not going to be able to help you.”

Recommend Alternatives

Declining an assignment can be easier if you offer your manager or colleague an option outside yourself. For example, you might tell your boss, “If you're looking for a group leader, Jim has been talking about how he’d like to take on more leadership roles, and I know he's enthusiastic about this particular project. He might be a good resource for you.” Suggest to a colleague that she ask for an extension on her deadline or say, “I know our intern just finished up a major project. She might have some free time if you need an extra set of hands.”

Related Articles

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How to Answer "What Are Your Challenges?" in an Interview →

Talking to Your Boss When You Don't Feel Appreciated →

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How to propose a promotion to your manager →, elements of effective teamwork →.

• State University: The Purposeful Work Day -- Saying No
• Your Life Balance Coach; Setting Limits; How to Say “No” Tactfully

Lisa McQuerrey has been a business writer since 1987. In 1994, she launched a full-service marketing and communications firm. McQuerrey's work has garnered awards from the U.S. Small Business Administration, the International Association of Business Communicators and the Associated Press. She is also the author of several nonfiction trade publications, and, in 2012, had her first young-adult novel published by Glass Page Books.

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20 Ways to Politely Decline Extra Work

In the professional world, managing workload is crucial for maintaining both efficiency and mental well-being. However, there are times when you may be asked to take on additional tasks that exceed your capacity or are beyond your responsibilities.

Knowing how to politely decline extra work is an essential skill that helps maintain your productivity and work-life balance, while also preserving positive relationships with colleagues and superiors.

How to Politely Decline Extra Work

This article provides 20 tactful and professional ways to say no to extra work, explaining why each approach is effective and the most suitable situations to use them.

1. Emphasizing Current Commitments

“I would love to help with this, but my current commitments require all my focus and energy. Taking on more could compromise the quality of work I deliver.”

This response is ideal when you already have a full plate. It shows your dedication to maintaining high standards in your existing responsibilities.

Example: Colleague: “Can you take on this new project?” You: “I would love to help, but my current commitments require all my focus and energy. I can’t compromise the quality of my existing work.”

2. Suggesting a Later Date

“Right now, I’m fully booked, but I could look into this in the future. Could we revisit this request in a couple of weeks when my schedule might be more accommodating?”

Use this when you are currently busy but open to considering the task at a later time.

Example: Manager: “Can you handle this extra task?” You: “I’m fully booked right now, but let’s revisit this in a couple of weeks.”

3. Recommending a Colleague

“I’m not the best fit for this task at the moment due to my workload. However, I think [Colleague’s Name] has the right skills and might have more capacity to take this on.”

This approach is effective when you know someone else who might be better suited or have more time for the task.

Example: Supervisor: “We need help with this report.” You: “My workload is quite heavy right now. Perhaps [Colleague’s Name] could assist?”

4. Being Direct but Polite

“I appreciate your consideration in offering me this opportunity. However, I must be honest and say that I cannot take on extra work at this moment without sacrificing the quality of my current projects.”

Best used when you need to be clear about your inability to take on more work.

Example: Team Leader: “Can you work on this additional project?” You: “I appreciate the offer, but I can’t take on more without affecting my current projects.”

5. Offering Alternate Solutions

“While I’m unable to take on this task, I’ve thought of some alternative solutions that might help resolve the issue or move the project forward.”

Useful when you want to be helpful by providing other solutions without taking on the task yourself.

Example: Colleague: “Could you help with this client’s request?” You: “I can’t take on the task, but here are some alternative solutions that might help.”

6. Citing Personal Boundaries

“I’m currently prioritizing work-life balance, and taking on additional tasks would disrupt this balance. I hope you understand my need to maintain these personal boundaries.”

Effective when you are making a conscious effort to maintain work-life balance.

Example: Manager: “We need someone to work overtime on this.” You: “I’m focusing on work-life balance and can’t disrupt this by taking on extra work.”

7. Requesting Prioritization

“If this task is a priority, I’ll need assistance in reprioritizing my current workload. Which of my existing projects should be put on hold to accommodate this new task?”

This response is suitable when you might consider the task if other work is deprioritized.

Example: Supervisor: “We need you on this new initiative.” You: “To take this on, which of my current projects should I put on hold?”

8. Explaining Task Mismatch

“I think my skills may not be the best match for this task. It would be more efficient to have someone with the right expertise handle it.”

Use this when the task doesn’t align with your skills or expertise.

Example: Team Leader: “Can you help us with the technical side of this project?” You: “My skills may not be the best match for this. Someone with technical expertise would be more suitable.”

9. Setting a Future Review

“Currently, I can’t commit to extra tasks. How about we review this again next quarter? By then, I might have more capacity to assist.”

Appropriate when you want to leave the door open for future possibilities.

Example: Manager: “Can you take on this extra responsibility?” You: “I can’t right now. Let’s review this again next quarter.”

10. Stating Professional Focus

“I am currently concentrating on [specific task/project]. Adding more to my plate would detract from my focus and the success of this project.”

Best when you have a significant project or task that requires your full attention.

Example: Supervisor: “We need extra hands on this new project.” You: “I am concentrating on [specific project] and can’t afford to lose focus by taking on more.”

11. Expressing Gratitude with Declination

“Thank you for considering me for this task. However, I have to decline as my current workload is already at its maximum capacity.”

This approach shows appreciation for being considered while still declining the offer.

Example: Team Leader: “We thought you could lead this side project.” You: “Thank you for considering me, but I must decline as my workload is already at maximum capacity.”

12. Proposing a Task Swap

“I’m open to taking on this task, but it would mean swapping it with one of my current responsibilities. Is there a task that could be reassigned to accommodate this new one?”

Useful when you’re willing to exchange one of your current tasks for the new one.

Example: Manager: “This client needs extra attention.” You: “I can do that, but which of my current tasks can be reassigned to make room for this?”

13. Highlighting Quality Over Quantity

“I believe in delivering quality work, and taking on more right now would compromise my ability to maintain high standards. I must decline to ensure the quality of my current tasks.”

Effective in emphasizing your commitment to quality.

Example: Supervisor: “Can you add this to your list of tasks?” You: “I need to decline to maintain the quality of my work. Taking on more would compromise my standards.”

14. Requesting Detailed Expectations

“To consider this task, I would need a detailed breakdown of the expectations and time commitment involved. This will help me assess if I can realistically take it on without impacting my existing duties.”

Use this when you need more information before potentially accepting additional work.

Example: Team Leader: “We need you to take on an extra role.” You: “I’d need a detailed breakdown of what’s expected to see if I can realistically take it on.”

15. Suggesting a Project Postponement

“Considering the team’s current workload, it might be beneficial to postpone this task until we have the capacity to give it the attention it deserves.”

Appropriate when the task can be deferred to a later time.

Example: Manager: “We need to start on this as soon as possible.” You: “It might be beneficial to postpone this until we can give it the proper attention.”

16. Advocating for Fair Distribution

“I think it’s important for tasks to be distributed fairly among the team. I’ve noticed I’ve been taking on a lot recently, and it might be time for others to have the opportunity.”

Best used when advocating for fair workload distribution.

Example: Supervisor: “Can you handle this additional task?” You: “I believe in fair distribution of tasks. Perhaps it’s time for others to have this opportunity.”

17. Being Transparent About Stress

“I’m currently experiencing a high level of stress due to my workload. Taking on additional tasks would not be wise for my well-being and productivity.”

Effective when your current workload is affecting your stress levels and well-being.

Example: Team Leader: “This extra work needs to be done.” You: “I’m experiencing high stress levels right now. Taking on more would not be wise for my well-being.”

18. Proposing a Team Discussion

“Before I take on this task, I think it would be beneficial to have a team discussion about workload distribution. This will help us find the best way to tackle this task efficiently.”

Useful for initiating a team discussion about workload management.

Example: Manager: “This project needs extra attention.” You: “Let’s have a team discussion about workload distribution to tackle this efficiently.”

19. Reaffirming Current Goals

“My current goal is to excel in the projects I’m already handling. Adding more to my plate would divert my focus and hinder my performance in these areas.”

Appropriate when you are focused on excelling in your current responsibilities.

Example: Supervisor: “We need you to take on another project.” You: “I’m focused on exc eling in my current projects. Taking on more would divert my focus and hinder my performance.”

20. Declining with Future Consideration

“At this moment, my schedule doesn’t permit me to take on extra work. However, I’m open to discussing future opportunities once my current projects are complete.”

This response leaves the door open for future opportunities while clearly declining the current offer.

Example: Manager: “Could you assist with this additional assignment?” You: “Currently, my schedule doesn’t allow for extra work. I’m open to future opportunities once my current projects are complete.”

In each of these scenarios, the key is to communicate your decision with clarity and respect. Declining extra work is not just about saying no; it’s about maintaining professional boundaries, ensuring the quality of your work, and managing your time effectively.

By giving your reasons thoughtfully and offering alternative solutions where possible, you can maintain positive relationships with your colleagues and superiors while staying true to your own capacities and priorities.

Remember, the manner in which you decline extra work can have a lasting impact on your professional reputation and your personal well-being.

