Declining an Invitation Letter: 4 Templates

This letter style may be used to write to decline any invitation that you received. You must write your name and write that you have got the invitation letter. You must write that you are sorry for declining the invitation.

You must write that there is an unavoidable reason for you to do so. You must express your gratitude that you have been invited with respect. You should write that you would like to express my best wishes and regards to the event.


Write a Letter Declining the Invitation?

  • Start the letter with appreciation for the invitation.
  • Explain your understanding of the importance for attending the invitation.
  • Appreciate the efforts they have put to send the invitation to you.
  • Brief about the reason of you not attending the event.
  • Make sure the reason is solid.
  • Give them your regard and best wishes through the letter.
  • Thank them to send the invitation to you.


How to Decline an Event Invitation Sample?

  • Show your appreciation for the effort which has been put to send the invitation to you.
  • Briefly explain your understanding of the importance to attend the event.
  • Explain the reason why you won’t be able to attend the event.
  • Wish them well and congratulate them through the letter which might make up for your non presence.
  • Appreciate the invitation.


How to Decline an Invitation Example?

  • In the very beginning of the letter, show your appreciation for the invitation.
  • Praise them for the efforts they have put to send you the invitation.
  • Let them know about your knowledge of the importance of being there in the event you are invited for.
  • Explain the reason why you are not able to attend the event or the invitation.
  • Make sure the reason you are mentioning for not attending the event is solid and not hurtful.
  • Shower them with all the good wishes and regards you are sending with the letter.
  • Appreciate the invitation and them.

Letter Template: 1

[ 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

Letter Template: 2

 [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

Letter Template: 3

[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

Letter Template: 4

[ 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

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