How to decline a meeting politely

When it comes to meetings, sometimes it is better to just say no. There are a few pros to declining a meeting invitation. First, by saying no to a meeting, you are actually freeing up time to get other work done. Secondly, if the meeting is not absolutely essential, declining it shows that you have good judgement and can prioritize your time. Lastly, if the person inviting you to the meeting is not someone who you want to meet with, then it is probably best to just decline.

So, Before you decline a meeting invitation, the first thing to do is to find out if the meeting is really important.

Importance of the meeting

Not all meetings are important! And your presence is not always beneficial.

When it comes to meeting invitations, it can be difficult to know when to decline. On one hand, you don’t want to miss out on important information or an opportunity. On the other hand, you might already have too many commitments or the meeting might not be relevant to your interests.

There are several factors to consider when deciding whether or not to attend a meeting. If the meeting is not directly related to your job, if it will interfere with other planned activities, or if you simply don’t have the time, then it’s probably best to decline the invitation. Keep in mind that you can’t do everything and that it’s okay to say no sometimes.

In any case, it’s important to detect in advance the importance of the meeting and whether it is worth attending.

Just ask the right questions:

• The purpose of the meeting: Is it something that will be beneficial to you? If not, it might not be worth your time.
• Is the agenda clear and important? Does it concern you and will it have an impact on your work or career?
• Will your presence or absence have a significant impact on others?
• The timing of the meeting: Do you have another commitment at the same time? If so, you’ll need to choose which one is more important.
• The location of the meeting: Will it be convenient for you to get there? If not, it may not be worth your while.
• …

Why all this? Because there are also a few cons to declining a meeting invitation:

• First, by saying no you might miss out on important information or an opportunity.
• Secondly, the person who invited you might be offended or think that you do not value their time.
• Lastly, if you decline too many invitations, people might stop inviting you altogether.

Decline a meeting politely

When you receive a meeting invitation that you can’t attend, it’s important to be polite in your response. You don’t want to burn any bridges or damage relationships by being rude. There are a few key things to keep in mind when declining a meeting invitation.

First, be sure to respond as soon as possible. If you wait too long, the person who extended the invitation may think you’re not interested or that you’re trying to avoid them. Second, be honest about why you can’t attend. If you have a valid reason, the person is likely to understand and appreciate your honesty. Lastly, be gracious in your decline. Thank the person for inviting you and express interest in attending future meetings.

Ways to decline a meeting invitation

1) Be clear about your time

You know that your time management does not allow you to waste it. Be clear about your time is important. You do not want to leave the person who invited you hanging, but you also do not want to overcommit yourself. Here are a few ways to say no and decline a meeting invitation:

“I’m sorry, but I am already booked at that time.”

“I have another engagement.” “I’ll have to check my schedule and get back to you.”

“Thank you for thinking of me, but I’m not available. I’ll let you know if that changes.”

“I am sorry, It sounds like an interesting idea though, and I hope we can reschedule soon.”

“I would love to, but I’m not available at that time. I’d be happy to get together another day.”

“Thank you for thinking of me. Unfortunately, I can’t make it. Let’s talk about another time.”

2) Say no, simply and nicely

Saying no can be difficult, especially if you don’t want to hurt the other person’s feelings. However, there are ways to say no simply and nicely.

One way to do this is to thank the person for inviting you. For example, you could say something like, “Thank you for inviting me. I’m sorry but I won’t be able to make it.” This shows that you appreciate the invitation but unfortunately can’t attend.

Another way to decline an invitation is by being honest about why you can’t go. For instance, you might say something like, “I would love to come but I’m already very busy that day.” By giving a reason, the person understands why you’re saying no and may not feel as rejected.

Something like, “Thank you for inviting me but I won’t be able to make it” will suffice.

3) Offer another option

You do not want to seem uninterested or uncooperative, but you can offer an alternative solution. If you cannot make the meeting, offer to meet at another time or discuss the matter over the phone or via email. This shows that you are still interested in working with the person, just not at that particular moment.

it may be beneficial to send someone in your place. This person could be a colleague, assistant, or even a friend. By sending someone else to the meeting, you can avoid wasting time and conserve your energy for more important tasks.

There are a few things to consider before sending someone in your place, though. First, make sure that the person you send is qualified to represent you. They should be able to articulate your needs and wants clearly. Secondly, ensure that the person knows what they’re getting into. If they’re not prepared, they could do more harm than good. Finally, make sure to debrief with the person after the meeting so that you’re up-to-date on what was discussed.

Examples of sentences you can use:

“I am flattered that you are interested in my input. I don’t think I’m the best qualified on this topic. I have done some research and it seems that François would have the necessary background. Would you feel comfortable inviting Francois rather than me?”

“Given that this is a decision-making meeting, I think it is more appropriate for my manager to represent our team.”

“Thank you for the invitation to this meeting. I don’t think I’m needed at this time. If you don’t mind, I’d like to send Daniel as a delegate.”

4) Request a meeting report

If you’re not interested in attending a particular meeting, it’s perfectly acceptable to request a report of the meeting. This way, you can stay up-to-date on what happened without having to actually be there. Simply reach out to the person who extended the invitation and ask if they would be willing to provide a report afterwards. If they agree, great! If not, no worries – you can always find another way to stay in the loop.

examples:

“Could you send me a report of what was discussed and concluded? Thank you.”

“I totally appreciate your invitation, but unfortunately I’ll be out of town that day. Could you please send me a report afterwards?”

” I don’t think I ll be able to make the meeting, but could you please send me a report afterwards?”

 

Don’t forget:

You should never decline an invitation to a meeting when it is of great importance to your career. Nor when it will affect your company’s reputation or when your absence will cause great harm to someone.