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How To Say No to Your Boss

Respectfully Decline an Assignment

Dawn Rosenberg McKay is a certified Career Development Facilitator. She has written hundreds of articles on career planning for The Balance.

How To Decide If You Should Say No to Your Boss

The wrong reasons to say no to your boss, the right reasons to say no to your boss, the bottom line, frequently asked questions (faqs).

You've carefully considered it, and you're dismayed to realize that it would be best if you didn't take on a new assignment from your boss. You may have several reasons for arriving at that conclusion. Maybe you are swamped with other work, or the new project requires skills you just don't have yet. Your justification for saying no to your boss may seem entirely legitimate to you, but will your boss agree? Is it okay to say no to your boss under these circumstances? It depends.

• Saying no without experiencing any negative fallout can depend a great deal on the reason you provide.
• Take a moment to honestly assess why you don't want to take on the work.
• Avoid using personal reasons as an excuse.
• Be honest and try to put the business's interests first.

There are some valid reasons for turning down an assignment, but your boss may consider other reasons to be poor excuses. Ask yourself the following questions before you take action.

• Are you already working on several high-priority assignments that leave no time for this one?
• Does this project have a higher priority than your others?
• Can you delegate some of your work to subordinates or coworkers?
• Can you put some of your lower-priority assignments on the back burner while you work on this new project?
• If you don't have the skills that are necessary to complete this assignment, can you acquire them quickly?
• Are you the only person in the organization who has the skills and the background necessary to complete this assignment? Is your employer relying on you?

Then there are personal reasons that you might want to factor in but not necessarily share. How happy are you with your job overall? Would moving on to a new position or a different company be the worst thing that could happen to you? Do you have an emergency fund to carry you over if your boss doesn't take your response well?

The Centers for Disease Control and Prevention indicates that health care costs are almost 50% higher for individuals who experience a great deal of job stress.

Don't turn down an assignment from your boss on a whim. The reasons listed here may seem like good ones, but they probably aren't good enough for your boss.

The Project Seems Too Challenging

Don't turn it down because it will be difficult if you have the skills to work on an assignment. Your boss expects you to work hard and won't look kindly on you turning down a project because it's going to take a lot of effort to complete.

It's Not Part of Your Job Description

Turning down an assignment because it's outside your job description is just wrong if you have the necessary skills to complete it.

You Have Personal Reasons

Maybe you're in the middle of planning your wedding, or you're about to go on vacation. Keep that information out of the discussion. You do not put a personal event ahead of your job, at least under most circumstances.

There are a few exceptions to this rule, such as if your employer has already approved time off for you and it conflicts with your working on this project.

Your boss should be able to understand some reasons for bowing out of an assignment if they're relatively reasonable.

The Time Frame Just Doesn't Work

It's imperative to speak up if you've put together a plan to complete the project and you've realized that there just aren't enough hours available in the day to meet the deadline. It's better to explain why a stated time frame is unreasonable than to stay silent and ultimately fail to complete the assignment.

You'll Have To Neglect Other Work

If taking on the new project means neglecting all your other work, say no to your boss. Just be sure to explain why. They may decide to lighten the rest of your workload to free up your time.

You Don't Have the Required Skills

You have no choice but to decline a project if you don't have the necessary skills to complete it. Talk to your boss about acquiring them in time to work on any future projects that are similar. Perhaps they'll pay for your training.

Thoroughly explain your reasons for turning down an assignment, and don't wait too long to do it. Give your boss the opportunity to assign the project to someone else. Make it crystal clear that you've given it serious consideration. Your boss may help you delegate your other assignments if you're qualified to work on a project, but you simply have too much else to do.

Be Prepared

Be prepared to present a progress report of your other projects if your reason for saying no to your boss is that you don't have enough time to work on the project. They may not even remember assigning them to you, or they might not be aware that someone else did.

If you think your other work will suffer from taking on an extra assignment, explain that to your boss. They'll probably appreciate your honesty and your unwillingness to neglect your other projects. Admit it to your boss if you don't have the necessary skills to complete this assignment. It would be worse to pretend that you can do something when you really can't.

It's almost inevitable in any job that you'll eventually be asked to take on a task or responsibility that you just don't feel capable of dealing with...or that you just don't want to tackle. The art of saying no begins with making an honest, personal assessment of why you don't want to take on the extra work, then framing your response based on that to the most reasonable degree possible.

And Harvard Business Review points out that depending on what's being asked of you, you might want to dive in and give it your best shot in an effort to further your career. Ask yourself what's in it for you.

Can I say no to my boss without sounding rude?

Be sure to thank your boss for the opportunity first before you get into declining their request. Offering other suggestions to get the work done can help you avoid sounding rude as well.

How do you say no professionally?

Consider framing your response as though you're asking for advice. Try something along the lines of, "I could do that, but what other responsibilities should I delegate so I can get this done?" You're putting the decision in your boss's hands at this point, but you may end up having to take on the unwanted task anyway.

Centers for Disease Control and Prevention. " STRESS...At Work ."

Harvard Business Review. " How (and When) to Say No to the Boss ."

How to Politely Decline Extra Work: Here's What to Say

Not sure how to politely decline extra work? If the movie The Devil Wears Prada has taught us anything, it's that constantly overworking yourself to meet your boss's needs and prove your worth only seems like a winning plan. The truth is, this non-stop effort is often a recipe for an unbalanced life , filled with stress and strained relationships. 

Thankfully, most workplaces aren't Miranda Priestly-level intense. Still, taking on extra work is pretty common for many employees in all types of environments. (Picture a manager assigning tasks that fall outside your job description or a colleague asking you to cover for them. Sound familiar?) 

It's tempting to accept every assignment thrown your way—you might fear getting fired or simply worry about not being seen as a team player by your coworkers. It's important to remember, though: Trying to be a high achiever all the time doesn't guarantee results, and it's OK to say no if you need to.

The good news? You don't have to quit to avoid the extra tasks. Learning how to politely decline more work can take a lot of weight off your shoulders and make your job more manageable. 

Can I refuse to do extra work? 

Yes, you can decline extra work. “It's common to feel pressure to take on more tasks, yet it's essential to recognize that you were hired to fulfill specific responsibilities,” says Angela Justice , Chief People Officer and Executive Coach at Just Group Advisors . “It's your employer's job to manage workload distribution effectively.

Of course, you shouldn't decline every single request just because you feel like it. But if there's a good reason to say no, you can—and should—do it. Here are some situations when it's perfectly acceptable to turn down extra work:

If it's work outside your scope

Imagine a client manager at a marketing agency—who typically handles client relations—suddenly having to take on the copywriting for a campaign. Seems a bit weird, right?

Sure, the cooperative world is more collaborative than ever, and with shrinking teams, job descriptions have become longer and more complex. But here's the thing: Collaboration shouldn't mean agreeing to tasks that are completely beyond your scope and expertise.

If you're not the best one to do it

Don't feel equipped to do what you've been asked for? That's another solid reason to politely decline—unless, of course, you're keen on learning a specific skill or tool and see this as a growth opportunity.  By accepting more work that you're unlikely to do well, you could end up drowning in follow-up requests for adjustments.

Let's circle back to the example of the client manager tasked with copywriting. Even though they might have some basic knowledge as a marketing company employee, it's not their daily responsibility. The project would benefit more from having someone with a background in writing take on this to-do.

If it affects your primary responsibility

By trying to help everyone out with their jobs, you might put your own workload at risk. Before saying yes, ask yourself: Will this take so much time that my assignments are going to be sidelined? Is it such a demanding task that finishing it will leave me neglecting my main responsibilities?

If you already have a lot on your plate

Taking on extra work when your to-do list is already full can create some complications. It may lead to delays and force you to juggle everything to fit into your deadlines. Declining extra work allows you to prioritize what's already on your plate—especially if the request is not urgent or it's outside your scope.

It's easy to fall into the workaholic trap if you're an overachiever or trying to prove your worth in a new company or role. However, accumulating too much work is also one of the fastest routes to exhaustion and an unhealthy work-life balance. 

If it's an unreasonable request

Imagine your boss coming to you on Thursday with a request for a completely new strategy to increase sales in 2024. At a first glance, it seems like a reasonable task within your role as a sales director. Then, he adds that it needs to be done by Monday morning.

Not only is it unlikely that you'll be able to finish it in one business day, forcing you to work on the weekend, but the insufficient time will undoubtedly affect the quality of the work. When facing completely unreasonable or unrealistic requests, it's perfectly OK to say no.

So, how to politely decline extra work?

We know that saying no to a manager or a coworker might seem like something out of a movie, but it's entirely doable in real-life situations too. The key is to combine three essential elements: politeness, assertiveness, and a compelling justification. Here's how:

1. Start by expressing gratitude

If your boss or colleague has reached out to you, it's likely that they trust your capabilities. So, a good way to start your response is by expressing gratitude for being considered for the task. This sets a positive tone for your interaction and shows them that you're happy to be seen as a team player.

2. Be assertive and straightforward

Don’t soften your message with  “maybe”, “we'll see”, or “I don't think so.” Just say no. An indirect answer can be interpreted as willingness or availability to do it—and they'll either ask you again or pressure you for a yes. To avoid this and make sure they got the message, be direct and straightforward.

3. Give a brief and honest reason

Offering a reason for your refusal it's not only polite but often necessary, especially when the person handing you more work is a boss or a manager. Be honest, but brief. For instance, if your schedule is already packed, you could say something like, “My week is already full because I need to finish the sales presentation by Friday.”

4. Offer an alternative solution 

Finish your answer by offering an alternative solution. For instance, if the request is outside your scope of work, suggest a colleague who may be a better fit for the task. This simple gesture won't take much of your time, but can make a big difference by minimizing the impact of your rejection and showing that you care.

How to decline extra responsibility at work: Examples

For some, saying no is incredibly difficult. Women, in particular, might find it especially challenging to use this two-letter word. We're often raised to be agreeable and prioritize other people's feelings—plus, some work environments can be tougher on us, leading to pressure to overperform .

Example #1: When it's too much more responsibility

Your manager asks you to handle a task or project that would put a lot more responsibility in your hands, but you don't feel ready for it. Here's how to decline extra responsibility at work in this situation:

Thank you for considering me, Anne. However, I can't take on more responsibilities at this moment as I'm already leading two projects for client Y and Z. I'm sure someone else on the team would be available to help.

Example #2: When it's more work for the same pay

“Rather than allowing an assumption that extra responsibilities won’t lead to a promotion, assume that they will, and guide the conversation accordingly. Express enthusiasm for the expanded scope and its implications for your role and compensation,” says Justice.

“This approach asserts your value and ensures that your contributions are appropriately recognized. If they're unwilling to adjust, it becomes easier to decline, having established clear boundaries,” she adds. 

Here's how to decline more responsibility at work if you would like a pay increase:

I appreciate the opportunity to take on these added responsibilities. Let's discuss how this aligns with my title and compensation. 

Example #3: When they ask you to work more hours

If you're asked to work overtime and don't know how to decline extra hours at work, this can help you form an assertive and polite response:

Hi, Claire. I would love to help, however, I'm not available to take extra hours as I have other commitments after work. Can we figure out an alternative? Maybe I can help you find someone on the team who is available.

Example #4: When the task is outside your scope

A colleague reaches out to you for help, but the request is not related to your scope of work. Here's how to decline extra work that's not your responsibility:

Thank you for reaching out to me, Sarah. But I'm afraid this falls outside my scope as an editor, and I will have to decline taking it on. I suggest you contact the marketing team instead. If you have any request related to editorial content in the future, I would be happy to help.

Example #5: When you're not the best fit for that job

Your manager asks if you can edit an image for the company website, but as a marketing assistant, your knowledge in Photoshop isn't the greatest. You know that if you do it, the results won’t be up to par. Here's how to turn down extra work you're not fit to do:

Sadly, I need to decline because image editing and Photoshop are not my expertise. The results are unlikely to be up to company standards. However, I have someone on the social media team who can help you with that.

Example #6: When what's being asked is unreasonable

Let's say you're a video editor, and you’re asked to finish editing 10 hours worth images in one day. One way to approach it is to make it clear that their expectation is unrealistic and offer another solution. For example:

Sorry, Scarlett, but a day is not enough time to edit a video of this length, and I already have other videos on my to-do list for this week. I could do it if you can push this task to next week.

Example #7: You have other priorities at the moment

If you're unsure how to decline more work when your to-do list is already full, Justice suggests focusing your response on reprioritization. “This approach acknowledges the finite nature of time and tasks, shifting the responsibility back to the employer to manage workload effectively,” she says. 

You could say something like:

I’m currently working on X, Y, and Z, which take one hundred percent of my time. Would you rather I drop one of my current projects to take on one of these new responsibilities? How should we reprioritize this work?

Don't feel guilty

If you've made it this far, you've learned how to politely turn down extra work in various scenarios. The next step is learning how to let go of the guilt or fear of saying no. “Standing up for yourself and honoring these boundaries often enhances your professional image,” Justice says.

In a healthy work environment, saying no to extra work—when it's reasonable to do so—should not be an issue. If you feel consistent pressure to take on an overload of tasks, even when they're out of your scope or you aren't equipped to handle them, maybe it's time to start looking for new opportunities .

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9 Ways to Turn Down Extra Work Politely

• Sara London
• April 24, 2023

Table of Contents

You just got a message from your manager about reaching out to a new client, or a teammate asks if you could pick up some of their slack when they go on vacation. But you’re already stretched thin, and you’re worried that you’ll have to say yes just because you can’t figure out how to say no. Luckily, turning down work doesn’t have to be done in a way that puts your relationships at risk. Read on to learn some great ways to turn down extra work politely.

1. “You know, I could do this if…”

Before you turn down work definitively, make sure that you’re not saying no to a project that could be interesting or engaging. Even if you have a lot on your plate, this might be a project where you can have the opportunity to think creatively and innovate something exciting. You can always delegate some of your other desk work or bump other items down the priority list.

Also, you should know how much your “no” will cost your coworker and how much your participation would mean to them. If they’re just as overloaded as you are, you can work together to pick up the slack for each other.

Pro tip : Project management tools like Hive are a great way for you and your teammates to manage priorities and see how individual responsibilities fit within the broader team workload. Try Hive for free and start taking control of your workload today.

2. “I don’t know enough about what this would entail.”

Maybe part of the reason you’re hesitant to take on new work is that projects are constantly evolving. You know a task will probably start small, but who knows about the blockers or snags you might hit along the way.

Be sure to ask questions about the project’s scope, goals, and importance before accepting it or turning it down. If they can’t give you a clear answer, this task could be a lot more work than you’re bargaining for.

3. “I actually know someone else that might be a better fit for this.”

Next, if you’re really going to turn down someone’s offer for extra work, you can always recommend someone else who might enjoy the opportunity more.

Think of someone working underneath you who might want an opportunity for advancement or a teammate that’s looking to foster new skills. That way, your coworkers can benefit, and you can have less on your plate.

4. “Sorry, but my schedule’s already full.”

If you’re invited to a meeting or a conference that you just can’t squeeze in, you can use the tried-and-true method of referencing your packed schedule.

If your manager or teammate stresses the importance of the meeting, don’t feel guilted into tagging along – they could record it for you to watch at your leisure or send meeting notes and follow-up items after the meeting concludes.

5. “Is there another way to solve this problem?”

Sometimes, the person asking you to take on extra work might be trying to solve an issue by working hard and not smart. You can offer your problem-solving and critical-thinking expertise by taking a few minutes to cut the problem down to one or two main questions. Then, develop resourceful solutions that don’t take up any more time than they need to.

By minimizing busy work for both you and the other party, you’ll be able to bond more as teammates over your shared ingenuity.

6. “I can’t do that because my priority is on something else.”

This is a great response to give if you’ve been signed onto a project by another person who only lets you know after the fact. Interestingly, research from the 1970s shows that when you add the word “because” to a statement or request, the other party is more willing to oblige.

Explaining your rationale allows the other person to empathize with you, creating a convincing argument in your favor. Just try not to go overboard when you’re explaining yourself, or else you might come off as defensive instead of descriptive.

7. “I might be interested in this if we could rethink the timeline.”

Next, rather than turning down someone’s request, you can compromise. Rethinking the timeline is another way to suggest that you might be able to work together toward accomplishing this task in a more reasonable way.

This response isn’t a firm no, as it allows you to potentially be involved in the project when you have more free time. But if there’s no sense of urgency, then this project won’t be at the top of your priority list – and a question about the timeline of the project is a great way to gauge how urgent it really is.

8. “Thanks for thinking of me!”

Another great way to politely turn down extra work is to let the other party know how much you appreciate being considered. This is an especially great statement to use with a manager, as you may have been hand-picked by them to take on this particular task. If you come off appreciatively and respectfully, you won’t leave the exchange feeling like you’re letting the other party down as you’re recognizing how special you feel for being chosen.

Responding in this way is also a great lead-in for suggesting someone else who might be a good fit for the role. It gives you the chance to think of someone else after someone thought of you, creating a chain reaction of inclusive company culture.

9. “Sorry, I just can’t do that now.”

Last but not least, you should feel empowered to say no without any other excuses, options, or reasons. If you say no too gingerly, the other party might think that there’s a chance to change your mind and bring you on board. You know your bandwidth best, and you know when people are placing unrealistic expectations on you in terms of workload.

So be straightforward, and say “no.” However, you’ll want to shy away from being too stern, as you don’t want to damage your relationships, especially if a manager asks you to take on more work.

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Stop saying yes when you really want to say no

Why “no” is the magic word.

Many people find it difficult to say no. For senior managers and executives, being able to effectively manage your resources and say no when necessary is a crucial skill. This is the key to staying on track with your goals, as well as looking after your health. People who say yes to every request are setting themselves up for failure. Follow these practical tips and learn how to say no without upsetting colleagues.

Did you know that saying yes when you need to say no is a key cause of burnout?

Set boundaries and be diplomatic

Here is how to say no in the workplace:

• Allow 24 hours before replying. This is enough time to decide if you really want to take on the request and if you are able to fit what is being asked into your schedule.
• Do not go overboard with the apologies. State your reasons for declining in a polite but direct manner.
• Make the best use of your time. Avoid agreeing to tasks that rob you of your time, i.e. unnecessary committee positions.
• Set boundaries. Let others know when something does not fall under your scope of duties .

