- Thank them for the invite.
- Express regret for not attending and give reasons why.
- Wish them well.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Thank you very much for your kind invitation to your graduation ceremony.
I, however, regret to inform you that I will be unable to attend the event because I will be out of the country on that day. I am sure the ceremony will be a memorable one. Congratulations on your graduation and I wish you all the very best as you venture into the journey towards your career. You are in my thoughts, and I am so proud of you.
Thank you and have a fun time.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter of regret for invitation.
Further things to consider when writing invitation letters to students
Invitation letters are letters you write to request people to meetings, formal occasions, or events. As the name suggests, the first and primary purpose of invitation letters is to request the presence of the recipient and the second is to confirm that the recipient will be present. Although invitation letters are mostly used to invite people to social events, they can also be used when applying for visas. Depending on the event, these letters can be formal or informal. Regardless, all invitation letters must be sent in advance to give the recipient enough time to respond or plan ahead.
Great invitation letters are brief and easy to understand. Start by introducing yourself and write a sentence or two about the host. Provide the necessary information regarding the event such as the date and time of the event, venue, dress code, how to accept or decline the invitation, etc. Mention some of the activities that would be taking place during the event and which ones the recipient would be taking part in if any. Provide your contact details in case the recipient needs further information. End by expressing anticipation of the recipient's attendance to the event.
Letters to Students
Letters to students are letters written to people who are learning in colleges or universities. Such letters could be from teachers/lecturers or the administration. They can be addressed to a specific student, students of a specific module/course, or all students in an institution. Letters to students can be written to address behaviors in students, give information about a certain course or module, or announce an important date in an institution. Depending on the sender and the content, these letters can be formal or informal.
When writing letters to students, you need to evaluate the content and the relationship you have with the recipient. For instance, if you are writing to give advice to one of your favorite students, make the letter personal and friendly. However, if you are addressing a group of students on matters concerning an academic program, use a formal and professional tone. Regardless, all your letters must have a clear subject line that explains your purpose. Convey your message directly, highlighting and bolding important information. If you are giving instructions, arrange the instructions in bullets or numbers. Conclude with a call to action and sign the letter with your full name, title, and signature.