🎤 Speaking Practice · 話す練習

Speaking Practice – How to Say “No” Politely in English at Work

Learn the soft opener, short reason, and optional alternative that make up a polite workplace refusal — then practice with 5 speaking prompts.

📋 The 3-part polite refusal template / 3ステップの丁寧な断り方テンプレート

[Soft opener], I can't [the task]… [前置き]、[タスク]はできません…

…because [short reason]. …[理由]なので。

Maybe I could [alternative] instead. 代わりに[代案]ならできるかもしれません。

Three parts: a soft opener so the "no" doesn't feel sudden → a short reason (one sentence is enough) → an optional alternative that turns the refusal into cooperative help.
3つのパーツ：やわらかい前置き（「No」を唐突に感じさせない）→短い理由（一文で十分）→代案（断りを協力的な返事に変える、任意）。

📚 単語バンク / Word bank Tap to hear 🔊

Ways to Refuse / 断り方

Time and Workload / 時間・仕事量

Roles and Responsibility / 役割・責任

Offering Alternatives / 代案

📌 記事の要点 / Key points

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Section 1 — When and why you need this skill セクション1 — いつ・なぜ必要なのか

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A coworker asks you to cover their shift or finish their task. 同僚がシフトの交代や仕事の代わりを頼んでくる。
Your manager asks you to take on extra work when you are already busy. すでに忙しいのに、上司が追加の仕事を頼んでくる。
A client asks for a deadline that is too tight. 取引先がタイトすぎる締め切りを求めてくる。
Someone asks you to do a task that is not part of your job. 自分の仕事ではないタスクを頼まれる。
You get invited to a meeting that clashes with something more urgent. もっと大事な予定と重なる会議に誘われる。
A teammate asks you to fix their mistake for them. 同僚が自分のミスの尻拭いを頼んでくる。

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Section 2 — The 3-part core template セクション2 — 3ステップの基本テンプレート

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"[Soft opener]" — "I'm sorry, but…" or "Unfortunately…" tells the listener something difficult is coming. 「[前置き]」— 「I'm sorry, but…」などで、難しい話が来ることを先に伝える。
"I can't [the task] because [short reason]." — one short sentence is enough to explain why. 「[理由]なので[タスク]はできません」— 理由は一文で十分。
"Maybe I can [alternative action] instead." — optional, but turns a flat refusal into a cooperative answer. 「代わりに[代案]ならできるかもしれません」— 任意だが、断りを協力的な返事に変える強力な要素。

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Section 3 — Vocabulary bank (28 key words) セクション3 — 単語バンク（28語）

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Ways to refuse: decline, turn down, unable to, not in a position to, pass on (something), rain check, out of the question 断り方：decline, turn down, unable to, not in a position to, pass on, rain check, out of the question
Time and workload: deadline, workload, swamped, overcommitted, bandwidth, prioritize, tight schedule 時間・仕事量：deadline, workload, swamped, overcommitted, bandwidth, prioritize, tight schedule
Roles and responsibility: responsibility, outside my scope, delegate, in charge of, point of contact, hand off (a task), call the shots 役割・責任：responsibility, outside my scope, delegate, in charge of, point of contact, hand off a task, call the shots
Offering alternatives: alternative, reschedule, follow up, cover for (someone), catch up later, in the meantime, circle back 代案：alternative, reschedule, follow up, cover for someone, catch up later, in the meantime, circle back

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Section 4 — Useful phrases by function セクション4 — 場面別フレーズ集

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Opening: "Thanks for thinking of me, but…" / "I appreciate you asking, but…" / "Let me be honest with you about this." 話しかける：「Thanks for thinking of me, but…」/「I appreciate you asking, but…」/「Let me be honest with you about this.」
Explaining the reason: "I'm already stretched pretty thin this week." / "I've got two deadlines back-to-back right now." / "This falls outside what I usually handle." 理由を伝える：「I'm already stretched pretty thin this week.」/「I've got two deadlines back-to-back right now.」/「This falls outside what I usually handle.」
Softening: "I wish I could make this work." / "It's not that I don't want to help." / "Timing just isn't on my side right now." 和らげる：「I wish I could make this work.」/「It's not that I don't want to help.」/「Timing just isn't on my side right now.」
Offering an alternative: "Could someone else on the team take this one?" / "I could look at it first thing tomorrow instead." / "Let's put this on the list for next sprint." 代案を出す：「Could someone else on the team take this one?」/「I could look at it first thing tomorrow instead.」/「Let's put this on the list for next sprint.」
Ending politely: "Thanks for understanding." / "Let me know if the timing changes." / "I'll check back in with you once things settle down." 丁寧に終える：「Thanks for understanding.」/「Let me know if the timing changes.」/「I'll check back in with you once things settle down.」