8 ways to politely say no

Experienced managers and executives are all too familiar with the problem of being bombarded with requests for advice and help. But how can you politely decline a task, without risking your reputation?

Postponement : “I am buried in work at the moment. Could you please come back to me later?” With this statement, you are making it clear that you are restricted when it comes to time. If they come back again later, you know they are serious about speaking with you.

Referral : “I am not qualified enough to work on this project. However, maybe this will help.” You do not need to give advice on topics that are out of your area of expertise.

Introduction : “I am not the best person to speak to about this topic, however, I know who could help.” Direct them to one of your contacts who is an acknowledged expert in that specific area.

Setting up connections : “You both have the same goals.” Introduce people to others with similar interests . This could become a valuable new relationship for the both of them.

Sorting the wheat from the chaff : “Why don’t you set up a meeting with my colleague.” Delegate the first meeting to a colleague or assistant, who can ascertain what the most relevant issues are.

Kill two birds with one stone : “Other people have asked a similar question. Why don’t we all meet together and go over it.” Instead of always answering the same questions over and over, set up a group meeting.

Refer to your relationships : “Unfortunately, if I help you with that, I won’t have any time for anyone else.” Point out the obligations you have to other people.

Personal development : “I am really sorry to disappoint you. I am making a point of saying no more often this year. You seem especially persistent and it seemed like a good opportunity for me to practice my resolution.”

Decline requests and stress less

Be courageous and say no more often. People who are not afraid to politely decline requests are setting healthy barriers in place and are happier at work. Saying no is something that takes practice: set a goal for how often you would like to say no in the next week and stick to it. Senior professionals will also benefit from strengthening their image by saying no to too many additional tasks.

Tagged: communication & self-marketing , professional development , work-life balance

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How to Say No to Taking on More Work

• Rebecca Knight

Be up front about your reasons.

Sometimes you have too much on your plate or you’re just not interested in taking on a project you’ve been asked to work on. You might not have a choice in the matter, but if you do, how do you turn down the opportunity in a way that won’t offend the person offering? How can you avoid being labeled “not a team player” or “difficult to work with”?

• RK Rebecca Knight is a journalist who writes about all things related to the changing nature of careers and the workplace. Her essays and reported stories have been featured in The Boston Globe, Business Insider, The New York Times, BBC, and The Christian Science Monitor. She was shortlisted as a Reuters Institute Fellow at Oxford University in 2023. Earlier in her career, she spent a decade as an editor and reporter at the Financial Times in New York, London, and Boston.

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100 Examples: How To Politely Decline a Request

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.

• Be honest but kind : “I can’t take on any more tasks right now.”
• Avoid vague language : “It’s not possible for me to do that at this time.”
• Stay on topic : “I need to focus on my current projects.”
• Provide a brief explanation : “Due to my schedule, I can’t help.”
• 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:

• Acknowledge the requester’s feelings : “I understand why this is important to you.”
• Show appreciation : “Thank you for thinking of me for this task.”
• Offer alternative solutions : “I can’t help, but maybe someone else can.”
• Recognize the importance of the request : “I see how this could be beneficial.”
• 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:

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

Professional Settings: Declining Work-Related Requests

Handling coworkers’ requests.

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

Responding to Customer Service Inquiries

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

Rejecting Proposals or Offers from Vendors

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

Dealing with Requests on Short Notice or Out of Scope

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

Specific Scenarios and How to Navigate Them

Rejecting a customer request for a discount.

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

• “Thanks for the suggestion, but it’s not something we can add right now.”
• “We appreciate your feedback, but we’re focusing on other features.”
• “That’s a great idea, but we don’t have plans to implement it.”
• “Your request has been noted, but it isn’t feasible at this time.”
• “We aim to improve, but this feature isn’t on our roadmap.”
• “Thank you for the idea, it’s not something we can do now.”
• “We understand your need, but they’re outside our current plans.”
• “We’re focused on different updates at the moment.”
• “That feature isn’t compatible with our system.”
• “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:

• “Thank you for the invite, but I have other commitments.”
• “I appreciate the offer, though I need to pass this time.”
• “That sounds fun, yet I can’t make it.”
• “Sorry, I have prior engagements on that day.”
• “Thanks, but I’m afraid I’ll have to decline.”
• “I’d love to, but it conflicts with my schedule.”
• “Unfortunately, I won’t be able to join.”
• “That’s kind, but I’m not available.”
• “I’m grateful for the invite, yet I need to skip.”
• “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:

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

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

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.”

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How to politely turn down a task that is beyond the scope of my job description? [duplicate]

I'm currently working as a Programmer in a small company, although I'm basically expected to be able to deal with everything that is related to computers and I am the one and only IT staff member supporting everyone in the company across all the branches.

That's all fine with me as long as the requests involve network or server maintenance or app deployment, but there's also the occasional "Can you please build me a PowerPoint presentation?", "Can you edit this picture for me?" or "Can you change the header and footer of this document".

How do I politely tell my superiors that doing those things are beyond my job description without sounding rude?

It's not like I have a lot of free time on my hands to do such trivial requests all the time.

• professionalism
• employer-relations
• job-description

• 5 The advice given here is already excellent, but concerning your very specific issue, modifying a PDF, you should point out to your bosses that this might be illegal - maybe they're simply not aware of this or credibly explain why it isn't. Otherwise you've got a serious problem though... –  Tobias Kienzler Commented Oct 18, 2013 at 14:27
• @TobiasKienzler, sadly, they are aware of the legal risk. Its not everyday that we do this, but it does happen once in a couple of months. Mainly because of urgency. The damages of not getting those docs on time seems to be way greater than the possible consequence of being caught. –  Maru Commented Oct 23, 2013 at 8:02
• 5 That makes me sad :( I think you should ask a separate question à la "How should I react when my employer asks me to do something I suspect is illegal?", especially mentioning that they are aware of that fact - basically they attempt to make you commit a felony which you might ultimately end up being convicted while your employer would claim not having been aware of your "suspicious behaviour"... –  Tobias Kienzler Commented Oct 23, 2013 at 8:54
• I usually deal with such requests, if the person asking does not have other avenues or the capability themselves, by saying "yes". Because I consider them my co-workers, and want to help them to succeed however I can. –  PoloHoleSet Commented Sep 14, 2017 at 17:21

2 Answers 2

Executive summary.

At the end of the day, if your superiors tell you that you have to do something, there is no way to politely decline to do it, and any refusal may be grounds for dismissal or being stuck on the slow train to nowhere with your career in the office.

To minimize these sorts of requests, I would recommend:

• Explaining the tradeoff from putting other tasks on hold
• Teaching them how to conduct the tasks themselves
• Recruiting a minion you can hand these sorts of tasks off to

No Silver Bullet

These are all long-term strategies that will require effort. They are also not mutually exclusive strategies. A combination of all three will probably work the best, as there are all sorts of different types of people who ask for help, and some methods may work better for some than others.

As stated in the executive summary, at the end of the day if the boss tells you that it's your job, you are better off doing it. So if you want to avoid being asked, it is better to start sooner rather than later to start reducing the number of requests.

Next time a superior comes over and says, "Hey, could you edit this photo?" you can gently remind them that taking your time to do this task takes your time away from doing a separate task, for instance:

Sure boss, I can edit the photo. Today I am setting up a computer for Alice since she can't work until that's fixed, and recovering some files from a backup so that Bob can finish his work for a deadline tomorrow. Where would you like me to stick it in?

Assuming you are truly busy with more important tasks, a rational boss will likely say, "Oh, never mind, I can handle it." Regardless, it sends the clear message that you have other work that is also important, and while the boss can make you do it, it will be at the expense of other employees (not just your time).

Teach a Man to Fish

While I was writing this, jmort beat me to the punch so I will just quote from what he so eloquently said:

next time someone comes in and asks you to change the header/footer, don't do it at your desk; instead, walk with them back to their desk. Have them sit down at their computer, and then walk them through the steps. Different people learn differently, some visually, some auditory, and some by doing , so if the person you've walked through it keeps coming back, maybe try doing it yourself while they watch (visual) and then have them repeat the steps back to you (auditory).

There may be interns, 'administrative assistants', receptionists, or other folks who don't have enough real work to keep them busy. They may also be more than happy to do these sorts of tasks if you ask properly. If you can find one that can do the job quickly and competently when you ask, you can hand off the tasks, and eventually just tell your boss, "Christine is really good at this sort of work. Do you mind if she does it instead?" and hopefully create a direct route for your bosses to ask Christine rather than asking you.

