How to Apologize for the Inability to Do Something

Feb 07, 2024

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CONGRATULATIONS, you legend, you! You know your boundaries, and you’re ready to express them.
Depending on the request and who is asking, declining requests can come in all forms: email, text, phone, LinkedIn message, or carrier pigeon.
Reasonable requests deserve respectful refusals.
Requests from bosses and authority figures (even unreasonable ones) require a very careful, detailed, logic-based response.
Unreasonable requests are often not worth the dignity or time of a response. Not everyone deserves an explanation of why you can’t do something for them.
If possible and appropriate, offer an alternative. Showing someone you’re trying to meet them halfway is a great goodwill builder.

As much as I would like to help you, I’m not in a position to offer you any assistance.
I’m sorry, <Name> I’d love to help out, but my calendar is booked that day.
Thank you for thinking of me for this project. Unfortunately, my team and I are at capacity and won’t be able to start your project until the beginning of next year.
Hello <Name>, I’m terribly sorry, but I cannot do what you ask.
I know you really want me to <describe what they want from you>.
Unfortunately, I’m unable to do that because <a very high-level description of why you can’t do it.> Unless you are responding to a boss, client, or spouse, be prepared to offer a more in-depth explanation.
What I can offer/ what I can do is <description of alternative>. How does that sound?