Decline Meeting Request Letters: 6 Templates

When you want to decline a meeting request, you can take the help of our below sample letters regarding a letter to decline a meeting request. These types of letters are not too difficult, but you have to mention the points with some special points which can easily express your message to them.

While writing this letter, you must mention the reason for the decline of this meeting request.

Letter Template: 1

Letters to Decline meeting request due to bad track record

Dear (Name of the person),

This letter is regarding that I don’t want to accept the meeting request which you sent me yesterday. I don’t want to fix any meeting with you because I am already disappointed with the previous meeting.

You have made so many promises to complete your pending projects, but you have not still submitted any of them. I am fed up with your excuses and not in a mood to listen to the new one.

You’re used to be a dedicated candidate, but now you are just the opposite of that. These drastic changes are not expected from such types of people. I am already so depressed about your behavior, so I don’t want to have any meeting with you.

There is no need for a meeting because no matter what, you are not going to listen to me. If you were sorry for your mistakes, then you must not repeat them, but you have done it again. You are not a small kid to whom somebody will be there to scold every time. Now it is your call to do whatever you want.

Let me clear one thing to you that I will not be going to tolerate this carelessness in my company, and sooner or later, you have to pay for this. 

I hope you know what I mean, so I request you don’t ask me for any further meetings with you.



letters to Decline meeting request due to bad track record

Letter Template: 2

Letter to Decline meeting request due to family reasons

Dear (Name of the person),

I have to tell this with a heavy heart that I have to decline meeting requests because an important member of our company gets expired this morning. We have to shut down our company for 2 days and go to their residence for grieving.

I am sorry to the people whose meeting request has been declined, but it is our helplessness; we cannot do anything about that. He is one of the most important candidates for a company, and we are so much in pain.

it is a difficult time for this family, and we have to give them support. He was the only child of his parents and was the happiest person around us. All of us are shattered after listening to this news, but somehow, we have to gather the courage to face our family.

I hope you understand our reasons for shutting down the company and declining the meeting requests. It is not easy for any of us, so we want your cooperation and patience, which means a lot.

For us, he is just a candidate, but for someone else, he is the entire life for them. Mourning for him is our priority, and we’re doing so. He will always be in our hearts, and we will always be there for our candidates either in this life or in the afterlife.

I hope that no issues will be created in declining the meeting requests. Hoping for a positive response.



Letter to Decline meeting request due to family reasons

Letter Template: 3

Letter to Decline meeting request due to sickness

Dear (Name of the person),

I am so sorry to inform you that I cannot accept any meeting requests until this weekend as I am not well, and the doctor has advised me to take complete bed rest.

It will be my pleasure if you cancel all the meetings. I am not feeling like traveling from the office to home and vice versa. I also asked for the work from home or if I could attend the meetings from home, but he disagreed with that also.

I want to assign my duties to Mr. X and also want him to make important decisions on my behalf. I will be happy if he can manage to take the most important meetings on my behalf because I don’t want that any other person could suffer because of me.

I know that you are also busy with your work, and it is impossible to accept the meeting requests, so I suggest you decline the coming meeting request and shortlist the pending meetings.

It is my helplessness that I have to ask this you. I will join the office after Wednesday, and I hope that I will be perfectly fine. 

Thank you for always being so humble and kind. You have always supported me whenever I was on leave and always stood by my expectations.

Thank you for always cooperating with me and understanding my problems. Thank you for always being on my side, and I am sure that I will never let you down whenever you need me.



letter to Decline meeting request due to sickness

Letter Template: 4

Letter to Decline meeting request due to busy schedule

Dear (Name of the person),

It will be my pleasure to get a meeting fixed with you, but I am sorry to inform you that I cannot be able to allot a slot for a session with you because I already have a huge list of back-to-back meetings for this whole week.

I am sorry that I can’t make one up to you. I also wanted to meet you once for a long time, but I don’t think the right time still comes. I think we should wait for a little longer to fix a meeting. when I got time, you were busy, and today when you are free e then I already have a tight schedule.

in my opinion, we should not plan for a meeting in this city, but we should go out to some other place where there will be no prior appointments or anyone else to ask for meetings. it’s been a long time since we met.

I am also very tired of this schedule and want to chill out at some beautiful place. In this way, we can have a meeting and also get some time for ourselves.

I hope you will love the idea and execute the plan as soon as possible because I cannot accept a meeting request here like this.

I will be free next Wednesday and hope that will also take out some time to talk to me over a call about this. Thank you for showing patience.



letter to Decline meeting request due to busy schedule

Letter Template: 5

Letter to Decline meeting request due to travel

Dear (Name of the person),

I would like to inform you that I cannot accept the meeting request you have to send this morning because I have to travel abroad today.

so I have to leave the office by 1 in the afternoon. I will place your meeting with another person who will help you with your problems. I have to travel urgently because of some company’s work.

I know that earlier, also I have canceled your meeting but believe me, I never do it intentionally. whenever you ask me for a meeting, I am always stuck in more important work. 

I am assigning a person to handle all the meetings on my behalf in my absence. I will ask him to call you on the first number for a talk. He is a very nice person and deals with everything with patience.

I hope you will feel comfortable with him. I want to apologize again because every time you tried to get the meeting fixed, I could not accept it. I hope there is nothing serious to discuss and you get all these solutions for whatever you want to ask.

I will be right back after one week, and still, if you want to fix a meeting, I will have that with you. This time I make sure that I will not let you down. Thank you so much for your cooperation and patience.



Letter to Decline meeting request due to travel

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