How do you politely say I will not attend the meeting?

Politely Declining a Meeting Invitation

Unfortunately, it may arise when you are unable to attend a meeting. In such situations, it is crucial to convey your regret politely and professionally. The following steps will guide you in crafting an appropriate response:

1. Express Regret:

• Start your response by expressing your regret for not being able to attend the meeting. Use phrases such as:
  • “Regrettably, I won’t be able to make the meeting scheduled for [date and time].”
  • “I’m sorry to inform you that I am unable to attend the upcoming meeting.”

2. Provide a Brief Reason (Optional):

• If you feel comfortable, you can provide a brief reason for your absence. However, keep it concise and professional. Avoid providing personal details or going into extensive explanations.
• For example: “I have a prior commitment that I cannot reschedule.”

3. Offer an Alternative:

• If possible, offer an alternative time to discuss the matter. This shows that you are still interested in engaging and willing to accommodate.
• “I would appreciate the opportunity to discuss this matter with you at a later time, if possible.”

4. Express Appreciation:

• Conclude your response by expressing your appreciation for the invitation and any understanding they may have.
• “Thank you for the invitation and for your understanding.”

Sample Response:

“Regrettably, I won’t be able to attend the meeting scheduled for May 10 at 2 pm. I have a prior commitment that I cannot reschedule.

I would appreciate the opportunity to discuss this matter with you at a later time, if possible. Thank you for the invitation and for your understanding.”

Remember, when declining a meeting invitation, always be polite, professional, and respectful of the sender’s time. By following these guidelines, you can effectively communicate your unavailability while maintaining a positive and professional relationship.