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Section 5 — Three real workplace conversations セクション5 — 3つの実際の職場での会話

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A coworker asks for help (You + Aya): swamped this week → suggest Kenji → offer an hour tomorrow → close warmly. 同僚から助けを求められる（あなた＋アヤ）：今週手一杯 → ケンジを提案 → 明日1時間なら対応可能 → 温かく締める。
Your manager asks for extra work (You + Mr. Sato): two ongoing projects → propose revisiting after Tanaka project → manager agrees. 上司から追加業務を頼まれる（あなた＋佐藤さん）：二つのプロジェクトを抱えている → タナカ案件後に改めて相談を提案 → 上司も納得。
A client asks for a rushed deadline (You + Jason): not realistic → offer a draft by tomorrow → final version still Friday. 取引先から無理な納期を求められる（あなた＋ジェイソン）：現実的ではない → 明日下書きを提供 → 最終版は予定通り金曜。

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Section 6 — Three naturalness tips セクション6 — 自然に聞こえる3つのコツ

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Add a reaction word and a softener: ❌ "No. I am busy." ✅ "Ah, I really wish I could, but I'm completely swamped this week." 反応語と和らげる言葉を加える：❌「No. I am busy.」✅「Ah, I really wish I could, but I'm completely swamped this week.」
Point toward a next step: ❌ "I cannot do that task." ✅ "That one's actually outside what I usually handle — Kenji might be your best bet." 次の一歩を示す：❌「I cannot do that task.」✅「That one's actually outside what I usually handle — Kenji might be your best bet.」
Soften a flat statement: ❌ "It is not possible." ✅ "Honestly, moving it to tomorrow just isn't realistic on our end." 硬い表現を和らげる：❌「It is not possible.」✅「Honestly, moving it to tomorrow just isn't realistic on our end.」

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Section 7 — Five common mistakes to avoid セクション7 — 避けたい5つのよくあるミス

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❌ Saying "No" with nothing around it: "No, I can't." → ✅ "I'm sorry, but I can't take this on right now." ❌「No」だけで済ませる → ✅「I'm sorry, but I can't take this on right now.」
❌ Explaining for too long: a five-sentence excuse → ✅ "I'm already stretched thin this week." ❌ 理由を長く説明しすぎる → ✅「I'm already stretched thin this week.」
❌ Being too vague to be useful: "Maybe later." → ✅ "I could look at it first thing tomorrow." ❌ あいまいすぎる返事をする → ✅「I could look at it first thing tomorrow.」
❌ Saying yes to avoid an awkward moment → ✅ "I want to be honest — I don't think I can do this well if I take it on right now." ❌ 気まずさを避けるために「はい」と言う → ✅ 正直に「I don't think I can do this well right now」と伝える。
❌ Using casual English with a manager or client: "Nah, can't do it." → ✅ "I appreciate you thinking of me, but I don't think I can take it on right now." ❌ 上司や取引先にくだけた英語を使う → ✅「I appreciate you thinking of me, but I don't think I can take it on right now.」

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Section 8 — Practice template & worked examples セクション8 — 練習テンプレートと使用例

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Template: "[Opener], I can't [task] because [reason]. Maybe I could [alternative] instead." テンプレート：「[前置き]、[理由]なので[タスク]はできません。代わりに[代案]ならできるかもしれません。」
Junior employee: "I'm sorry, but I can't take on the data entry today because I'm still finishing the client report. Maybe I could help with it first thing tomorrow instead." 新人社員：「申し訳ありませんが、まだクライアントの報告書を仕上げている最中なので、データ入力は今日はできません。代わりに明日の朝一番でならお手伝いできるかもしれません。」
Team lead: "Thanks for thinking of me, but I can't join the 3 PM meeting because I already have a deadline at that time. Maybe we could move it to tomorrow morning instead." チームリーダー：「声をかけてくれてありがたいのですが、午後3時の会議には参加できません。ちょうどその時間に締め切りがあるので。代わりに明日の朝に変更できるかもしれません。」
Freelancer: "I appreciate you reaching out, but I can't deliver the full project by tomorrow because the review stage still needs two more days. Maybe I could send you a draft version tonight instead." フリーランサー：「ご連絡ありがとうございます。ただ、明日までにプロジェクト全体を納品することはできません。レビュー段階にまだあと2日必要なので。代わりに今夜、下書き版をお送りできるかもしれません。」

