10 Essential Japanese Phrases for Politely Declining in Business Emails

In Japanese business culture, communication is often indirect and highly respectful. When you need to decline a request or proposal in an email, choosing the right words is crucial to maintain good relationships and avoid misunderstandings. Saying "no" directly can be seen as rude or confrontational, so professionals use carefully crafted phrases to express refusal politely and clearly.

This post introduces 10 essential Japanese phrases for politely declining in business emails. Each phrase comes with explanations and examples to help you use them appropriately. Whether you are responding to meeting invitations, project proposals, or requests for collaboration, these phrases will help you convey your message with tact and professionalism.

1. 恐れ入りますが (Osoreirimasu ga)

This phrase is a very polite way to start a refusal. It literally means "I am sorry to trouble you," and it softens the impact of the negative response that follows.

Example:

恐れ入りますが、今回はご提案をお受けできません。

(Osoreirimasu ga, konkai wa go-teian o ouke dekimasen.)

I am sorry to trouble you, but I cannot accept your proposal this time.

Use this phrase when you want to show humility and respect before delivering a refusal.

2. 申し訳ございませんが (Moushiwake gozaimasen ga)

This phrase means "I have no excuse," and it expresses a deep apology. It is often used when declining requests that might inconvenience the other party.

Example:

申し訳ございませんが、スケジュールの都合で参加できません。

(Moushiwake gozaimasen ga, sukejuuru no tsugou de sanka dekimasen.)

I am very sorry, but I cannot participate due to scheduling conflicts.

This phrase is suitable when you want to emphasize regret and politeness.

3. 残念ながら (Zannen nagara)

This phrase means "Unfortunately," and it introduces bad news or refusal gently.

Example:

残念ながら、今回はお手伝いできません。

(Zannen nagara, konkai wa otetsudai dekimasen.)

Unfortunately, I cannot assist this time.

Use this phrase to express regret while declining.

4. 〜は難しいです (〜wa muzukashii desu)

This phrase means "It is difficult to ~," and it is a softer way to say no without directly refusing.

Example:

その日程での会議参加は難しいです。

(Sono nittei de no kaigi sanka wa muzukashii desu.)

It is difficult to attend the meeting on that date.

This phrase implies a challenge or obstacle rather than a flat refusal.

5. 今回は見送らせていただきます (Konkai wa miokurasete itadakimasu)

This phrase means "We will pass on this occasion," and it is a polite way to decline offers or proposals.

Example:

今回のプロジェクト参加は見送らせていただきます。

(Konkai no purojekuto sanka wa miokurasete itadakimasu.)

We will pass on participating in this project this time.

It shows respect and leaves room for future opportunities.

6. ご期待に添えず申し訳ありません (Gokitai ni soezu moushiwake arimasen)

This phrase means "I am sorry for not meeting your expectations," and it expresses regret for declining.

Example:

ご期待に添えず申し訳ありませんが、今回はお引き受けできません。

(Gokitai ni soezu moushiwake arimasen ga, konkai wa o-hikiuke dekimasen.)

I am sorry for not meeting your expectations, but I cannot accept this time.

Use this phrase when you want to acknowledge the other party’s hopes and apologize sincerely.

7. 別の機会にお願いできますでしょうか (Betsu no kikai ni onegai dekimasu deshou ka)

This phrase means "Could we ask for another opportunity?" and it is a polite way to decline now but suggest future cooperation.

Example:

今回は難しいですが、別の機会にお願いできますでしょうか。

(Konkai wa muzukashii desu ga, betsu no kikai ni onegai dekimasu deshou ka.)

It is difficult this time, but could we ask for another opportunity?

This phrase keeps the door open for future discussions.

8. ご了承いただけますと幸いです (Goryoushou itadakemasu to saiwai desu)

This phrase means "I would appreciate your understanding," and it is often used to soften refusals.

Example:

ご希望に添えず恐縮ですが、ご了承いただけますと幸いです。

(Gokibou ni soezu kyoushuku desu ga, goryoushou itadakemasu to saiwai desu.)

I am sorry for not meeting your request, and I would appreciate your understanding.

It shows humility and respect for the recipient’s feelings.

9. ただいま対応が難しい状況です (Tadaima taiou ga muzukashii joukyou desu)

This phrase means "Currently, it is difficult to respond," and it explains the refusal with a situational reason.

Example:

ただいま対応が難しい状況ですので、ご容赦ください。

(Tadaima taiou ga muzukashii joukyou desu node, go-yousha kudasai.)

Currently, it is difficult to respond, so please forgive us.

It is useful when external factors prevent acceptance.

10. ご提案はありがたく存じますが (Goteian wa arigataku zonjimasu ga)

This phrase means "I appreciate your proposal, but," and it expresses gratitude before declining.

Example:

ご提案はありがたく存じますが、今回は見送らせていただきます。

(Goteian wa arigataku zonjimasu ga, konkai wa miokurasete itadakimasu.)

I appreciate your proposal, but we will pass this time.

It balances appreciation with refusal.

Using These Phrases Effectively

When writing business emails in Japanese, tone and context matter. Here are some tips to use these phrases well:

• Start with appreciation or apology to show respect.

• Explain reasons briefly if appropriate, but avoid too much detail.

• Keep sentences clear and polite to avoid misunderstandings.

• End with a positive note or a suggestion for future contact if possible.

• Match the level of politeness to the relationship and situation.

  
  

For example, if declining a meeting invitation from a senior client, use phrases like 申し訳ございませんが and ご理解いただけますと幸いです. For colleagues or partners, you might use 残念ながら or 〜は難しいです.

Declining requests in Japanese business emails requires care and skill. Using these 10 phrases will help you maintain professionalism and good relationships even when you have to say no. Practice them in your daily communication to build confidence and improve your Japanese business writing.

Try incorporating these phrases in your next email and observe how they help convey your message politely and clearly. Good communication opens doors, even when you must decline.