How to decline an invitation to a conference


Here are some tips on how to turn down an invitation in the most polite way:

  • Don’t ignore the invitation. Putting the invitation aside to deal with later isn’t good for you or the person who sent it. …
  • Don’t wait. As soon as you know you’ll be unable to go, let the person know. …
  • Be thankful. …
  • Be honest. …
  • Ask for a different time. …
  • Don’t over-explain. …
  • Send something. …

“This is going to be an important discussion. I’m not able to attend, but I will find some time to share my thoughts so you can include them in the discussion.” “I’m sorry that I can’t attend the meeting. If I prepare you in advance, could I ask that you represent my ideas at the meeting?”May 17, 2016


How to decline an invitation to a meeting?

When declining an invitation, it’s important to do it with grace and respect, this means thanking the convener for organizing the meeting or event. Thank them sincerely for thinking highly of you and inviting you to their event. 3. Be Truthful about Your Reasons

Should you send a present when declining an invitation?

If you’re declining an invitation for an event such as a birthday party or a ceremony, you should send the present you’d send if you were attending. This further translates that you’d like to be there, but for reasons, you couldn’t.

How do you respond to an invitation to a conference?

Suggest a different plan if it’s possible. Write a positive statement at the end that can keep the reader’s goodwill. I feel sincerely honored and privileged that you have invited me to be the guest speaker at the upcoming regional conference of the Personnel Management Association.

How to write a letter to cancel a 20th May meeting?

With reference to your letter of the 16th May, I would like to inform you that I will be unable to meet you on 20th May. Much to my regret, I’m obliged to cancel our forthcoming meeting, owing to a sudden illness.


How do you professionally decline an invitation?

To decline an invitation in English, you can try these phrases:Sorry, I have other plans. I’ll definitely go next time!I wish I could make it, but I can’t. I have a test that day.I have something else going on that day, sorry!I’m really busy that week, so I can’t go. Can we hang out later?

How do you politely decline an invitation without giving a reason?

So how can you give a firm but polite “no”?“Thank you for thinking of me. I would love to be there, but can’t.”“Wish I could, but it is not possible for me to attend.”“I’m already busy that day/evening/weekend.”“Oh, too bad for me. I’m going to miss all the fun!”

How do you decline a meeting politely via email?

Decline While Asking for Action Items Thanks for sending that meeting invite. Unfortunately, I’m not able to attend because of prior scheduling—but please keep me updated with action items I may be able to help with. You can feel free to send those notes over after the meeting, though I won’t be available right away.

How do you decline an invitation without offending?

If it’s date-specific, and you’d prefer to be doing Not This on the day/time in question: “Oh, thank you so much for thinking of me! Unfortunately I won’t be able to make it, but thank you for the invitation!” “Oh, that sounds lovely, but I won’t be able to make it.

How do you say decline politely?

How to politely declineI’m sorry, but we had to refuse your request to move to another department.I’m sorry but I can’t help you, I have something planned out for tomorrow.No, I’m afraid I can’t do that for you. … As I said, I’m afraid I can’t help you at the moment.More items…

How do you decline an invitation on Covid?

How to politely say “no” to a social gathering during a pandemicBe positive. Declining an invite doesn’t have to be negative. … Make your response short and sweet. … Keep your response honest. … Suggest an alternative way to hang out.

How do you politely decline social invitations to events during Covid 19 examples?

Give yourself permission to decline. … Try to distance yourself from the need to be “right.” Your personal risk factors, as well as your perception of the level of risk, may differ from someone else’s. … Be polite, but assertive. … Give yourself permission to feel disappointed. … Be upfront about your feelings.More items…•

What does graciously decline mean?

You can graciously decline an invitation by saying that you wished you could attend but have a prior engagement — rather than saying, for example, that you want to wait and see if something more enticing is happening that weekend.

What to do if meeting fails criteria 2?

If the meeting is important, but it failed criteria 2 because you’re not the right person for the job, try recommending someone else. Be sure to invest some effort in finding the right person so you don’t appear to be shirking the responsibility . “I’m flattered that you are interested in my input.

How to make a meeting organizer not participate?

First, model deliberateness about the use of time. Second, share your rationale so that the meeting organizer has some context for why you’re not participating. Third, make an effort to meet the organizer’s needs, even if it’s not in the way they had originally envisioned.

What to do if you can’t say yes to a team meeting?

If you can’t say yes to any of the three criteria above, then it’s appropriate to decline the meeting, but tread carefully. You want to leave your coworker feeling that you’re a good team player and a positive contributor, even if you don’t attend her meeting. Consider a few options:

Decline invitation phrases

1. I regret to inform you that …
2. I’m unavailable on that day …
3. I’m afraid that I’m obliged to …
4. Unfortunately, I will be …
5. Sorry, but I am busy on that day …
6. I’m afraid I can’t make it then.
7. Much to my regret, …

Sample sentences to decline an invitation

Regretfully, we need to inform you that we are unable to accept your invitation owing to a prior engagement.

How to decline an interview invitation?

The most important thing when declining a meeting invitation is to monitor the tone of your message and adjust it if necessary. Since written communication lacks nonverbal cues, declining an interview via email, text or messaging app requires a delicate approach. Always aim to be: 1 Clear: Make sure you say it is definite that you won’t attend. 2 Direct: State why you won’t make it. 3 Polite: Take the time to craft a complete reply. Instead of simply clicking “decline,” including an explanation can better help the meeting organizer understand your decision. This also allows you to properly acknowledge the organizer’s message and the time it took to plan the event, which demonstrates professional courtesy.

