Decline an Invitation to an Event • Letter Templates and Guides

How to write this letter:

1Express appreciation for the invitation, mentioning specifically what you were invited to do in a specific event on a specific day.
2Express regret that you are unable to accept the invitation. Briefly mention the reason without elaboration.
3Express good wishes for the event's success.

Guides

An expression of sincere appreciation will help soften your negative response.

Example Letter #1

Copied!

Thank you very much for your thoughtful invitation to attend Jane's graduation party. Unfortunately, John will be in Detroit on that day, and I am in charge of a community fund drive that requires my attention that night. Otherwise, we would surely be there. I'm sure it will be a great occasion. Please convey our regrets to Jane and extend our warm congratulations to her on this achievement. I'm sure you are justly proud.

Example Letter #2

Copied!

I appreciate your gracious invitation to your son's graduation party. Unfortunately, I already have an engagement that afternoon and will be unable to attend. Please let John know how proud I am of him for his achievement.

May you enjoy a wonderful celebration.

Example Letter #3

Copied!

How thrilled you must be to see Eric graduating from college! His open house next Friday sounds wonderful. John and I would love to attend. Unfortunately, John has a business engagement in New York that week, and we have arranged for me to meet him there on the weekend. Please express our regrets as well as our congratulations to Eric. We hope to see him when we return.

Write Your Letter Step-by-Step

1

Express appreciation for the invitation, mentioning specifically what you were invited to do in a specific event on a specific day.

Example Sentences for Step 1

Thank you very much for the invitation to attend your conference on October 13. We were delighted when we received the invitation to your parents' anniversary celebration on May 26. I was honored to receive your invitation. We are pleased that you would include us in your plans for next Sunday. Thank you for the note inviting us to the reunion next March. Thank you for inviting us to Helen's graduation party next Saturday.

Example Phrases for Step 1

appreciated your thinking of me appreciated your thoughtfulness are pleased that you for inviting us to it was kind of you to lovely to hear from you so very kind of you to thank you for thank you very much for the note of invitation the invitation to to receive your invitation was flattered that you would include us in was touched you remembered me was honored to receive were delighted to receive were so pleased to receive your kind invitation your very kind letter your plans for

2

Express regret that you are unable to accept the invitation. Briefly mention the reason without elaboration.

Example Sentences for Step 2

I am very sorry that I have to decline the invitation, but I am scheduled to participate in a conference in Springfield on that day. Unfortunately, your invitation was missent, so I didn't receive it until yesterday. I am sorry, but I simply cannot make it. I wish I could be with you on this occasion, but we will be attending our daughter's graduation on that day. Please accept my apologies. I have a pressing business engagement that evening. I regret that I will not be able to attend on October 24th, since that is the day we leave for Europe.

Example Phrases for Step 2

am very sorry that am so sorry am unable to another longstanding engagement had already accepted have to decline is not possible for me to must regretfully decline on this occasion on that day I please accept my apologies regret that I cannot that is the day was already scheduled to will be attending will not be able to will be unable to will be out of town will be away wish I could be with you would have loved to

3

Express good wishes for the event's success.

Example Sentences for Step 3

My sincere wishes for an enjoyable and informative evening. Thanks again and have a wonderful evening. Best wishes for success. I hope I can attend next time. I am sure the conference will be rewarding for all. I hope everything turns out well for your meeting. Best wishes to you all. Please let me know how things turn out.

Example Phrases for Step 3

a resounding success a memorable occasion a most enjoyable evening am sure that best wishes for success enjoy a delightful enjoyable and informative have a wonderful hope things go smoothly hope everything turns out well hope it goes well hope I can attend next time rewarding for all sincere wishes for sounds well worth attending sure it will be to your complete satisfaction will be an outstanding success wish you all the best wish you well

Recommended Letter-Writing Resources

Action Verbs for Resumes Business Letter Format Tips Letter Closings