• Thanks for the great answer! Sadly, we don't any free henchmen in the office since everyone is busy as a bee, we are really low on on man power. Though I should probably reiterate my priorities to them. –  Maru Commented Oct 18, 2013 at 5:33
• @Maru, if the issue is partially a lack of manpower, and the volume of these tasks is enough to busy up anyone for 4 hours a day, you may want to bring up getting an intern or other henchman to handle this and other menial tasks others have and can assign. Or you can propose getting your own assistant to help you out with your responsibilities so you can get everything done (and you can assign them this sort of stuff, and gain favors from other folks in the office by taking some of their tasks when needed too). –  jmac Commented Oct 18, 2013 at 5:37
• Thanks for the great advice. Just hope we have enough room in the office to accommodate an assitant/henchman –  Maru Commented Oct 18, 2013 at 6:41
• 2 @Maru, you may get some benefit from this question to get some ideas on why it's important to market yourself. If your company doesn't realize what your priorities are, that itself is something you should probably work on too. Anyway, best of luck, and I hope you are able to improve your situation! –  jmac Commented Oct 18, 2013 at 7:04

The best way to tell folks that tasks like building powerpoint presentations, editing PDF's and modifying the headers/footers of documents and other tasks is by keeping the following Chinese proverb in your mind:

Give a man a fish and you feed him for a day. Teach a man to fish and you feed him for a lifetime.

Consider that in many job descriptions there oftentimes exists the following additional requirement:

You will perform any additional tasks as assigned.

So, to be a team player and not come off as a pompous jerk to your colleagues, and to not be a problem employee in the eyes of management, who can't be trusted to just take a task and run with it, you could consider taking such requests from colleagues and using those opportunities to teach not tell. Show those colleagues how to do those tasks so that next time the issue comes up, they have the tools to complete the task themselves.

For example, next time someone comes in and asks you to change the header/footer, don't do it at your desk; instead, walk with them back to their desk. Have them sit down at their computer, and then walk them through the steps. Different people learn differently, some visually, some auditory, and some by doing , so if the person you've walked through it keeps coming back, maybe try doing it yourself while they watch (visual) and then have them repeat the steps back to you (auditory).

You're more likely to win friends taking this approach (not that you're at work to make friends), and you'll be more likely to feel a little bit more sense of satisfaction in your job than you would by trying to impersonate Nick Burns .

The thing to remember is that you're part of a team, and you have skills that others don't have. By helping out, you increase your value to the organization and the team. But by not helping, you risk being seen as "not as valuable" when it comes time for the organization to cut perceived dead-weight.

Plus, there are certain things that you might not be good at. Perhaps, for instance, your social or negotiating skills aren't as good as those folks in sales or marketing, and they may be able to make a phone call on your behalf for something that you may need.

• 1 thanks for the great answer, I do teach them, and they do learn. Sadly, my superiors still offload these to me just because "You do it better". I'm not being a grouch or anything, I do my best to be a team player and I'm on good terms with everyone in the company. But being asked to do trivial things like this by my superiors on a regular basis makes me lose my sense of satisfaction on my role as a programmer especially since most of them are very time consuming tasks. Its not like I have a lot of free time either. Thus, my question. –  Maru Commented Oct 18, 2013 at 5:24
• 1 @Maru how about you ask people to email you about these things, the idea is that they will not bother you directly while you're in your programming workflow. Try to fit in these taks in your scheudle if you can. If the tasks keep piling up you should tell your superiors that you think that employees could use having a short introductory course to word/excel/powerpoint/paint and you have the amount of unsolved tasks as proof. –  Alex Commented Oct 23, 2013 at 7:31
• @Alex, Something like a request/ticket queue, thanks for the brilliant suggestion. I just hope they won't bypass that because its more convenient to walk right up to my table then just tell me to "make them a powerpoint presentation by 10am". –  Maru Commented Oct 23, 2013 at 7:58
• Even if they do walk up to you, have them go through the process of submitting the ticket. Tell them it's how you prioritize things and they'd need to enter that in to put it on the list. –  jmort253 Commented Oct 23, 2013 at 21:17
• Its not just that you do it better it is because your time is less expensive than theirs. –  HLGEM Commented Sep 14, 2017 at 21:12

Not the answer you're looking for? Browse other questions tagged professionalism employer-relations job-description .

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How To Decline A Client Project 5 Ways (Politely & Respectfully)

Nina Sharpe

Nina Sharpe is a content champion for various outlets, covering various business topics from finance for startups to small business accounting tips. Learn more »

Adam Wright

Adam Wright is the Content Manager at Millo, in addition to running his own graphic and web design business, Adam Wright Design. When he's not working on his business, you can find him watching hockey or just about any type of racing. Learn more »

Fostering Confidence, Boundaries, and Self-Trust

Reasons you should decline a client project, how to decline a client project politely, choosing projects that align with your values, an important learning curve.

BIG NEWS! We just released The Freelance Files , a collection of professional done-for-you email scripts, contracts, invoices, and more for smarter freelancing. The first 50 customers, save 50% with this link .

As a freelancer, there will inevitably come a time when you’ll have to decline a project. Every professional working in the graphic design, website design, marketing, development, and writing industries needs to know how to turn down a client politely and respectfully when they can’t take on a project for any number of reasons.

If you’ve shifted from working from 9-to-5 to freelancing recently, you might be under the impression that you won’t ever need to deal with tedious or unwanted projects again. This is true to an extent; freelancers can pick and choose their clients, which days they work on, and which professional goals they aim to meet.

With that said, regardless of whether you’re working for a boss or independent clients, you will occasionally come across a project that you simply won’t want to take on board.

You might encounter a client who expects you to drop everything to help them meet a last-minute weekend deadline . Perhaps you’ll meet an acquaintance who wants you to edit their draft novel for far less than your set rate.

• It’s important to be selective about the projects you take on as a freelancer, recognizing when a project is not a good fit for your skills, values, or interests.
• When turning down a project, be honest, professional, and respectful. Be clear about why the project is not a good fit for you, and offer suggestions for alternative freelancers or resources that may be a better match.
• Communicate your decision as soon as possible. This will minimize any potential damage to the client’s timeline or budget.
• Maintain a positive relationships with potential clients, even when turning down a project. This may lead to future work or other opportunities.
• Trust your instincts and recognize that turning down a project that’s not a good fit is ultimately best for both you and the client.

Whatever the case may be, there will be times when you’ll need to know how to say no—politely but firmly.

Communicating clearly will ensure that these kinds of unwanted projects don’t keep appearing in your inbox, draining your energy and weakening your business boundaries. Besides, being respectful and amicable will ensure that you maintain an excellent reputation among clients and potential clients alike.

Read on as we show you how to decline a client project with tact and diplomacy. We also describe some scenarios in which you should reserve your expertise for more appropriate projects.

“Make sure your client knows you’re saying no to their request—not to them.” – Anonymous

If you’re still learning how to decline a client project, you may struggle to maintain confidence and trust in yourself and your work. You need to stand firm and believe in your abilities, your product, and your worth.

Being able to say ‘no’ respectfully is essential to exercising healthy boundaries in your work life , and may help to prevent burnout and mental exhaustion on your part.

If your gut feeling is urging you to pass on a certain project or client, listen to it.

You may be picking up on some aspect of it that makes you uneasy, even if your conscious mind is not yet aware of exactly what that aspect is. That uneasiness is alerting you to the fact that a boundary is being crossed.

If this is happening before the project has even begun, chances are, it will continue to happen throughout its duration as well.

All too many freelancers who find themselves in the middle of challenging or unwanted projects had a bad gut feeling they ignored when they first accepted the job.

If there is any part of you that feels that the task or the client offering it are not a good fit, knowing how to turn down a client politely can prevent you from over-committing yourself. Plus, it will stop you from regretting it later down the line too.

“You have to decide what your highest priorities are and have the courage — pleasantly, smilingly, nonapologetically—to say ‘no’ to other things. And the way to do that is by having a bigger ‘yes’ burning inside.” – Stephen Covey

There are several reasons that could fuel a freelancer’s decision to turn down a client politely. It’s important for you to determine the key reasons why you wish to decline a client in the first place.

Knowing why you want to decline will help you plan out a strategic, amicable reply that will make your response clear without offending the requesters. In addition, it will give you the skills and knowledge you need to decline similar projects quickly in the future.

Here are some of the most commonplace motivations freelancers cite for turning down a project or task.

1. You Notice Red Flags

Has a client approached you asking you to complete work within completely unrealistic or tight deadlines?

Are they asking too many questions, pressuring you for discounts or special rates? Are they being controlling about every aspect of the project they have assigned you?

These are all potential red flags that the client in question doesn’t align with your business or values. This is especially so if their actions are making you uncomfortable.

Clients who don’t show respect for your time and services from the get-go will not likely feel inclined to do so once you have taken them on, either.

Saying yes to the wrong freelancing opportunities can leave you burned out, stressed out, and exhausted. Especially if the clients that offer them expect more of you than you can realistically deliver.

2. You’re Pressed for Time

Life is busy already, and being a freelancer tends to make it significantly busier!

Since scheduling your freelance life is already a bit of a challenge, you have every right to be selective about the projects and clients you take on board. Consider your upcoming schedule, your pipeline, and financial situation when deciding whether to accept an offer of work.

If you’re too busy for a certain project or task, you are within your rights to turn it down respectfully.

Turning down projects when you’re too busy will allow you to give your full attention to those that you have agreed to complete. This will ensure that your work remains at a consistently high quality for all of your valued clients. It will also help you minimize errors and offer your clients more one-on-one interactions, which allows them to communicate concisely what they want out of the end result.

Sometimes, whether a project fits your schedule will depend on your ability to work out a reasonable timeline with your client. They need to offer you a clear project scope to enable you to know exactly when they need you, and what you will be doing.

