Subject: Regretful Decline of Speaking Engagement Request [Your Name] [Your Position/Organization] [Your Address] [City, State, ZIP] [Email Address] [Phone Number] [Date] [Recipient's Name] [Recipient's Position] [Recipient's Organization] [Recipient's Address] [City, State, ZIP] Dear [Recipient's Title and Last Name], I hope this letter finds you in good health and high spirits. I recently received your kind invitation to speak at [name of the event/conference] in the beautiful state of New Mexico. It is with sincere regret that I must decline your generous offer due to [reason for declining]. I hold the utmost esteem for the objectives and focus of [event/conference name], and I genuinely appreciate your interest in having me contribute to the program. However, after thoughtful consideration, I have reluctantly decided that I must decline this speaking engagement. Allow me to provide some more details regarding my reason for declining: 1. Unforeseen Schedule Conflicts: Regrettably, I have encountered unexpected schedule conflicts that coincide with the dates of the event. Despite my best efforts to rearrange my commitments, I am unable to allocate the necessary time required for thorough preparation and participation in your event. 2. Geographic Constraints: As much as I admire the beautiful state of New Mexico, the location of the event poses significant logistical challenges. Given the current circumstances, it is unfeasible for me to travel to New Mexico while effectively fulfilling my existing professional obligations. Please note that while I cannot accept your invitation to speak on this occasion, I would be more than willing to contribute in alternate ways. I am open to participating in future events or providing written materials, such as an article or blog post, that could be shared with your audience. If any such opportunities arise, please do not hesitate to reach out to me. I would also be glad to recommend alternative speakers or colleagues who may be better suited to address your event's theme and goals. Feel free to let me know if you require any suggestions or assistance in finding a suitable replacement. Once again, I express my deepest apologies for declining your invitation. I hold great respect for [recipient's organization] and its initiatives, and it is my fervent hope that our paths may cross in the future to collaborate on a different occasion. Thank you for your understanding and the honor of considering me for your speaking engagement. I wholeheartedly wish you a successful event filled with insightful contributions, fruitful discussions, and meaningful connections. Should you have any further questions or require any additional information, please don't hesitate to contact me at [your email address] or [your phone number]. I am always delighted to remain connected and support your endeavors. Wishing you all the best in your future endeavors. Sincerely, [Your Full Name] [Your Position/Organization]
New Mexico Sample Letter for Decline of Speaking Engagement
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FAQ
I'm very busy that day/week, so I won't be able to join you.Thank you for extending the invitation to me, but I'm not available that day. I'm really busy with work. Can we have a meeting later this week?Sorry, I appreciate the invitation, but I won't be able to go. I have a big project that I have to complete.
Express appreciation for the invitation, mentioning specifically what you were invited to do in a specific event on a specific day. Express regret that you are unable to accept the invitation, briefly mentioning the reason without elaboration. If appropriate, suggest a qualified replacement.
How to write a denial letterRestate the request. To prevent unnecessary confusion, restate the request your employee made in a few brief sentences.Be specific. Provide a specific reason for your denial.Offer an alternative if possible.Remain polite and professional.
Try floating these options:I'm flattered that you are interested in my input. I don't believe I'm the best qualified on this topic.Given that this is a decision-making meeting, I think it's more appropriate to have my manager represent our team.Thanks for the invite to this meeting.
You can say something like Sorry I can't attend or I'm afraid I'm not able to come. These expressions work equally well in spoken or written English so you could use them on the phone or in an email.
So how can you give a firm but polite no?Thank you for thinking of me. I would love to be there, but can't.Wish I could, but it is not possible for me to attend.I'm already busy that day/evening/weekend.Oh, too bad for me. I'm going to miss all the fun!
Express appreciation for the invitation, mentioning specifically what you were invited to do in a specific event on a specific day. Express regret that you are unable to accept the invitation, briefly mentioning the reason without elaboration. If appropriate, suggest a qualified replacement.
How to Graciously Decline an InvitationDon't ignore the invitation. Putting the invitation aside to deal with later isn't good for you or the person who sent it.Don't wait.Be thankful.Be honest.Ask for a different time.Don't over-explain.Send something.
Be clear, direct and polite Clear: Make sure you say it is definite that you won't attend. Direct: State why you won't make it. Polite: Take the time to craft a complete reply. Instead of simply clicking decline, including an explanation can better help the meeting organizer understand your decision.