Step 1

👀 Read

Step 2

🤔 Prepare

Step 3

🎙️ Speak

Step 4

⭐ Review

📍 Stop 1 of 5

🎯 Goal / ゴール

Tap to speak

マイクが使えない場合は下でタイプできます。

Get ready to speak Glance at the chips above — what 3 things do you need to say?

✏️ Type your English response / 英語で書いてみよう

💬 Model answer / 模範解答

🏆

😊

おつかれさまでした！ 🎉

📚 More activities Next Activity →

At work, there will be times when someone asks you to do something, but you cannot say yes. Maybe you are too busy, the deadline is too tight, or the task really is not your responsibility. In those moments, you do not need to sound harsh, and you do not need to give a long excuse — you only need to be clear, respectful, and calm.

Saying no politely is a skill that protects your time and keeps your workload realistic — and done well, it actually strengthens your relationships with coworkers, managers, and clients instead of damaging them.

仕事では、頼まれごとを断らなければならない場面が必ずあります。忙しいとき、締め切りが厳しいとき、あるいは自分の担当ではないとき。そんなときでも、きつく言ったり、長い言い訳をしたりする必要はありません。はっきり、丁寧に、落ち着いて伝えれば十分です。丁寧に断る力は、自分の時間を守るだけでなく、うまく使えば同僚や上司、クライアントとの関係をより良くします。

When will you use this? / いつ使う場面があるの？

Here are 5 real situations where you will need to say no politely at work:

A coworker asks for a favor: A colleague asks you to help finish their work, cover a shift, or take on a small task you don't have time for.
同僚から、仕事を手伝ってほしい、シフトを代わってほしいと頼まれるとき。
Your manager offers you extra work: Your manager wants you to take on a new project or account, but your schedule is already full.
上司から新しい仕事やプロジェクトを頼まれるが、すでに手一杯なとき。
A client asks for a rushed deadline: A client wants the deliverables sooner than agreed, even though the new timeline isn't realistic.
クライアントが、当初の約束より早い納期を求めてくるとき。
A request falls outside your role: Someone asks you to do a task that genuinely isn't part of your job or responsibilities.
本来自分の担当ではない仕事を頼まれるとき。
You need to protect a higher priority: You're invited to something, or asked to help with something, that clashes with more urgent work.
もっと優先すべき仕事があるのに、他のことに誘われたり頼まれたりするとき。

Why is this skill important? / なぜ大切なの？

Learning to say no politely at work helps you:

Protect your time and workload — 自分の時間と仕事量を守る
Avoid overcommitting to more than you can handle — 引き受けすぎを防ぐ
Keep good relationships with coworkers, managers, and clients — 同僚・上司・クライアントとの良い関係を保つ
Sound professional and confident, not rude — 失礼にならず、プロフェッショナルで自信のある印象を与える
Build a reputation as someone honest and reliable — 正直で信頼できる人という評判を築く

2. Core Language Pattern / 基本の型

A polite refusal at work usually has three parts. Use this simple template every time:

Acknowledge them first → I appreciate you asking,
Give a clear, gentle no → but I can't take this on right now
Give a short reason or alternative → because [reason]. Maybe [alternative] instead.

The Template / テンプレート

I appreciate you asking, but I can't take this on right now.
I'm already handling [reason], so it's not realistic for me at the moment.
Maybe [alternative] could work instead?

1. 「I appreciate you asking」で相手への気遣いを先に伝える。いきなり断るより、印象がやわらかくなる。
2. 「I can't take this on right now」ではっきり、しかし穏やかに断る。あいまいにせず、はっきり伝えることが大切。
3. 理由か代案を短く添える。長い言い訳は不要。ひとことで十分。

Why acknowledging the person first matters / 最初に相手を気遣うことが大切な理由

"No, I can't." — This sounds blunt and can feel cold, especially with a manager or client.
"I appreciate you asking, but I can't right now." — This acknowledges the person first, which makes the same "no" feel respectful instead of dismissive.