This will help you better plan your time and apportion your resources.

You should consider whether your client’s proposed timeline is too short for the task they require. This is all too common in just about every industry. In this situation, you could offer to do the project on a longer timeline to make it more manageable for you if you do want to take it on.

3. Their Budget is Too Slim

Most freelancers have set hourly, per-page, or per-task rates for their work, and most of these rates align with local industry standards.

From time to time, you may offer discounts or special rates, particularly to close friends and family members. Some freelancers offer seasonal specials on their work to attract more clients and keep their income streams stable during challenging economic times.

With that said, you have every right to turn down clients who approach you with a budget that’s significantly less than what you charge.

Your time is valuable, and your set rates reflect your level of expertise, skill, and respect for the quality of your work.

Don’t compromise unless you are comfortable doing so!

The last thing you want to do is devalue your worth by agreeing to projects that are out of your scope and don’t meet your minimum expectations when it comes to payment.

The prices you charge should increase over time as you gain expertise. Eventually, you will probably want to pass some projects down to junior-level freelancers and take more advanced tasks for yourself. If this is the case, you can offer to put your client in touch with junior freelancers you know and trust, who may be grateful for the referral.

“The difference between successful people and really successful people is that very successful people say ‘no’ to almost everything.” – Warren Buffet

So, now that you have a reason in mind for wanting to decline a project, you need to find a way to do so without upsetting or offending your client.

Learning how to decline a client project politely can be tricky, but it’s an essential skill if you want to remain in good standing within your industry.

Freelancers and professionals who are abrupt or rude can quickly gain a negative reputation that will follow them for years.

If you’re worried about offending your clients, you needn’t be. The key is to be assertive so that when you do say ‘no,’ your answer is firm and not left open to negotiation.

Make it as clear as you can that you are declining the offer. You can explain your reasons briefly if you prefer, but there is no obligation to do so. Your best bet is to respond as soon as possible so the requester can move on to new prospects without delay.

Consider the three primary communication styles:

You want to be assertive and clear with your client communications, while avoiding taking a passive or aggressive tone.

Expressing gratitude for the opportunity is another polite gesture that will enhance your professional reputation. Thank the client for thinking of you, embarking on an interview process with you, or meeting you to discuss a job.

Most clients will happily respect a clear, polite, and honest answer.

If any of your clients respond aggressively when you exercise your professional boundaries, you’ll immediately know that you made the right decision.

You’re welcome to leave the door open to respectful clients to approach you in the future about additional work, if you feel positive about working with them.

Here are some example email scripts to provide you with guidance on how to decline a client project in a diplomatic way, based on the scenarios above — plus a couple bonus situations.

1. Example Email Script for Red Flag Clients

Hi [client’s name],

Thank you so much for thinking of me for your project. This task doesn’t appear to be an ideal match for [my level of experience / schedule / current professional focuses], so I am respectfully declining it.

Please note that I am more than willing to [share the project on LinkedIn / put you in touch with another freelancer I know who may be interested], if you’d like me to. Please let me know and I will pass along the relevant details as soon as I can.

Thank you once again, and I’m wishing you the best of luck!

Sincerely, [your name]

SOURCE: TheFreelanceFiles.com

2. Example Email Script for Busy Freelancers

Thank you for your email regarding your project proposal. I appreciate that you have considered me for the job!

After careful review, I feel that I am unable to fully commit my resources and attention to your project. I believe that your project deserves more attention and time than my schedule will allow me to provide it at the moment.

I have enclosed a few names of other trusted freelancers that may be able to take on this project right now.

(Optional: My schedule for a project of your scope will be open in _ weeks’ / months’ time. I can gladly add you to my waiting list if you would kindly let me know by the end of the week.)

Thank you once again for considering me for your project.

3. Example Email Script for Clients with Slim Budgets

Thank you for your email regarding your proposed project. I appreciate that you have considered me for this task.

After careful consideration, I feel that your project lies outside the scope of what I am able to offer you right now. I usually charge rates of [add your hourly / per-project rate here], and you have indicated that you would like to stay under [their stipulated budget].

I respect your budget for this task, and my goal is to never exceed your stipulated budget unless absolutely necessary. In honor of that, I feel you would be in better hands with another freelancer who specializes in projects of your size and budget.

Thank you once again for considering me for this task. I wish you the best of luck with your project!

4. Example Email Script for Being Outside Your Expertise

Unless it’s a really simple request or you’ve sold yourself on being a perfect fit, claim that the project is out of your area of expertise.

Note: “Outside your area of expertise” can refer to your technical capabilities as well as your specialty or niche .

I need to be honest with you, Patty. This project is out of my area of expertise. I specialize in infographics, but I’m not an illustrator. Can I refer two great digital artists who might be perfect for your request?

5. Example Email Script for No Interest in the Topic

Some industries and hobbies have a cult following (think extreme sports, music, environmental issues, etc.) that require passion to sell a message. If you’re not feeling it, this can be an easy out. There’s no reason to force something that you can’t give it your all.

Here’s what an example might look like:

Mike, I enjoy the outdoors, but I’m not a mountain-biker. I’m afraid I don’t have the passion to share your product like you need. Would you like the name of a colleague who loves outdoor sports?

Other than turning down the clients, every one of these examples offer to refer someone else for the project. This is key to maintaining a good impression on this person despite telling them they’re not hiring you.

Think about it: most clients aren’t very good at hiring freelancers (how many do you know that have bad designer stories to tell?). Hiring is also stressful, takes away from “real” work, and is a leap of faith with a total stranger.

So giving them a lead that the designer they wanted to work with recommends is huge. (And you improve your relationship with the designers you recommend, even if they don’t take the job.)

Any project you do choose to take on board should fit your bill in a few crucial ways.

Suitable projects should:

• Match your core interests, level of experience, and areas of expertise
• Pay you sufficiently according to your specified rates for the task at hand
• Fit your schedule while giving you enough time to complete the project in a way that aligns with your personal quality standards as a professional.

The projects you choose to take on should align with your values and career goals. There will most likely be industries and tasks that you would wish to avoid. Having a clear idea of these will make it easier for you to know when and how to decline a client project that comes your way.

Here are a couple of factors to think about when it comes to choosing projects that are parallel with your values.

• Will completing this project advance you towards your greater professional goals?
• Do you find this project interesting on a personal level? Why is this the case?
• Do you believe that your work on the task will help people, communities, or the environment in a positive way?
• Does this project support a company or entity with views that you consider unethical or juxtaposed with your own?
• Have you worked with this client before and was it a positive experience? If they are new, do you have any reservations about working with them?
• Is this client respectful of your time, resources, and professional integrity as a freelancer?
• Will working with this client lead to other good potential sources of work in the future?

Carefully consider your answers to each of these questions when deciding whether you should take on a new project . If anything seems amiss, you now know how to turn down a client politely and find a venture that’s better suited to your needs.

“It’s only by saying ‘no’ that you can concentrate on the things that are really important.” – Steve Jobs

Learning how to decline a client project is an essential process for every freelancer, regardless of their industry or areas of expertise.

Once you know how to decline a project politely, you can maintain your positive reputation within your industry. At the same time, you’ll attract projects and clients that align with your values and goals.

It’s good to consider all aspects of a job or client together when deciding whether to take on a task. Lower-paying jobs could still be a great fit for you if they support worthy causes, provide you with important experience, or advance you towards larger long-term goals.

However, if something feels off, or you’re confident that a project doesn’t match your current skills, schedule, or budget, consider leaving it on the table by using one of our example email scripts as a guide.

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Written by Nina Sharpe

Staff at millo.co.

Nina Sharpe is a content champion for various outlets, covering various business topics from finance for startups to small business accounting tips.

Nina's Articles

Reviewed & edited by Adam Wright , Editor at Millo.

At Millo, we strive to publish only the best, most trustworthy and reliable content for freelancers. You can learn more by reviewing our editorial policy .

Comments from the community

I have a client I’ve started working with and while it was going great at first it’s dragging on into a nightmare and I’ve lost interest in the project. I haven’t been paid for anything that I’ve done so I don’t want to lose my time investment but this client is really rubbing a hole in my other work. I’ve decided to turn him down but how would I go about that after so long? I want to be as transparent as possible but he’s pretty important and I really don’t want to burn this bridge. Is there any way to retain him as a friend and politely turn down this project that’s been in the works for weeks? Please help!

So hard to turn down a client but this is a bullet I have to bite almost every month. I once took a under budget project which I regret the most.

I had a very similar experience. I was offered a project that required me essentially to close my business and become an employé of another firm.. and move country. Yes, it was a longer term and interesting project..but.. I decided closing down shop to become a temp was a very bad idea. My accountant was also very against it. Losing the freedom and flexibility is a huge disadvantage. It also prevents me from doing side business, which adds additional income.

Brent this is great advice. I’ve only been freelancing for just over a year but have already met circumstances such as these. It’s reaffirming to hear that appropriately saying no isn’t so bad after all and can lead to other opportunities. Thanks!

