How do you formally say you can't make it?

Declining an Invitation with Formality and Grace

When faced with an invitation you are unable to accept, it is essential to respond promptly and politely. Here is a formal way to decline such an invitation:

Begin with a Sincere Expression of Regret

• “Regrettably, I must decline your kind invitation.”
• “I am deeply sorry to inform you that I will be unable to attend.”

State Your Unavailability

• “Unfortunately, my schedule is currently full during that time.”
• “I have a prior commitment that conflicts with your event.”

Offer an Explanation (Optional)

• “I am currently working on a deadline and will be unable to make it.”
• “I have a family obligation that I cannot reschedule.”

Avoid Vague or Ambiguous Language

Be direct and clear in your response. Avoid using phrases like “I may not be able to make it” or “I’m not sure if I’ll be able to attend.”

Express Appreciation

• “Thank you sincerely for the invitation.”
• “I appreciate you considering me.”

Offer an Alternative (Optional)

If possible, offer an alternative way to connect or participate in the future.

• “I would be delighted to meet for coffee at a more convenient time.”
• “I hope to be able to attend your next event.”

Example Response:

“Regrettably, I must decline your kind invitation to the charity dinner on [date]. My schedule is currently full during that time, and I am unable to commit. Thank you sincerely for the invitation.”