So, how do you turn down a meeting invite or a catch-up session with colleagues without seeming unprofessional or unpleasant? If you can consider the things that make for a great meeting, you can better identify the things that will make for a bad one. I dont think Im required at this point. And that further eases the disappointment that comes with the declined invitation. I have an important personal engagement at the same time." Read on for their guidance. Most people will figure out the obvious; that you had to attend to something that was more urgent than the meeting. Using words and phrases like "I am sorry," "I appreciate," "thank you," "honor," and so on, make your response sound more polite. Otherwise, we wont be able to make any decisions., Based on the information in the invitation, it looks like this meeting is for informational purposes. Citing a reason could be mistaken as rude or inconsiderate, harming your reputation and any chances of being employed with the organization in the future. Networking email guide with samples & templates. 1. But whether or not your organisation falls into that bracket, its imperative to know how to politely decline a meeting and the way you do it makes all the difference. Sorry for any inconvenience. Better still, why not try Flowrite's email invitation decline template to get it done right, faster, and better. These email productivity tips will cut hours from the time you spend on email management. Politely Decline a Letter of Request Formally Whatever the reason,sometimes you need to decline a meeting invite. Your views will be different than anyone elses, and you can say something like, I respect your position, and I would appreciate it if you would respect mine. @Abigail, if you aren't vital to the meeting, is there any reason people would need to know, or would care, if you are coming back? Dont think waiting until the last minute makes things easier. Self-confirm that "no" is the right answer. A minor scale definition: am I missing something? Over time, Ive resorted to filtering the people I speak to (personally and professionally) and only attending meetings that I am an integral part of. That lets you explain yourself more clearly. That will not be a good time for me as I have some tasks to complete on that day. How do I stop the Flickering on Mode 13h? You should grovel. Politely declining business trip for I hope ghosts are allowed? However, one thing I make sure of is that no important decisions involving my work are taken. And just to spice this up even further, let's say it's a video call, making "silently sneaking out" slightly more difficult, as this meeting is already in progress. Here are a couple of examples to give you an idea of the appropriate phrasing: I cant make the (meeting/conference) at that time, unfortunately. Learn proper business email etiquette with rules, tips, and examples that'll help you communicate better, maintain professionalism and avoid expensive mistakes. You haven't been required to bring any materials or present anything in the meeting While it may still be You better not be the person who was asking for the meeting. If its just one of those unbearable days and you really need to decline the meeting, be smart about it. Maybe because its shoe-horned into one of the few remaining white spaces in your calendar. Is there background information available to inform participants in advance? You can request to push the meeting to a later date, or ask a work friend to catch you up later! The best answers are voted up and rise to the top, Not the answer you're looking for? Travel details: This will likely be a few days (3-5 days) to discuss: what our company plans to achieve and which direction to go. But how do you politely decline a social invitation if COVID-19 is your reason? Try one of the following approaches: Can I recommend someone else? Would you be comfortable inviting Pat rather than me?, Given that this is a decision-making meeting, I think its more appropriate to have my manager represent our team., Thanks for the invite to this meeting. Ultimately, etiquette is about showing respect for others. with the way the other person is handling the coronavirus situation, its perfectly fine to take a relationship pause amid the pandemic. Raise your hand if youve found yourself feeling fatigued after a meeting at least once. Counting and finding real solutions of an equation. Unfortunately, I cannot attend due to a medical appointment, but I'll be there in spirit. Message: Hi! Would you be comfortable inviting Pat rather than me?, Given that this is a decision-making meeting, I think its more appropriate to have my manager represent our team., Thanks for the invite to this meeting. If someone calls on you during the meeting, your colleague can indicate that you'll be back in a moment. Get serious information, so youre making the decision with facts rather than speculation, said Jodi R.R. Sorry, I have another event I am to attend. Its not a necessity to attend meetings that are scheduled outside of work. Dont be afraid to ask to back out of a meeting, or cancel a meeting for your staff if it is apparent that the success of the meeting is in jeopardy. Heres where knowing how to decline a meeting politely comes in handy. Be sure to invest some effort in finding the right person so you dont appear to be shirking the responsibility. Notify me of follow-up comments by email. Some reasons you may choose to cancel a meeting include: You're sick or feeling unwell You're stuck in traffic or experience a maintenance issue with your vehicle If this happens often, bring it up politely to nip it in the bud. Refresh if you want to submit another email. However, there may be occasions when you need to cancel a meeting via email. Or if youre not comfortable with outdoor dining, but you are OK with takeout, then counter offer, with Id love to see you, but lets pick up some food and go sit outside in the park or in my backyard. If theres something else youre comfortable doing, you should counter offer with that.. Reasons to cancel a meeting cannot be exhausted. Whatever the reason, sometimes you need to decline a meeting invite.Your first challenge is deciding which meetings to decline. Whether you choose to do that in a nice or funny way is your choice and probably depends on your relationship with the host. This article was originally published atHarvard Business Reviewand is republished here with permission. Many micromanaging bosses have resorted to constant update meetings and check-ups while working from home, expecting employees to always be available. State your reason for not attending and keep it going. Just like the previous scenario, youre starting off nicely before refusing. -If a meeting has been cancelled and someone is asking why, it's appropriate for you to give them some personal reasons like an emergency or family issues with an Would it be possible to push this meeting back and let the working group make a little more progress before we meet?, Im looking forward to making some decisions on this issue. You may have been invited to a party you do not feel like attending or cannot attend due to other commitments.