This is exactly the article I needed to read! As a designer in my now full-time freelance career, I just got referred to a project where their timeline and budget for the project is not even close to what my experience tells me is needed for a successful project. I had these same thoughts that it would be better to say “no” to this project in order to be available for better-fitting projects. I am hoping the choice will prove to be completely worth it, since it IS hard to say “no”. Thank you for helping me to “talk through it”.

This article is spot on, and I’m in a very similar situation at the moment. I’ve just decided not to apply for something that could be a good opportunity to earn money because I have plans to put into action and feel the need to develop my business, and I can’t do that while I’m commuting over 2 hours a day! Difficult decision indeed, but I think it’s the right one for me. This article sums up most of what I was already thinking.

Thanks for your article! It’s very hard to say no, indeed.

I’m currently having my first freelance job as a side work while i’m looking for full time job. The client is a nice person actually, but i found from my experience in working with him that he’s quite indecisive and like to make a lot of changes at last moments which drags the project’s timeline ( and the pay is low although it’s because of my inexperience ). In the end it takes most of my time and I’m starting to worry because i don’t have enough time to do whatever it needs to find full time job.

He now offers me another job, but I’m not sure if i should say no since my priority is not freelance work.

Thank you so much! This is the exact advice I needed for my current situation

I guess this happen with all kind of freelancing. I am a freelance translator and have met these types of clients/ agency. They offer ridiculously low pay and for big projects that required me to spend most of my time for months on them. I was short of projects at the time but still turn them down or offered a higher rate. It is no surprise that they dont choose my service. And for such low rate, I know the quality involved in that. I just wonder what may result from that bad quality and how much it would cost the clients in the end from that bad quality. Will they ever learn it?

Totally love this post. Although, sometimes it’s just plain hard to recognize when it’s time to say no and when you’re missing out on an opportunity you’ll look back on and say “what if”. I guess we all have to ….Trust our gut!

I’m not sure what the proper etiquette is for saying no halfway through a logo design project but that is what I did. I have designed quite a few logos. I was referred by someone coming highly recommended. He insisted on a flat fee and 5 ideas instead of my usual 3. I was very reluctant and should have stuck to what I know. It was a long distance project. I required a signed contract and 50% down. It was a $200 project. He emailed me a bunch of logos he liked (nothing consistent). I presented him 8 ideas that I thought reflected his business. He wasn’t happy with anything. I had spent 8 hours of my time by now and only received $100. He then told me that he didnt like round letters which most of them were because the word “Global” was in it. So after a few “unprofessional exchanges on his part, he asked me if I was “able” or willing to continue. At this point, I had grown a dislike for my client and decided to bow out and suggested that he get another designer’s input. There were more unfriendly exchanges and he tried to make me feel unprofessional and unexperienced. Besides the fact that he took up WAY too much of my time. Lessoned learned though. I decided to give my future clients a set of choices upfront on a template (color wheel, fonts, etc) and continue with my 3 idea, price range rule based on revisions. My biggest beef was the fact that some clients such as he wanted me be involved too much in the process and not trust me in what I know. But that is a whole different conversation.

Well i am in favour of saying no to a project which can just not worth the time and efforts , but sometimes clients do not take it as something they hoped for , A few days ago i received a job offer on a job board , i said no as the budget was just peanuts , bu that client kept sending me messeges and asked me to talk to him on skype , we had a discussion and i clearly told him that i do not want to work with him because of his low budget , he just keep telling me tha he wants to work with me and i kept telling him that i just can not do it for him and than he turned nuts .. he became offensive and started sending harsh email … He said i do not provide good customer service lol I was surprised to hear that as he was so pissed off because i do not wanted to work on his $10 project … So saying no is not that easy sometimes …

My services are aimed at smaller businesses so I’ve rarely been in the position of having to turn down a big project, it certainly doesn’t appeal to me being stuck in one, big, constipated project over a number of weeks or months. Usually, the projects I turn down are the projects relating to animation.

Sometimes I’m asked to create opening titles and other in-show graphics for TV, usually a whole package of graphics need to be completed within a week. My hardware lets me down here, so sometimes I have to decline the project. I don’t get enough TV work to warrant investing in the hardware for it, and besides, although the occasional TV work makes a nice change and it looks good to have a big name on your portfolio, I don’t particularly want to do broadcast graphics full time.

On the other end of the scale, when times are quiet I do take on occasional graphic design work which doesn’t pay so well. I always make it clear to the client that I may need to put the project on hold to deal with more urgent (higher-paying) work. I then get to refocus on another project and come back to the original project with fresh eyes. The mix of projects lubricates the creative cogs.

Occasionally a low-paying client will expect all the bells and whistles. I hook them up with a cheaper designer who provides a lower level of service, if only to show the client that a job done cheaply is NOT a job done well. (Does that sound bad?) There will always be someone with less experience willing to do a worse job for next to nothing. When I complete a project for less money, I don’t provide a lesser service but it does have to be on my own terms.

Having said that, it’s all well and good to turn down a project when you believe your services are worth more. What I find most frustrating is when I design a logo for a client who is over the moon with it, gives you great feedback, but they go elsewhere, behind your back, for a lesser-quality web design. Ultimately my logo ends up looking hideous on that website. And all because the web ‘designer’ did it cheaper. Ironically, I thought I was better at web design than logo design!

I do what I do for the love of it, so on the one hand I need a bit of variety, but on the other hand obviously I have to eat and occasionally I need to upgrade my hardware and software. So whether it’s a big project paying generously or a smaller project paying little, you always have to stay focused on your goals. Don’t be swept away by the magic of a big, well-paying project. It’s about getting the balance right.

I actually learned the hard way!

After consultation I was so excited to get another client after I just wrapped up this huge project. The design momentum was there. I was extremely pumped that I missed all the “signs”. After a month of battle my client declined before I had a chance to. We parted ways in a civil manner. But I finally wiped the sweat from my brow and stored the experience in my memory bank.

Go with you gut! Say NO when its needed! And when it is time to walk away after you’ve tired everything you can. Do just that! Then write it off as a good or bad experience.

Well said and some great points made! Thanks for sharing and adding to the post! 🙂

Great post indeed, I have found that some clients offer me work that i have to turn down mainly because of the time factor and more importantly the money. Most of the time its a no brainer because the time input is the same but the pay is cut down by half and some clients can be really persuasive. Another factor that determines weather the job is worthwhile is profit and growth question. Do i profit or am I inconvenienced for my efforts and do I grow as a freelance business and as a Designer if not then i cannot take it on.

Such great timing with this post! Just yesterday I turned down my first project. I got the client through E-Lance and spent over a month building him a pretty substantial site (over 80 pages) for a substantially low amount thinking I just needed to add some work to my portfolio and get my rating up on E-Lance. I let the client know up front I normally charge a lot more, but the other day he says he wants another website for (big surprise) just as low an amount as the first one. I’m thinking yeah right I’m going to spend hours working for peanuts when I could be working on my own site which sucks and needs updating badly. I politely declined the project and he asked how much I would do it for. Not surprisingly when I gave him my normal rate he declined and said his new site “can be done very easily for the amount I was offering.” Lesson learned, if you work for someone for cheap or free, don’t expect you’ll be able to raise your prices on them later. Even if they accept they’ll likely resent you forever for raising the price. I feel really good about declining the project. I can look myself in the mirror without shame and now I can spend more time with my other higher paying clients and give my own website a much needed face lift. Thanks for the great article!

You’re welcome and thank you for reading! I’m glad you believed in yourself and didn’t undersell your services. It’s a common mistake that many make because of the fear of turning down paying projects.

Best of luck with your website face lift and thanks for sharing your story!

Great Article! Thanks for the advice..

Great article! I worked on a huge fund-raising project for a well known cancer organization for two years in a row. The first year, I was grossly underpaid, ( my inexperience , not their fault), and the second year I negotiated a more realistic fee. Both projects were creatively challenging and successful. Year three, they offer me “Year One” money again, with a shorter schedule, and actually hire another designer first,( because she was cheaper), but within 48 hours, realize they would prefer to work with me. So they offer me the other designer’s rate, (equal to half my rate), and two months less time to do the work. Now, I know that sometimes we don’t make money on the FIRST project we do with a client, but I also know that we will rarely be paid more by a client than the lowest rate we charge them. I knew that if I took this job at the lower rate, I would never, ( read : ever) get back to a realistic rate. The client would still expect first quality thought and execution, and still eat up the schedule deciding by committee, so while this job constituted a huge chunk of change, I turned them down. It was the most empowering thing I had done in my freelance career. I did not feel anything so much as relief and respect for myself.

Love your story (actually all of the stories in the comments)! Glad to hear you have no regrets turning down the work – that’s the attitude to have when making a difficult decision like that.

Thanks for sharing your story! 🙂

Great article—-I’m definitely absorbing this key information!

I have had to turn down clients many times. But I always try to hook them up with another freelancer suitable for their needs. I know this runs counter to my survival as a service business. But in the long run, I find it is very good business because I am still providing a service to the client. The client appreciates it immediately. And over the years, I have found that the artists I give referrals to, return the favor. Not always or right away, but it dawns on them slowly that there is enough work to go around and it doesn’t hurt them to share when they can.

