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Make the second statement the "no" part of your message. End with a neutral or positive statement about the request or situation to show that you have no hard feelings because you were asked and that you feel no guilt about saying "no." Example: "I understand why an early copy of my report could be useful to you in tomorrow's decision. However, I can't release the sales numbers until the close of business today. I do hope the meeting goes well because that decision will have a big impact on both your division and ours.'' |
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Tip 557: Give the raincheck "No." |
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When you want to make sure the other person knows you have a legitimate reason for saying no rather than an excuse, and when you want to encourage further requests, offer a raincheck: "What an opportunity for on-the-job training! If it were any other week, I'd love to accompany you on the tour. Please put my name at the top of the list the next time you have an opening." |
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Tip 558: Offer alternatives. |
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If you can't offer to help the other person with his or her request, suggest alternatives. Consider the results the requester wants and think of other ways to meet those needs or criteria. "I can't attend, but maybe you'd like to have my assistant attend and offer insights on the project." "We can't do the project in-house to meet your deadline, but I can give you the name of an excellent freelancer who might be able to work your project in on short notice." "We can't get our delivery truck out there today, but I could ship the items overnight express so that you'd have them before the 2 o'clock meeting with your boss." Any such offers convey to the other person concern over the situation. |
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Tip 559: Mention any conditions under which you might change your mind. |
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If your answer is not definite and irrevocable, let the other person know that; it softens the message. Example: "If you decide that you don't need the work completed until next week, let me know and maybe I can reschedule my tasks at the end of the month." "If you can get by with pen-and-ink drawings, I'd certainly take on the project for you." "If you decide to change your terms, please talk to us again about your products." |
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