Email templates / Decline a meeting

How to decline a meeting politely

You do not owe anyone a long reason. A good decline is short, warm and offers a next step, so the other person can move on without feeling brushed off.

Copy-ready templates

Replace the [brackets] with your details. Change the tone to fit your relationship with the reader.

Short and polite

Hi [Name], thank you for the invite. I am not able to join this one. Could you send me the notes afterwards? Happy to follow up on anything that needs my input.

Offer another option

Hi [Name], thanks for including me. I cannot make this time because of another commitment. I could do [day/time] instead, or I can send my input in writing beforehand. Which would you prefer?

Firm but kind

Hi [Name], thank you for thinking of me. To keep my time for my current priorities, I will pass on this meeting. Please do share the outcome and I will pick up anything that is mine.

Tips

Decline early. A same-day answer is easier on the organiser than a last-minute one.
Say what you can do, not only what you cannot.
Skip the long explanation. One short reason, or none, reads as more confident.

Or rewrite your own draft in one keystroke

Typing a quick draft and fixing the tone is faster than starting from a template. This is a real rewrite from NudgeWrite, using the Professional tone:

Rough draft

cant make it, too busy this week. pls send notes

After NudgeWrite (Professional)

I’m unable to attend due to a busy schedule this week. Please send the notes.

Select your draft in Gmail, Outlook, Zendesk or any text box, press Cmd+E (Ctrl+E on Windows), pick a tone and click Replace. 50 free rewrites, no card.

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