Business Japanese – How to Express “できる・できない”

Table of Contents

1. How to Express “できる・できない”
2. Why “できる・できない” is Not Used Directly
3. When Talking About Yourself
4. When Confirming with a Superior
5. Summary
6. Similar Articles
7. Comment

Q: How can I politely express “I can’t” in a business setting?

A: “できる・できない” conveys ability or possibility. In business situations, it’s important to avoid direct expressions while being specific and humble. Let’s explore this topic in detail in this article.

Why “できる・できない” is Not Used Directly

The expressions “できる・できない” convey ability or possibility, but using them as they are can sometimes come across as too direct.

Especially in interactions with superiors or in business settings, saying “できない” may give a negative impression, making the speaker seem uncooperative. Therefore, more polite phrasing is often required.

Additionally, simply stating “できません” can sound cold or as if one is avoiding responsibility. To prevent this, it is important to use cushioning words or softer expressions that show consideration for the listener.

By using appropriate honorific expressions, communication can proceed smoothly while also demonstrating respect and professionalism toward the other party.

When Talking About Yourself

When describing your own abilities or the feasibility of executing a task, it is generally acceptable to use “できる.” However, choosing appropriate phrasing based on the situation can create a more positive impression.

① When Responding to a Request

Using expressions like “対応たいおうする” (to handle/respond) instead of directly saying “できる” allows you to convey your capability in a more polite manner.

[Examples]

上司じょうし：「この件けん、お願ねがいしてもいいですか？」

部下ぶか：「はい、私わたくしが責任せきにんを持もって対応たいおういたします。」
Manager: “May I ask you to take care of this matter?”
Subordinate: “Yes, I will take full responsibility and handle it.”

Additionally, when proactively accepting a task, expressions such as “受うける” (to take on), “任まかせる” (to be entrusted with), or “引き受ひ　うける” (to undertake) can convey a more positive and proactive attitude.

[Examples]

部下ぶか：「課長かちょう、先日せんじつのチームリーダーへの昇格しょうかくをありがたくお受うけいたします。」

課か長ちょう：「頼たのもしいね。これからも期待きたいしているよ。」
Subordinate: “Manager, I gratefully accept the promotion to team leader that was offered the other day.”
Manager: “That’s reassuring. I’m looking forward to your contributions.”

上司じょうし：「このお客きゃく様さまのクレームが大変たいへんで困こまったものです。」

部下ぶか：「こちらのお客きゃく様さまの対応たいおうは、私わたくしにお任まかせください。」
Manager: “This customer’s complaint is quite difficult, and I’m struggling with it.”
Subordinate: “Please leave the handling of this customer to me.”

今回こんかいのプロジェクトのリーダーは、私わたくしがお引き受ひ　うけいたします。
I will take on the role of project leader for this time.

② When Execution is Not Possible

In business settings, directly saying “できません” can sound overly cold or even rude. Therefore, using cushioning phrases or offering alternatives can help convey the message in a considerate and professional manner while maintaining a positive tone.

[Cushioning Phrases]
• 誠まことに恐れ入おそ　いりますが (We sincerely apologize, but…)
• 恐縮きょうしゅくではございますが (We regret to inform you, but…)
• あいにくではございますが (Unfortunately, but…)
• せっかくなのですが (We appreciate the opportunity, but…)

[Ending Expressions]
• ～かねます (We are unable to…)
• ～難むずかしいようです (It appears to be difficult to…)
• ～かと存ぞんじます (We believe that…)

[Apologetic Expressions]
• ご期待きたいに添そえず、大変たいへん申もうし訳わけございません (We sincerely apologize for not being able to meet your expectations)
• お役やくに立たてず、誠まことに申もうし訳わけございません (We are truly sorry for not being of assistance)
• すぐにご対応たいおうできず、申もうし訳わけございません (We apologize for not being able to respond immediately)

[Examples]

上司じょうし：「次つぎのプロジェクトのリーダーをやってくれないかな？」

部下ぶか：「せっかくのお話はなしなのですが、現在げんざいB社しゃのプロジェクトにも取り掛と　かかっているため、難むずかしい状況じょうきょうです。ご期待きたいに添そえず、申もうし訳わけございません。」
Manager: “Would you be able to take on the role of leader for the next project?”
Subordinate: “I truly appreciate the offer, but I am currently engaged in a project with Company B, making it difficult to take on another responsibility. I sincerely apologize for not being able to meet your expectations.”

③ Declining a Request via Email

When declining a work-related request via email, it is important to avoid simply stating “できません.” Instead, using a polite and softened expression with a reason creates a more considerate impression.

[Example]

件名けんめい：〇〇の件けんについて
〇〇様さま

お世話せわになっております。

ご連絡れんらくいただきました件けんにつきまして、誠まことに恐おそれ入いりますが、本日ほんじつは別件べっけんがあるためすぐには対応たいおういたしかねます。
明日あす以降いこうであれば可能かのうですので、ご都合つごうをお聞きかせください。

お待またせしてしまい、大変たいへん申し訳もう　わけございませんが、何卒なにとぞよろしくお願ねがいいたします。

△△（自分じぶんの名前なまえ）

ーーーーーーーーーーーーーーーーーーーーーーーーーー
Subject: Regarding [XX Matter]
Dear [Recipient’s Name],

I hope this email finds you well.

Regarding the matter you contacted us about, I sincerely apologize, but I am unable to respond immediately today due to other commitments. However, I would be available from tomorrow onward, so please let me know your availability.

I apologize for any inconvenience this may cause and appreciate your kind understanding.

Best regards,
[Your Name]

When Confirming with a Superior

Using direct expressions like “できる・できない” when speaking to a superior can come across as extremely rude. Instead, it is appropriate to use polite and indirect expressions such as “いただけないでしょうか” or “よろしいでしょうか” to show respect while confirming their availability.

[Examples]
× 部下ぶか：「部長ぶちょう、今いまこの書類しょるいを確認かくにんできますか。」

“Can you check this document now?”

◯ 部下ぶか：「お忙いそがしいところ恐おそれ入いります。いま、お時間じかんをいただいてもよろしいでしょうか。」

上司じょうし：「はい、大丈夫だいじょうぶですよ。」
部下ぶか：「こちらの書類しょるいをご確認かくにんいただけないでしょうか。」
Subordinate: “I apologize for disturbing you while you’re busy. May I take a moment of your time?”
Manager: “Sure.”
Subordinate: “Could you kindly review this document?”

By using considerate phrasing when making a request or seeking confirmation, communication can be both polite and smooth while maintaining professionalism and respect.

Summary

• When using “できる” and “できない,” it’s important to choose appropriate expressions based on the situation.
• To express that you “can” do something, use phrases like “対応たいおうする.” When actively accepting a request, expressions such as “受うける,” “任まかせる,” and “引き受ひ　うける” are more suitable.
• If something is difficult to carry out, avoid directly saying “できません.” Instead, use cushion words or alternative expressions to maintain a polite tone. Rather than simply declining, provide reasons or suggest alternatives to convey a proactive attitude.
• When asking a superior, directly saying “できますか” is impolite. Use indirect expressions like “いただけないでしょうか” or “よろしいでしょうか” to respectfully confirm their intentions.

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