I have explained to clients that I don’t juggle jobs. When they have me, they have my complete attention. So when I say no, it’s because I am unwilling to make a promise I might not be able to keep. In the end, they respect me for meaning yes when I say yes and not saying yes when I should say no.

I think that networking and connecting with other freelancers is a great solution to saying no to work that you cannot do yourself. It almost always pays off – whether you’re teaming up with someone or just building a relationship.

Thanks for sharing!

I was recommended by a colleague to work with a gentleman who was in on the ground floor of a new technical school as their director of marketing, even though the colleague knew that the director was slightly insane! I was hesitant to work with him from that description alone, but I placed the call anyway. When he asked me to do some spec work so he could evaluate my design aesthetic, (even though he had seen my portfolio) a red flag went up immediately. I explained to him politely that I don’t do spec work and told him I was probably not a good fit for his needs. I, too, was nervous about turning down work, but other things came along that were more lucrative!

It makes me happy to hear that you believed in your services enough to turn down a project that required spec work. I’m behind you 100% on that decision!

I’m glad everything worked out for the best. Thanks for sharing! 🙂

Whatever the reason, cost, timing or out of your zone of expertise, if you can’t do the job, thank the company that is offering you the work and if it’s appropriate, you may want to recommend another freelancer. Someday that recommendation may be reciprocated.

Great post! This situation has come up a number of times for my business over the last several years. Sometimes I’ve made the right choice and sometimes the wrong one. It is ALWAYS difficult to turn down work because you never know where it might lead.

You’re absolutely right – it can be very difficult to turn down work and sometimes is doesn’t work out. You can learn a lot from mistakes and failures, so just be sure to never give up, because things will always bounce back as long as you stick with it.

Love this post! It’s hard to turn down work when you’re a freelancer, but it’s such a must in so many situations. I realized that turning down work, while the money would have been great didn’t affirm my overall mission for my business. Freeing up that time I would have committed also allowed me to be creative and work ON my business, not IN it. Thanks for the great article Brent!

Glad to hear you’re keeping *your* business in mind when taking on projects! It’s important to make sure that the work you take on is aligned with your business goals.

Thanks for leaving a comment! 🙂

When to Say No (or Yes) to Additional Responsibilities at Work

Think about your average work week: How many of your daily tasks fit into the original job description you were hired to do?

Chances are that, over time, out of an eagerness to prove yourself, you’ve taken on a number of responsibilities that fall well outside the realm of your core role. But how much of this newfound accountability is contributing to your professional advancement—and how much of it is just running you ragged?

Top performers can be a prime target for additional requests because they enjoy challenge and frequently seek out new ways to demonstrate their skills. But do you find yourself saying yes every time your boss asks you to take a stab at a project that’s in no way related to your core competencies simply because you want to look like a team player?

If you do, you may find yourself on the brink of burnout , living at work, and unable to find time for yourself or friends. And what’s worse, you may be moving through every day with a cloud of dread hovering over your head, wondering, “How on earth will I ever get all this done?”

Often, we say yes to additional projects because we think that it may pay off with a promotion, raise, or other reward. We adopt the mentality of “I just need to bust my butt for the next couple of months; then I can relax.”

Too often, those couple of months come and go, but the promotion never comes . You grow increasingly frustrated, but don’t slow down because maybe, just maybe, this month your boss will recognize all the hard work you’re putting in and it’ll pay off. It can turn into a never-ending cycle.

While there’s nothing wrong with taking on additional responsibilities, if you’re not careful to draw the line somewhere, it can become a problem. When you have too much on your plate, not only can the quality of your work start to suffer, but your relationships and commitments outside of work may take a blow as well.

Does this mean you should stop saying yes to additional responsibilities altogether? Absolutely not! But it’s up to you to make sure you’re agreeing for the right reasons.

If you’re someone who tends to agree to every additional request that comes your way, here’s how to gauge when it’s appropriate to push back.

When Your Primary Job Responsibilities Will Suffer

It can be dangerous to agree to more if it impacts your ability to satisfy the job requirements that you were hired to do.

For example, say you work in HR, but you’ve been asked to attend some marketing-related conferences because that team is short-staffed. You may soon find yourself spending so much time away from your desk at events (which, truthfully, should be done by someone who has direct client contact and knows the ins and outs of marketing—not you!) that your primary job responsibilities, like training new employees and interviewing potential hires, starts to suffer.

If it’s an assignment that will detract from your core responsibilities, overwhelm you , and compromise your ability to consistently deliver a high quality of work—all without any significant upside—it’s best to decline and focus on what’s already on your plate.

When It’s Someone Else’s Work

Is your boss asking you to do the job of an intern and change the printer ink, even though you’re a manager?

No matter your role, it’s easy to get sucked into doing tasks that “aren’t your job”—like a sales rep who finds themself constantly fielding customer service calls. And there’s something to be said for adopting an all-hands-on-deck working style, but if you let it go too far, your willingness to pitch in can be abused .

How do you spot these time-sucking tasks? Ask yourself: Is this contributing to my professional development in a strategic way? If the assignment doesn’t link back to your career growth somehow, don’t be afraid to say no and shift the responsibility off your plate. (But it’s still a good idea to offer a proactive solution, like coaching another team member to do the task.)

When There’s No Exit Strategy

Don’t take on additional responsibilities until you understand the full scope of what’s involved, how long it will take, who you’ll be working with, and how long the project will last. You want to avoid miscommunication down the road, and most importantly, you don’t want it to be an open-ended arrangement. You may be happy to be a team player, but at the end of the day you have core responsibilities—and those should be your top priorities.

For example, if your boss delivers a fairly vague request, like asking you to oversee a new initiative and provide strategic guidance, get the specifics about what exactly that means. How long will you be needed on the project? Will you be expected to attend certain meetings or be on weekly calls? Make sure you have a crystal clear picture of what’s involved before saying yes in order to shield yourself from becoming embroiled in an open-ended, never-ending situation.

When It Won’t Contribute to Your Skill Set, Growth, or Network

Even an additional responsibility that doesn’t exactly fit your job description can be the opportunity to get in front of important people. For example, being asked to help create a sales deck for a company meeting is a great opportunity to get your work in front of senior management .

On the other hand, a solo project like filing old reports for your manager offers zero chance to expand your network in a meaningful way. Since it has little relationship-building potential and is essentially busy work, it’s better to pass on it in favor of stretch assignments that will help you grow.

If you do decide to decline a request, keep the conversation emotionally neutral. Focus on how it might affect the company’s goals, not your stress levels.

And if you agree to take on new work, clearly outline what you expect the new responsibility will result in—e.g., better assignments in the future, a move toward a promotion, or a mention at the board meeting—so that you don’t end up in a dead-end situation .

Learning to say yes to the right types of opportunities—and say no to others—is an exercise in setting healthy boundaries at work. Speaking up for yourself will not only save you from the anxiety of taking on more than you can handle, but it will display maturity, confidence, and strong self-management skills to your boss and others in the office.

Remember, setting boundaries and sticking to them doesn’t show you lack drive or ambition—it shows that you’re an employee of high value who prioritizes doing the job at hand.

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The Workologist

Declining a Work Assignment, With Finesse

By Rob Walker

• Aug. 21, 2014

Send your workplace conundrums to [email protected] including your name and contact information (even if you want it withheld for publication). The Workologist is a guy with well-intentioned opinions, not a professional career adviser. Letters may be edited.

I work for a government agency and have recently been on a short-term assignment supporting a different agency. I’m learning a lot but have felt like a fish out of water; inevitably, I’ve made a few mistakes.

A few weeks ago, an assignment came up on a day when I was 100 percent overwhelmed, handling multiple high-level issues. I almost never turn down assignments, and pride myself on being a team player. But I tried to suggest to my direct superior, in a casual way, that it might not be realistic to expect that I could complete this additional task without sacrificing other work. At my regular job, we’re encouraged to communicate openly with our supervisors about our workloads.

In this case, unfortunately, I think my supervisor told our director that I’d refused the assignment (not entirely true). He spoke to me sternly about supporting our team and how everyone was working extra hours. I’ve clearly fallen out of favor. Was there a better way to have handled this? WASHINGTON

It sounds as if you meant well, and that your position was understandable. Perhaps this offers a reminder that — especially in new situations — the way a message is delivered sometimes matters more than its practical substance. In particular, an ambiguous — or “casual” — message can leave you vulnerable to the worst interpretation.

It may be helpful to consider the improv-comedy tenet of always responding to a fellow performer’s actions and ideas with a “Yes, and ...” attitude. Never reject. Always embrace and then pivot the action in a direction you like better.

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How to politely decline

Apologize first

Don’t beat around the bush, use the actual word, say no twice, if you have to, forward them to someone else, mirror their request, offer an alternative, get back to them, real-life example:, how to decline an invitation, how to decline a wedding invitation samples:, discover on your own, frequently asked questions, how do you say no respectfully, how to politely decline a business offer, is declining an invitation rude.

Making a sincere apology to a customer means that you are admitting your business was at fault. Learn how to apologize, the right way.

Unfortunately, sometimes we have to disagree/refuse to do something for the customer. Here are a few tips on how to politely decline.

Experiencing customer complaints on social media? Use our social media complaint reply templates to reduce churn and restore trust.

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