10 Phrases for Saying You’re Unavailable
There are times when you need to decline requests or communicate that you’re busy, but doing so politely maintains good relationships. Learning these 10 phrases for saying you’re unavailable will help you communicate your limited time clearly while remaining professional and considerate.
Common Ways to Communicate Limited Availability
Direct & Clear Responses
- I’m unavailable at that time. A straightforward and professional way to decline. “I’m afraid I’m unavailable at that time due to a prior commitment.”
- I’m booked during that period. Indicates your schedule is already full. “Thursday afternoon? I’m booked during that period with client meetings.”
- I have a conflict at that time. A professional way to explain a scheduling issue. “I have a conflict at that time, but I’m free later in the day.”
- My schedule is full that day. Clearly communicates you have no openings. “My schedule is full that day, but I could meet early next week.”
- I’m not available until [date/time]. Provides specific information about when you’ll be free. “I’m not available until Friday morning to review the documents.”
Polite & Considerate Responses
- Unfortunately, I can’t make it. A polite and widely-used way to decline. “Unfortunately, I can’t make it to the meeting as I’ll be out of the office.”
- I wish I could, but I’m tied up. Expresses regret while explaining you’re busy. “I wish I could help, but I’m tied up with project deadlines this week.”
- I’m swamped at the moment. A casual but clear way to say you’re very busy. “Can we reschedule? I’m swamped at the moment with urgent tasks.”
- I have prior commitments. A professional way to reference existing obligations. “I have prior commitments that prevent me from attending the event.”
- I’m not taking on new commitments right now. Useful for declining additional responsibilities. “While I appreciate the offer, I’m not taking on new commitments right now.”
Real-Life Dialogues
Colleague: Can you join the project review tomorrow at 2 PM?
You: I have a conflict at that time with another meeting. I’m available after 3 PM if that works?
Colleague: No problem, let’s schedule for 3:30 PM instead.
Friend: Are you free for dinner on Friday night?
You: Unfortunately, I can’t make it on Friday. I wish I could, but I’m tied up with family commitments.
Friend: No worries! Maybe next week?
Quick Tips: Declining Politely
| Situation | Recommended Expression | Why? |
|---|---|---|
| Professional meetings | I have a conflict at that time. | It’s professional, neutral, and suggests alternative times. |
| Social invitations | Unfortunately, I can’t make it. | It’s polite, expresses regret, and maintains the relationship. |
| When you’re overwhelmed | I’m swamped at the moment. | It clearly communicates your current workload in a relatable way. |
| Long-term unavailability | I’m not taking on new commitments right now. | It sets clear boundaries without needing to explain specific reasons. |
Practice Tip
Think of a recent request you had to decline. Practice how you could respond using different phrases from these 10 phrases for saying you’re unavailable to find the most appropriate one for the situation.
Why This Matters
- Using polite phrases to communicate unavailability helps maintain positive relationships and professional reputation.
- Clear communication about your limits prevents misunderstandings and manages others’ expectations.
- Knowing these 10 phrases for saying you’re unavailable allows you to set boundaries while showing respect for others’ requests.
Being able to communicate your unavailability clearly and politely is an important skill for maintaining work-life balance and professional relationships. With these phrases, you can decline requests gracefully while keeping doors open for future opportunities. Happy learning! 😊