What to do if you are not invited to a meeting?

If the meeting invitation is vague or you’re unsure whether you are the right person to attend, follow up with the meeting organizer to get clarification . If you decide that not attending is the right choice, there are still ways to decline that will help you maintain …

What to do if you are declining a meeting?

Propose alternative times. If your reason for declining a meeting is due to a scheduling conflict, you can counter-propose a time for the meeting. Most scheduling platforms offer you this choice in addition to accepting or declining.

What to do if you don’t want to attend a meeting?

If you decide not to attend, communicate your decision to the meeting organizer as soon as possible. Follow these steps to turn down a meeting request effectively and respectfully and to remain professional and courteous in the workplace: 1. Self-confirm that “no” is the right answer. Before declining a meeting invitation, …

How to thank someone for inviting you to a party?

Don’t wait. As soon as you know you’ll be unable to go, let the person know. Most events require planning and budgeting. Be thankful. Always sincerely thank the person for inviting you and let them know that you’re honored that they think highly enough of you to send the invitation. Be honest.

Can you state your response on RSVP?

Sometimes you can state your response in person, on the phone, or simply a check mark on an RSVP card. However, there may be times when you need to write a note. The tone of your letter should reflect your relationship with the person who invited you.

Can you decline an invitation if you are unable to attend?

It’s fine to decline an invitation if you are unable to attend. The key is to let the person know whether or not you can accept the invitation as soon as possible and in a polite manner. The person who sent you the invitation will appreciate a quick response.

How to Decline Invitation by Email

Here are some of the guidelines you need to know when writing to decline an invitation by email.

Email Sample on how to Decline Invitation to an Event

There are different scenarios where you’d need to decline an invitation to an event. Every scenario is unique to each event and individual. But here are some samples on how to decline invitations to events.

When Should You Decline an Invitation to an Event?

The simple answer to this is “Whenever you feel like it”. If you don’t feel like honouring an invitation, you shouldn’t for the sake of pleasing the person inviting you.

Here are More Ways to Decline Invitation to an Event

There are different scenarios where you might need to cancel an invitation to an event. Here are some popular phrases you may employ when writing an email to decline an invitation.

How to say thank you for an event?

However, if you are writing to say thank you for an excellent event, you can be less formal. Regardless, all letters must be professional and must carry only the intended message. Be clear and concise and maintain a polite tone. End positively.

How to refuse a request in a letter?

When you write a letter to refuse the reader’s request, choose your words carefully. You should mention your refusal tactfully. It will convey not only your message but also keep the reader’s goodwill. Start with a positive statement. Explain why you can’t fulfill the request. Be concise and clear while conveying your refusal.

How to write a rejection letter for a job?

An excellent rejection letter is brief, considerate, and to the point. Begin by thanking the recipient for trying. State your decision politely and assertively, giving reasons for it. If you are rejecting a job application, for instance, give a genuine reason for it and encourage the recipient to apply for other positions.

What is a rejection letter?

Rejection Letters. Rejection letters are letters written to inform people that something they have made, written, etc., has been turned down. These letters can be used, for instance, to inform people that they have not been chosen for a job or school enrollment or that a book they have written has not been chosen for publishing.

Why is it important to write a rejection letter?

Rejection letters are important because they help build trust and develop goodwill between the parties involved. After rejection, the people affected will be frustrated no matter what. However, well-drafted rejection letters can soften the blow and encourage them to keep trying.

What is a thank you letter to an event organizer?

Letters to event organizers are letters sent to people who arrange and prepare for events. These could be inquiry letters to inquire after event organizing services or thank-you letters to thank event organizers for amazing events.

Why is it so hard to convey rejection?

Conveying rejection can be difficult because most people don’t know how to say the words without hurting the recipient. Actually, in most cases, people don’t write rejection letters at all. They just drop communication with the concerned person, (which is rude).

Letter declining an invitation to speak at an event – sample 1

Thank you so much for your kind invitation to speak at your event on [ date ].

Letter declining an invitation to speak at an event – sample 2

I was very pleased to receive your invitation to speak at your [ event name] on [ date ].

Example 1: Example of declining invitation to event

I deeply regret I am unable to accept your kind invitation to meet you and your associate for the reception honoring William Tow. I will be in New York on August 8

Example 2: Declining invitation

It is disappointing for me to check the regrets box on your invitation to the Foxbotha dinner, but I am committed to be in Europe for the week of August 9. Having sampled your hospitality on other occasions, I know the dinner will be an event to be remembered.

Example 3: Declining Invitation to Event

Thank you very much for inviting Mrs. Ledbetter and me to attend the Union-Houghton dinner on August 8. We would like very much to be your guests, but unfortunately we have other plans.

Example 4: Letter to decline invitation

Thank you for the recent invitation. I’m sorry I will not be able to attend the reception honoring the board of directors in your new office building. I have another meeting in Canton, which has been scheduled for several weeks.

Example 5: Letter declining invitation

Thank you for your telephone invitation about the Houghton Grand Ball on March 8. I apologize for taking so long to respond; I’ve been trying to work out my schedule. But unfortunately, as it’s turning out, there is simply no way I can be in Washington at that time.


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