BY AMA STAFF

How to Say No to an Employee Request

Every manager will be forced periodically to refuse a request made by an employee. But there are different ways to say no, and you want to do so in a manner that sustains the relationship and keeps the lines of communication open.

Your job as a manager when refusing a request is to prevent hard feelings between you and the employee. You also want to ensure that the employee will not fear asking you for something else in the future because of the refusal.

The Three-Step Framework for Refusing Requests

When you need to deny an employee's request, follow these three essential steps:

1. Deliver a Clear Refusal

• Be direct but professional
• Use straightforward language like "No, I cannot do that" or "No, I will not do that"
• Avoid vague or ambiguous responses

2. Provide a Reasonable Explanation

• Explain the rationale behind your decision
• Help employees understand the bigger picture
• Demonstrate that the decision isn't arbitrary

3. Offer an Alternative Solution

• Show that you value the employee's needs
• Present viable alternatives when possible
• Focus on what you can do rather than what you can't

Putting It Into Practice: Example Scenarios

Handling Time-Off Requests

• Situation: Employee requests three days off for a work-related event
• Challenge: Timing conflicts with critical project deadline
• Response: "No, I can't give you days off now because we have to complete our advertising campaign by Friday, but you can attend the event that's scheduled for the spring."

Handling Salary Increase Requests

• Situation: Employee asks for an immediate raise based on recent performance
• Challenge: Department budget is fixed until next fiscal year
• Response: "I cannot approve a raise right now due to our current budget constraints, but I want to schedule a formal compensation review in Q1 when we have our new budget. In the meantime, let's document your achievements and develop a plan for growth opportunities."

Managing Flexible Work Arrangements

• Situation: Employee requests to work remotely full- time
• Challenge: Role requires some on-site presence for team collaboration
• Response: "While we can't accommodate a fully remote arrangement because of our team's collaborative needs, I can offer you a hybrid schedule with three days remote and two days in- office. This would give you more flexibility while maintaining our essential in-person connections."

Building Stronger Manager-Employee Relationships

Saying no to employee requests is challenging, but handling these situations professionally can actually strengthen workplace relationships. By following the three-step framework and maintaining clear communication, you can ensure your refusals are both firm and fair.

Ready to enhance your management skills? Explore AMA's Resources for Executive Leadership and CEOs to master crucial conversations and build stronger teams.

Want more leadership insights? See our Communication Skills for a Successful Workplace resources for additional tools and strategies.

About AMA

American Management Association (AMA) is globally recognized as a leader in professional development. For over 100 years, it has helped millions of people bring about positive change in their performance in order to improve results. AMA’s learn-by-doing instructor-led methods, extensive content, and flexible learning formats are proven effective—and constantly evolve to meet the changing needs of individuals and organizations. To learn more, visit amanet.org

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