How do you politely tell someone you can't make it?

How to Politely Decline Invitations

When you receive an invitation that you cannot attend, it’s important to respond gracefully and promptly. Here’s a guide to help you decline politely:

1. Express Gratitude and Disappointment:

• Begin by expressing your appreciation for the invitation.
• Example: “Thank you so much for inviting me.”
• State that you’re disappointed to have to decline.
• Example: “I’m truly disappointed to miss out.”

2. Explain Your Reason (Optional):

• If it’s appropriate, you can briefly explain why you cannot attend.
• Example: “Unfortunately, I already have a prior commitment.”

3. Offer an Alternative (Optional):

• If possible, suggest an alternative time or way to connect.
• Example: “Perhaps we could reschedule another time?”

4. Apologize Sincerely:

• Apologize for any inconvenience or disappointment caused.
• Example: “I’m so sorry to decline.”

5. End on a Positive Note:

• Express hope for future opportunities to connect.
• Example: “I hope to catch up with you soon.”

Example Responses:

• “Thank you for inviting me to the party, but unfortunately, I already have a prior commitment. I’m truly disappointed to miss out, and I hope you understand.”
• “I appreciate you thinking of me for the meeting, but I’m so sorry to decline. I’m out of town on those dates. Perhaps we could connect after I return?”
• “I’m honored to be invited to your event, but I’m unable to attend due to a family obligation. I’m deeply saddened to miss out, and I hope to have the opportunity to celebrate with you in the future.”

Tips:

• Respond promptly to avoid causing any uncertainty.
• Be clear and direct in your decline.
• Use polite and professional language.
• Keep your response brief and to the point.
• If you’re declining a formal invitation, consider writing a handwritten note or sending a short email.