The Pushback Playbook: How to Say No Professionally
7 Situations, 7 Scripts, Zero Burned Bridges
Why Saying No Is So Hard in English
For many Latin American professionals, saying no feels rude. In Spanish, we soften everything. We avoid direct refusals. But in North American business culture, a clear 'no' delivered professionally is respected—even expected. The problem? When you struggle with how to phrase it in English, you either agree to things you shouldn't, or you sound harsh without meaning to. These 7 scripts solve both problems.
The 7 Pushback Scripts
The Unrealistic Deadline
When a client or boss asks for something that's genuinely impossible to deliver on time.
Wrong:
"Um, that's very soon... I mean, we could try, but... maybe? I'll see what we can do."
Right:
"I want to deliver quality work, and that timeline puts that at risk. I can commit to [date] with full confidence, or we can discuss reducing scope to meet your deadline."
Why it matters:
You're not saying no to them—you're protecting the quality they want.
Action Item:
Next time you face an unrealistic deadline, offer an alternative date or reduced scope—never just say 'I'll try.'
The Scope Creep Request
When someone asks for 'one more thing' that wasn't in the original agreement.
Wrong:
"Sure, I guess we can add that... it's not too much work... probably."
Right:
"Happy to include that. Since it's outside our original scope, I'll send over a change order with the additional time and cost. Does that work?"
Why it matters:
You're saying yes to helping—but no to doing it for free.
Action Item:
Always acknowledge the request positively before redirecting to scope and cost.
The Meeting That Should Be an Email
When someone wants to schedule a meeting for something that doesn't require one.
Wrong:
"Okay, sure, let me find time... [blocks 30 minutes for a 2-minute question]"
Right:
"I'd love to help. Could you send me the details by email first? That way I can give you a thoughtful answer—and if we still need to meet, I'll have context."
Why it matters:
You're positioning yourself as efficient, not difficult.
Action Item:
Before accepting any meeting, ask: 'What do you need me to decide or provide?'
The Favor That's Actually Work
When someone asks you to do something significant under the guise of a 'quick favor.'
Wrong:
"Oh, sure, I can take a look... [spends 3 hours on unpaid work]"
Right:
"I appreciate you thinking of me. That's actually a significant project. Let me send you my rates and availability, and we can see if it makes sense to work together."
Why it matters:
You're honoring your expertise while leaving the door open.
Action Item:
When you hear 'quick favor,' translate it to 'unpaid work' in your head. Then respond accordingly.
The Bad Idea You Need to Redirect
When a client or colleague proposes something that won't work, and you need to steer them differently.
Wrong:
"I don't think that's a good idea... I mean, you could do that, but... it's not really best practice..."
Right:
"I understand the goal. Based on my experience, that approach tends to create [problem]. What's worked better is [alternative]. Would you be open to exploring that?"
Why it matters:
You're redirecting to your expertise, not just blocking their idea.
Action Item:
Always acknowledge their goal before offering an alternative approach.
The Interruption During Focus Time
When someone wants your attention immediately for something that isn't urgent.
Wrong:
"Oh, sure, let me stop everything... [loses 45 minutes of productivity]"
Right:
"I'm in the middle of something right now. Can I get back to you at [specific time]? Or if it's urgent, give me the 30-second version."
Why it matters:
You're offering an alternative, not a rejection.
Action Item:
Practice the phrase 'Can I get back to you at [time]?' until it's automatic.
The Request Outside Your Role
When someone asks you to do something that isn't your job.
Wrong:
"I guess I could do that... even though it's not really my area..."
Right:
"That's actually [Name]'s area—they'll be able to help you much better than I can. Want me to connect you?"
Why it matters:
You're being helpful by directing them to the right person.
Action Item:
Know who handles what on your team so you can redirect confidently.
Robert Cushman
I help Latin American tech professionals communicate with executive-level confidence so they can close bigger contracts, command premium rates, and advance their international careers.
After coaching 200+ professionals from Smarttie, Grupo Kopar, Terramar Brands, and Sourceability, I know that what separates good from great in high-pressure meetings isn't vocabulary—it's leadership communication.