同じ「できません」でも、最初に相手への気遣いのひとことを入れるだけで、印象が大きく変わります。特に上司やクライアントに対しては、この習慣を身につけましょう。

3. Vocabulary Bank / 単語リスト

Here are 16 essential words and phrases for saying no politely at work:

Saying No / 断る

decline断る、辞退する

turn down（依頼などを）断る

unable to〜できない（丁寧な言い方）

not in a position to〜する立場にない

Explaining Why / 理由を説明する

deadline締め切り

swamped仕事に追われている（口語）

overcommitted予定を詰め込みすぎている

bandwidth（比喩的に）対応できる余力

Scope & Scheduling / 業務範囲・スケジュール

tight scheduleきついスケジュール

outside my scope自分の担当範囲外

delegate（仕事を）任せる、委任する

reschedule予定を変更する

Offering Alternatives / 代案を示す

rain checkまた今度、の意味で使う口語表現

hand off (a task)（仕事を）引き継ぐ

alternative代替案

circle back（後で）改めて話し合う（ビジネス口語）

4. Useful Phrases by Function / 場面別フレーズ集

① Softening a Direct No / はっきり断るときのやわらげ方

I'm sorry, but I can't.

申し訳ありませんが、できません。

Unfortunately, I'm not able to.

残念ですが、対応できません。

I'm afraid I can't.

恐れ入りますが、難しいです。

I have to decline.

お断りしなければなりません。

② Giving a Reason / 理由を伝える

I'd love to help, but I'm swamped right now.

お手伝いしたいのですが、今は手一杯です。

I wish I could, but I'm already overcommitted.

できればいいのですが、すでに予定を詰め込みすぎています。

I can't take this on at the moment — I'm on a tight deadline.

今は引き受けられません、締め切りが迫っているので。

That's outside my scope, unfortunately.

残念ながら、それは私の担当範囲外です。

③ Offering an Alternative / 代案を提案する

Maybe I can help later this week.

今週後半ならお手伝いできるかもしれません。

Could we revisit this once my current project wraps up?

今のプロジェクトが終わったら、改めて検討できますか。

Perhaps someone else could help instead — they just finished their part.

代わりに別の人に頼めるかもしれません、ちょうど終わったばかりなので。

I can send you a draft version by tomorrow, if that helps.

お役に立てば、明日までに下書き版をお送りできます。

④ Softening the Whole Sentence / 文全体をやわらげる表現

I'm afraid...

恐れ入りますが…

At the moment...

今のところ…

I appreciate you thinking of me, but...

声をかけてくれてありがたいのですが…

Thanks for asking directly — let me be honest with you.

率直に聞いてくれてありがとう、正直にお伝えしますね。

⑤ Ending Politely / 丁寧に締めくくる

Thank you for understanding.

ご理解いただきありがとうございます。

I really appreciate your patience.

お待ちいただき、感謝します。

Let's touch base again once things settle down.

落ち着いたら、また相談させてください。

I'll get that ready for you as soon as I can.

できるだけ早く準備しますね。

5. Three Example Conversations / 会話の例 3つ

Conversation 1: A Coworker Asks for Help Over Coffee

Setting: Office break room. Partner: Aya, a work friend, is behind on a report and asks for help finishing it tonight.

AyaHey, do you have a second? I'm kind of drowning in this report.

YouOh no, what's going on?

AyaThe client moved the deadline up, and I still have half the slides left. Could you help me finish it tonight?

YouAh, I really wish I could, but I'm actually swamped myself right now.

AyaReally? I thought your project wrapped up last week.

YouIt did, but a new one landed on my desk yesterday, and it's due Friday.

AyaUgh, okay. I guess I'll just have to power through it alone.

YouI know that's rough. Have you asked Kenji? He finished his part early this week.

AyaGood idea, I hadn't thought of him.

YouIf it's still not enough by tomorrow morning, ping me — I might have an hour free before my meeting.

Conversation 2: Your Manager Asks You to Take on Extra Work

Setting: Manager's office. Partner: Mr. Sato, your manager, wants you to take over a new client account starting next week.

Mr. SatoDo you have a minute? I'd like you to take on the Yamada account starting next week.

YouOf course — can I ask what that would involve?

Mr. SatoWeekly check-ins with the client and reviewing their monthly reports.

YouI appreciate you thinking of me for this, but I don't think I can take it on right now.

