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Declining Invitation to Event







Guidelines : Declining Invitation to Event

Declining Invitations to Events

Guidelines and Alternate Phrases

  • Express appreciation for the invitation.
  • I was pleased and honored to be invited to the ground-breaking ceremony for the George R. Brown Convention Center on March 1.
  • While I would be delighted to participate in the gala honoring Charles Laufton as Poet of the Year, I will not be in the city on March 1.
  • Thank you for including me on your guest list for the upcoming dinner with Bob Mattock.
  • I’m flattered you have asked me to attend the luncheon with you and your distinguished guests.
  • Express regret that you must decline. Your regret sounds more sincere if you can give a specific explanation of what prevents your acceptance.
  • Unfortunately, the mail delayed my invitation, and it did not arrive until two days ago. There is no possible way I can rearrange my schedule at this time. I’m very sorry I’ll have to miss the meeting.
  • I regret I’ll be out of the city, meeting with a client, on March 6.
  • March 6 is our wedding anniversary, and we have made special plans to go away for a long weekend. Please accept our regrets this time.
  • I’ve just now dug to the bottom of my stack of mail and found your invitation for the reception. As you know, I spend a great deal of my time on the road, and March 8 is the day I return from my next jaunt. Will you please forgive me for getting so far behind as to have to miss this luncheon?
  • I am sorry to find I have a meeting of my professional organization on March 8, one at which I have consented to introduce the keynote speaker. Please accept my apologies for having to miss your luncheon.
  • Due to both scheduling and budgetary constraints, we will not be able to attend the SHARE meeting this year. We’re sorry.
  • Your invitation reached me here in Houston. We have moved our headquarters from New York and are no longer in the city.
  • Wish success for the event.
  • My best regards for the dinner and discussions.
  • I do hope the meeting turns out to be profitable for all concerned.
  • Thank you for thinking of me and best wishes for an enjoyable and successful evening.
  • Let us know how the evening turns out.
  • We hope to be able to attend next time. Best wishes on this one.
  • I know the event will be both informative and fun.
  • I know the other attendees will find this to be a very worthwhile conference.

Example 1: Example of declining invitation to event

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Henry:

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

If it is possible I would like Senior Vice President Faye Forsythe to represent me at this reception.

Best wishes with the reception.

Sincerely,

Example 2: Declining invitation

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Max:

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.

Please accept my best wishes.

Sincerely,

Example 3: Declining Invitation to Event

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Mr. Harkrider:

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.

Shall we make it another time?

Sincerely,

Example 4: Letter to decline invitation

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Ms. Golightly:

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.

I have watched your building go up from the start and hope you will give me another opportunity in the future to visit with you and get a closer look.

Sincerely,

Example 5: Letter declining invitation

Company Name or Letterhead
Address
City, State Zip
Date

Addressee
Address
City, State Zip

Dear Margaret,

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.

I hope you’ll give me another opportunity to join you in the coming year.

Best personal regards,

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