4 Ways to (Politely) Say “That's Not My Fault” at Work

Getting blamed for something that isn’t your fault at work can be a frustrating and extremely precarious situation. The way you handle being accused of messing up when you didn’t can greatly impact your work reputation.

Depending on the parameters of your particular situation, there are a few different phrases you can use to clear your name after being incorrectly accused—without pushing fellow coworkers under the bus.  Here's how to say “It's not my fault” professionally.

Why you should not just say, “It's not my fault”

When we're falsely accused of a mistake, our first instinct is often to defend ourselves and clear our name immediately. So, we quickly say, “It’s not my fault.” However, in the workplace, this response can make you seem unwilling to collaborate or as if you're shifting blame onto colleagues.

Plus, if it turns out you actually did something wrong—even unintentionally—you might come across as someone who avoids responsibility and expects others to fix the problem. Either way, it’s not great for your professional reputation. That’s why it’s important to respond in a way that’s both professional and strategic.

Read this next: 7 Ways to Take Criticism Well, According to a CEO

“How do I professionally say ‘That's not my fault?’”

Here are four alternative responses to use when you're accused of a mistake at work instead of saying, “It’s not my fault:”

1. “I wasn’t aware of that—thank you for letting me know.”

Before you gain experience in a new company or role, to a certain degree, you’re at the mercy of whoever is in charge of showing you the ropes. Regardless of how careful a trainer or supervisor is, chances are they'll overlook one or two things while filling you in. When this causes a major mix-up, let your boss know the issue was caused by insufficient information and not inattention on your part.

For example, imagine you're new to a job, and one of your responsibilities is to manage conference room reservations. You're sitting at your desk when your boss storms in and begins reprimanding you for letting the outreach department use the room at the same time that the monthly executive meeting is scheduled. 

When you were trained, no one mentioned anything about this regular meeting. But instead of outright saying the error wasn’t your fault, you could explain that you weren’t informed and assure them it won’t happen again.

Example answer:

I wasn’t aware that executives had a standing reservation. Thank you for letting me know. Where can I find a more complete list of standing reservations so that this doesn’t happen again in the future?

2. “The reason why I did it this way is…”

Let's say you did something that differs from the usual protocol because you were instructed to or because you really believe your way is a better option. In this situation, explaining your process may alert your supervisor to a potential error which could save your team trouble down the line. You can provide additional information without coming off as presumptuous by explaining your process to them.

For instance, if your supervisor chastises you for handing in an invoice on a Tuesday because your department only turns paperwork into the finance office on Thursdays, they may not know that the director of finance asked you to hand in your work early since their office manager will be on vacation. Explicitly stating your reasoning can help clear up confusion.

Example answer:

Thank you for letting me know. The reason why I did it this way is because Anna, the director of finance, will be on vacation on Thursdays and she asked me to hand it in earlier this week.

3. “Could we discuss this further in a team meeting?”

In a situation where someone else made the mistake, passing blame directly to another person can make you look like you aren’t a team player. Or that you are willing to dodge responsibility to save yourself. By allowing the issue to be raised in front of multiple people, you give the person who actually caused the problem the chance to own up to it. 

If they still refuse, at least they are made aware of their issue, so they can avoid making the same mistake in the future. (And if they’re willing to let you take the heat for something they did, this may tip you off that they’re a toxic coworker who you should work with cautiously.

Example answer:

I think there’s some confusion about this—can we discuss it further in our team meeting? I believe that with everyone on the loop we might get clarity on what happened.

4. “I wasn’t involved with this part of the project, but please tell me the correct way to handle this situation.”

This is a straightforward way to acknowledge that you definitely were not responsible for whatever problem occurred without blaming a specific person. This phrase may also come in handy if you know that something was done incorrectly, but you truly aren’t sure who is responsible. Making sure that your boss knows that you’re willing to listen attentively to avoid mistakes in the future is also important.

Example answer:

Thank you for flagging, John. I wasn't involved with this part of the project, but please let me know the correct way to handle this situation, so we can fix it as soon as possible.

Navigating workplace misunderstandings with professionalism is key to maintaining a good reputation. By responding thoughtfully instead of defensively, you can address the issue while showing accountability and teamwork.

FAQs

How do you say you are overloaded at work?

If you're being asked to take on more responsibility but already have too much on your plate, politely explain what you're currently working on and offer an alternative. For example, you could say, “Thank you for considering me, Maria. However, I'm already leading two projects for client Y and Z, so I can't take on more responsibilities right now. I'm sure someone else on the team could help.”

How do I politely say “This is not my responsibility?”

In case you're asked to do something that's out of your scope, don't say “that's your problem” or “that's not my job.” At least not directly. Instead, thank them for considering you a good fit for the job and suggest who would be the right person for it. For instance, you could say, “Thank you for reaching out, Ashley. But I'm afraid this task falls outside my scope as a data analyst, so I will have to decline taking it on. I suggest you contact the development team instead.”

Read this next: How to Politely Decline Extra Work: Here's What to Say