Declining an Invitation Letter: 4 Free Templates

Declining an invitation letter can be a tough 🙄 job at times, especially for people who have a hard time saying no. 

But our schedule 🗓️ or personal reasons can lead us to decline an invitation letter. There’s a particular manner in which you can decline an invitation humbly. How to go about it? Well, this page will help you out entirely in composing these letters 📝 to the best of its possibilities. 

Jump in to see more right here 🔽

What to Write in a Declining an Invitation Letter 

The first aspect of letter writing 🖊️ is understanding what to write in the letter. The content of a letter stands to be an integral part of any letter format.

Read closely through the bullet points given below and get a quality insight about writing a declining invitation letter ✉️

  • Start the letter with a sincere 🤗 thank you for the invitation. This will set a friendly and healthy beginning to the letter. 
  • Thanking the person 👩 who sent the invitation is very essential. It will act as a comforting tone. 
  • Acknowledge and appreciate the addressed recipient for their efforts in sending this precious invitation. 
  • Write your positive 🌻thoughts on receiving the invitation and how it made you feel once you received it. 
  • After thanking the person, jump 🦘 on to the declining part smoothly and humbly. 
  • Notify the addressed person that you will not 🚫 be able to make it to the invitation. 
  • Write the word “unfortunately” to begin this declining statement. This word assists in writing a formal declination.
  • Go on to explain the reason that has led you to decline this courteous ☺️ invitation. 
  • Write reasonable sentences that throw light 🔦 on barriers that have made it impossible for you to reach the invitation. 
  • You can also write the name of the place 📍 which you had to attend on the same day or time of the invitation. 
  • Writing the name and timing of the place of your other engagement adds more weight to your declination. 
  • Compose a genuine ✨ apology for your inability to attend the event of invitation. 
  • Show your positive inclination towards the hope 🌞 that the addressed person would understand your unavoidable circumstances. 

End the letter with best 💐 wishes for the person and the success of the event. 

How to Write a Declining an Invitation Letter (Tips)

The next step in this process of letter writing is to understand those tools and tricks that can help you further. These tips will assist you in sculpting the letter in an appropriate ☑️ way. Such tips include all those essential pointers that could help you in enhancing the letter. 

What are you waiting for? Scroll 📜 down

Show your interest in the invitation

You must show interest 😄 in the invitation. This can be done by mentioning a few details from the invitation that was sent to you. It creates a positive impact on the reader. 

Details about other engagements

The more details you give about your other engagement on the same 📆 date and time of the invited event, the more reasonable and genuine your declination letter will be. 

Date and Time

Try to mention the exact location and time of the other place where you have to be on the timing ⏳ of the invited event. This reflects your substantiality. 

Polite Apology

Maintain a polite 🙂 tone throughout the writing of the letter. A polite apology for declining the invitation is of utmost importance. It plays an essential role in serving the purpose of the letter. 

Letter Template: 1

Declining an Invitation Letter

[ Insert the Sender’s Address]

———- [ Address Line1] ———–

———- [ Address Line 2] ————

[ Insert the Date of sending the letter]

[ Insert the Receiver’s Name]

[ Insert the Receiver’s Address]

———- [ Address Line1] ———–

———- [ Address Line 2] ————

Dear Mr./ Mrs./ Ms. [ Insert the name of whomsoever it is concerned to]

 SUB: [ Insert the subject concerned to the letter]

Greetings of the day!

 I would like to express my sincere thanks to you for inviting me to be a part of [ Insert the name of the event]. It was very thoughtful of you to have invited me, and I would like to acknowledge the genuine efforts you have made.

I understand that this event has been very important to you. Unfortunately, due to a family emergency, I would have to immediately travel to [ Insert the name of the destination to be traveled]. 

Due to this reason, I am extremely sorry to let you know that I will not be able to attend [ Insert name and date of the event]. I look forward to the hope that you will be able to understand the unavoidable situation I have on my way to attending this event.

I would like to express my best wishes and regards to [ Insert name of the concerned person] and for the success of the event.

Thank you once again for the invitation.

Warm Regards,

[ Insert the Full Name of the Sender]

 [ Insert the Contact Details]

 declining an invitation letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 2

Declining an Invitation Letter

 [Mention the Sender’s Address]

 [Mention the Date of sending the letter]

[Mention the Receiver’s Name]

[Mention the Receiver’s Address]

Dear Mr. / Mrs. / Ms. [Mention the name]

 SUB: Information for not being able to accept the invitation

I am writing this letter to thank you for the invitation on (mention the date), but I will not be able to attend it due to my exams which have been proposed to that date. So now I have to revise my exam all again and complete it all soon. As you know that I will be giving my Ph.D. exam, and I might not be able to attend it.

I would really like to be a part of this event (mention the event) someday, but this time it does not seem possible. I hope you will understand my situation. 

I know that this event is special to you and your family. So I want to congratulate you all on a special day. I wish you all the best for the day, and so once again, I congratulate you all. Give my love to all. Will miss you.

Thank you for inviting me and also for understanding my situation.

Warm Regards,

[Insert the Full Name of the Sender]

 [Insert the Contact Details]

 declining an invitation letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 3

Declining an Invitation Letter

[Mention the Sender’s Address]

 [Mention the Date of sending the letter]

[Mention the Receiver’s Name]

[Mention the Receiver’s Address]

Dear Mr. / Mrs. / Ms. [Mention the name]

 SUB: Information for not being able to accept the invitation

Firstly I would like to thank you for inviting me to your big event (mention the event). I know it’s really special to you and you want all the people to join and experience something new. But I am extremely sorry to let you know that due to my grandmother’s critical condition, I will not be able to join the event.

As she is suffering from cancer 3rd stage, doctors have said that anything can happen, so take good care of her and stay with her as she wants me around. 

So I hope you understand my situation and forgive me. I am really happy that finally, you can execute your dream event for some days, which you have been talking about for years. So I congratulate you on this. I also wish you all the best and hope it will be a successful one. I hope all will like it and you get lots of appreciation for your hard work.

Thank you once again for inviting me to your big event.

Warm Regards,

[Mention the Full Name of the Sender]

 [Mention the Contact Details]

 declining an invitation letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Letter Template: 4

Declining an Invitation Letter

[ Insert the Sender’s Address]

———- [ Address Line1] ———–

———- [ Address Line 2] ————

[ Insert the Date of sending the letter]

[ Insert the Receiver’s Name]

[ Insert the Receiver’s Address]

———- [ Address Line1] ———–

———- [ Address Line 2] ————

Dear Mr./ Mrs./ Ms. [ Insert the name of whomsoever it is concerned to]

 SUB: [ Insert the subject concerned to the letter]

Greetings of the day!

 I would like to express my sincere thanks to you for inviting me to be a part of [ Insert the name of the event]. It was very thoughtful of you to have invited me, and I would like to acknowledge your genuine efforts.

I understand that this event has been very important to you. Unfortunately, due to a family emergency, I would have to immediately travel to [ Insert the name of the destination to be traveled. 

Due to this reason, I am extremely sorry to let you know that I will not be able to attend [ Insert name and date of the event]. I look forward to the hope that you will be able to understand the unavoidable situation I have on my way to attending this event.

I would like to express my best wishes and regards to [ Insert name of the concerned person] and for the event’s success.

Thank you once again for the invitation.

Warm Regards,

[ Insert the Full Name of the Sender]

 [ Insert the Contact Details]

 declining an invitation letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

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