How do you say I won't be able to come politely?

Expressing Unavailability Politely

When faced with an invitation you are unable to attend, it is important to convey your regret in a courteous and respectful manner. Here are some tips on how to decline an invitation politely:

• Use a formal tone: Begin your response with a formal greeting, such as “Dear [Name],” or “Hello [Name].” This sets a professional and polite tone for your communication.

• Express your regret: Clearly state that you are unable to attend the event. Use phrases such as “Regrettably, I will be unable to attend” or “I am facing a scheduling conflict that prevents me from attending.”

• Be brief and clear: Keep your response concise and to the point. Avoid using vague language or excuses. Simply state that you cannot attend and provide a brief explanation if necessary.

• Thank the sender: Express your appreciation for the invitation. This shows that you value their invitation and that you are not taking their offer lightly. Use phrases like “I truly appreciate the invitation” or “Thank you for thinking of me.”

• Offer an alternative, if possible: If you are able, suggest an alternative option. For example, if you cannot attend a dinner party, you could offer to meet for coffee instead. This demonstrates your willingness to make an effort.

• End on a positive note: Conclude your response with a positive and hopeful tone. Express that you wish you could attend and wish the event attendees well. You could say something like “I wish I could be there. Best wishes for a successful event.”

Example Response:

Dear [Name],

Regrettably, I am facing a scheduling conflict that prevents me from attending the [event name] on [date].

I truly appreciate the invitation and wish I could be there. Thank you for thinking of me.

I wish you and all the attendees a wonderful time.

Sincerely,
[Your Name]