Decline an invitation to join an organization. Sample letter


  1. The organization's members certainly believe that they are offering you an important product or service. Thus, you should express gratitude and that you appreciate the opportunity they have given you. Tell them you cannot accept their offer this time and show respect for the organization.
  2. Tell him or her that you appreciate his or her invitation and send your regards to the organization. Shortly give an explanation on why you cannot attend.
  3. Relay your good wishes for the organization's success and mention interest of possible affiliation in the future.


[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],

I would like to express my appreciation at being invited to join the Winston Community Association. I am honored by the invitation as I hold your Association in great respect for the excellent works you have achieved in our community. Unfortunately, at this time, I must decline your invitation. I was recently appointed Publicity Officer for the Winston Workers Union and have not only a commitment on Monday evenings but a considerable workload as part of this appointment.

When my tenure is complete with the WWU, should your offer still stand, I would be willing to reconsider. Thank you for your consideration and good luck with your upcoming events and initiatives.


[Senders Name]
[Senders Title] -Optional-

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