How to Politely Say No to Extra Work or Requests Without Damaging Relationships

Table of Contents

Politely Say No to Extra Work – Introduction

We all have that colleague who complains about the amount of extra work that their boss pushes on to them. The thing they tend to forget is that there are two people involved here: the one that asks and the one that says yes.

Saying no to extra work can feel uncomfortable – especially when you want to be seen as a team player. But always saying yes can lead to burnout, resentment and reduced productivity. The key is to set boundaries politely and professionally, using diplomatic language that maintains trust.

This article builds on How to Say “No” Professionally Without Sounding Rude and our community for professionals who use English at work, where you can practise these essential workplace skills.

Why It’s Hard to Say No to Extra Work

You might feel guilty, worry about disappointing someone, or fear being seen as unhelpful. But saying yes to everything can backfire.

Here’s why:

Missed deadlines: Taking on more work than you can handle means some tasks will inevitably be delayed or rushed. This affects not only your reputation but also the overall progress of your team.
Poor quality work: When you’re juggling too much, the quality of your work often suffers. You might overlook important details or make avoidable mistakes.
Stress and overload: Constantly taking on extra tasks leads to exhaustion and burnout. This can impact your health, mood, and ability to collaborate effectively with others.

These outcomes don’t just affect you – they can also harm your team, your relationships at work and your long-term performance.

Saying no respectfully is not selfish – it’s strategic. It helps you do your best work, supports team efficiency and protects your professional reputation.

Polite Ways to Say No to Extra Work (with Examples)

The goal is to show that you respect the request – but that you have legitimate limits.

1. If You’re at Full Capacity

✅ “I’d really like to help, but I’m currently at full capacity with existing deadlines.”
✅ “I’m currently at full capacity with existing tasks – which of these should I leave until next week?”
✅ “I’m concerned I wouldn’t be able to give this the time it deserves – could we revisit this later?”

UK English might use slightly more indirect phrases:
✅ “I’m not sure I can take this on at the moment, given my current workload.”

US English may be more direct:
✅ “I’ve got too much on my plate right now to take this on properly.”

2. If It’s Outside Your Role or Priorities

✅ “I want to stay focused on the main priorities we agreed on – can we discuss where this fits in?”
✅ “This isn’t really within my scope, but I can help find someone who might be available.”

3. If It’s a Repeated Pattern

✅ “I’ve noticed I’ve been asked to cover extra tasks quite often – can we look at redistributing the workload more evenly?”
✅ “To make sure I can maintain quality, I need to stick to what’s already on my plate.”

Tips for a Polite, Assertive Tone

Start with empathy: Acknowledge the request and show appreciation.
Be clear and confident: Avoid over-explaining or apologising excessively.
Offer an alternative when possible: Suggest a delay, a different person, or a smaller task you could help with.

✅ “Thanks for thinking of me. Unfortunately, I can’t commit fully right now, but I’d be happy to review it later in the week.”

Example Dialogue: Saying No to a Manager

Manager: “Can you take on this extra task for the presentation next week?”
You: “Thanks for asking. I’d really like to help, but I’m already stretched with the upcoming reports. Would it be possible to shift one of those, or should someone else support the presentation?”

This response is respectful, shows awareness of priorities and keeps the conversation open.