Decline an invitation to an event. Sample letter


  1. Express genuine appreciation, this way, you can help minimize your negative reply.
  2. Thank the sender and tell him or her that you appreciate the invitation. Include the details of the invitation, the name of the event and the date.
  3. Tell him or her that you are sorry that you are declining the invitation. Shortly explain the reason you are unable to attend.
  4. Wish the event's success.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Simon and I would like to express our appreciation at being invited to Jay's Bon Voyage party. Unfortunately, we have a prior engagement on that evening hosting, a charity fundraising dinner at Leesville. We are disappointed that we cannot convey our best wishes for a safe and happy journey to Jay in person but will be thinking of her on the night. You must be proud, pleased and a little pensive at your daughter setting out by herself - you too are in our thoughts!


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -