How to reply to a coworker asking for help

Updated November 12, 2026

Decide how much you can give, then say it clearly in the first line: yes, a small yes, or not now. Name a time or a limit, such as twenty minutes on Thursday. If you say no, point to another person or resource. A clear, kind answer helps them more than a vague maybe.

Reply

Within 1 day. They are stuck on something, so every hour of silence costs them. Even a "not now, here is who can help" is a useful answer.

What your reply should say

1. Say yes, partly yes, or not now in the first line.
2. Name what you can give: a time slot, a review, or a pointer.
3. Ask one question that shows what they have already tried.
4. Offer another person or resource if you cannot help yourself.

3 replies you can copy

Pick the one that matches what you want to say, copy it, and change everything in [brackets].

Hi [Name],

Happy to help. I have time on [day] at [time]. Would that work?

It would help if you could send [document or example] beforehand, and tell me what you have already tried. Then we can use the time well.

Please send me what you have so far, so that I can see where you are before we talk.

Thanks,
[Your name]

Hi [Name],

I would like to help, though my week is busy. I can give you twenty minutes on [day] to point you in the right direction, or review your draft once.

I cannot take on the whole task. Would that be useful?

If it gets bigger than we expected, I will tell you straight away, so you can look for other help.

Thanks,
[Your name]

Hi [Name],

Thanks for asking me. I wish I could help, but I am swamped until [date] and I do not want to give you a rushed answer.

You might ask [other person], who knows [topic] well. I can also send you [guide or document]. I hope it goes well.

Thanks,
[Your name]

Already late? Send this instead

For when you are a few days late or more. Own the delay in one line, then do the job.

Hi [Name],

Sorry for the slow reply to your request. I should have answered sooner.

If you still need help with [task], I can look at it on [day]. If you have already solved it, I would love to hear how. Either way, tell me what is useful now.

Thanks,
[Your name]

Mistakes to avoid

• Saying "sure, no problem" when you are already overloaded, then doing it badly or late.
• Replying with only "I am busy". Offer another time or another person.
• Taking over the task. Show them the way and let them finish it.
• Helping with no limit. Say how long you can give.

Questions people ask

How do I say no without sounding rude?

Thank them, say you cannot help right now, and give one short reason. Offer something small, such as another person to ask. Do not apologize at length. Kind and brief is best. A short answer with a reason is fair. Many people feel guilty and over-explain, which invites arguments.

What if they ask for help all the time?

Set a limit: office hours, a set time each week, or a request to try first and then ask. Say it kindly and in person if you can. Tell your manager if it hurts your own work. If your manager assigns support work, ask them to set priorities with you.

More reply guides

• How to reply to an email where a coworker takes credit for your work
• How to reply to a colleague who copied your boss on a complaint
• How to reply to a new team member's introduction email
• How to reply to a coworker's farewell email
• How to reply to a customer complaint email
• How to reply to a refund request email

How this page was made

Written by Westward, who make Orbit, as starting points you edit before sending. The replies use placeholders, not real people or real mail. Nothing here is legal, tax or medical advice; for contracts, money or health, check the document or ask a professional. All reply guides.