Mr. SatoOh? Is something else taking up your time?

YouYes, I'm already handling two ongoing projects, and both have deadlines this month.

Mr. SatoI see. I didn't realize your plate was that full.

YouIf it's possible, could we revisit this once one of those projects wraps up?

Mr. SatoThat could work. When does the first one finish?

YouThe Tanaka project ends in about two weeks — that would be much more manageable, thank you for understanding.

Conversation 3: A Client Asks for a Rushed Deadline on a Video Call

Setting: Video call with a partner company. Partner: Jason, a client, asks if the final files can arrive tomorrow instead of Friday.

JasonHey, thanks for hopping on the call. So, any chance we could get the final files by tomorrow instead of Friday?

YouThanks for asking directly, Jason — let me be honest with you about this one.

JasonSure, go ahead.

YouMoving it to tomorrow just isn't realistic on our end. We still have a round of quality checks scheduled.

JasonI figured it might be tight. Is there any part we could get early, even a draft?

YouThat's actually something we can do. I could send you the draft files by tomorrow afternoon.

JasonThat would help a lot on our side. What about the final version?

YouThe final version would still come Friday, as originally planned, once the checks are done.

JasonThat works for us. I just needed something to show our team early.

YouPerfect, I'll get that draft package ready for you.

6. Naturalness Tips / 自然に聞こえるコツ

Tip 1: Don't sound too formal with coworkers / 同僚に対して堅苦しくなりすぎない

❌ Too Formal"What is the problem."

✅ Natural"Oh no, what's going on?"

Tip 2: Soften refusals to your manager / 上司への断り方をやわらげる

❌ Too Blunt"I refuse to accept this task."

✅ Natural"I appreciate you thinking of me, but I don't think I can take it on right now."

Tip 3: Keep client refusals warm, not robotic / クライアントへの断りを機械的にしない

❌ Robotic"That request cannot be fulfilled."

✅ Natural"Moving it to tomorrow just isn't realistic on our end. We still have a round of quality checks scheduled."

Tip 4: Always close with something forward-looking / 前向きな一言で締めくくる

"Let's touch base again once things settle down."

"I'll get that ready for you as soon as I can."

7. What to Avoid / 避けたほうがいいこと

Mistake 1: Sounding too direct / 直接的すぎる言い方

❌ Avoid: "No, I can't."
✅ Better: "I'm sorry, but I can't."

Mistake 2: Giving a long excuse / 長い言い訳をする

❌ Avoid: Explaining every detail of why you're busy before actually saying no.
✅ Better: "I'm sorry, but I can't take this on right now — I'm swamped with another deadline." (one short reason is enough)

Mistake 3: Being vague / 曖昧すぎる

❌ Avoid: "Maybe later."
✅ Better: "Maybe I can help later this afternoon."

Mistake 4: Saying yes when you really mean no / 本当は無理なのに「はい」と言ってしまう

❌ Avoid: Agreeing to a request you know you can't realistically finish.
✅ Better: "I wish I could, but I don't think I can finish that by tomorrow."

Mistake 5: Forgetting to offer an alternative / 代案を出し忘れる

❌ Avoid: Ending the conversation right after saying no, with nothing else offered.
✅ Better: "I can't do it today, but I could help tomorrow morning instead."

8. Practice Template / 練習テンプレート

I appreciate you asking, but I can't take this on right now.
I'm already dealing with [reason], so it's not realistic for me at the moment.
Maybe [alternative] could work instead?

Worked Case Scenarios

Worked Example 1: Aya — declining a coworker's request for help:
"I appreciate you asking, but I can't take this on right now. I'm already dealing with my own report deadline, so it's not realistic for me tonight. Maybe I can take a look first thing tomorrow morning instead?"

Worked Example 2: Kenta — declining extra work from his manager:
"I appreciate you considering me for this, but I can't take it on right now. I'm already dealing with two ongoing projects with deadlines this month, so it's not realistic for me at the moment. Maybe we could revisit this once one of them wraps up?"

Worked Example 3: Mio — declining a client's rushed deadline:
"I appreciate you asking directly, but moving the deadline up isn't realistic on our end. We're already dealing with a scheduled round of quality checks, so tomorrow isn't possible. Maybe I could send you a draft version by tomorrow afternoon instead?"

💡 Bonus tip: If you're not sure how to phrase the reason politely, just describe what you're already doing in one short sentence — that alone is usually enough.