Successful time management also requires that you set some boundaries. It is important that you do not overcommit yourself. Saying no is hard! It can sometimes feel impossible. Read these tips and sample emails for how to say “no.”
Know Your No
To say no confidently, first identify what truly matters to you. Knowing where you want to focus your time is essential to setting boundaries effectively.
Be Appreciative
When people make requests of you, it is usually a sign of trust in you and your abilities. Express gratitude for their confidence, even if you ultimately decline.
Say No to the Request, Not the Person
When declining an invitation, clarify that you are rejecting the request, not the person. Remain polite and kind to avoid misunderstanding and show the person genuine appreciation.
Explain Why
The specific reason for saying no is not as important as simply having one. Be honest; whether it is due to being busy or the request not aligning with your strengths or timeline, any reason is ok as long as you have one.
It's Okay to Miss Out
Saying no can feel like missing an opportunity, but it is a tradeoff. By declining one request, you’re choosing to prioritize something you value more, turning it into a positive choice.
Gather Courage
Saying no takes courage; especially if you are used to saying yes or have a fear of disappointing others. While it may come with feelings of guilt or criticism, it is often a necessary step to reclaim your time and priorities.
The more you practice assertiveness, the more confident you will feel. Take that first step!
(Bregman, Peter. “Nine Practices to Help You Say No.” HBR, Feb 15, 2013, https://hbr.org/2013/02/nine-practices-to-help-you-say)
Email Templates
Subject: Request to Cancel Standing Appointment
Dear [Recipient’s Name],
I hope this email finds you well. I’m writing to let you know that I need to cancel the standing appointment we previously scheduled for [specific day/time]. Unfortunately, I realized I have other commitments or priorities that require my focus during this time.
I truly appreciate the opportunity and the time you’ve set aside for me, and I’m grateful for your understanding. If appropriate, I would be happy to revisit scheduling at a later date or explore other ways to stay connected.
Thank you again for your kindness and support, and I apologize for any inconvenience this may cause.
Best regards,
[Your Name]
Subject: Thank You for the Invitation/Offer
Dear [Recipient’s Name],
Thank you so much for extending the invitation/offer to [specific event/position/opportunity]. I truly appreciate the thoughtfulness and the confidence you’ve shown in me by reaching out.
After careful consideration, I’ve decided to decline this opportunity. While it’s a wonderful [event/offer/opportunity], I believe I wouldn’t be able to give it the time and attention it deserves due to my current commitments.
I’m grateful for the opportunity and hope you understand my decision. Wishing you all the best with [specific event/opportunity], and I hope we can stay connected for future opportunities.
Warm regards,
[Your name]
