How to Decline a Meeting Politely
- 1
Personally declining a meeting is the most professional manner of getting your message across.Jupiterimages/Photos.com/Getty Images
Make every attempt to decline the meeting in a face-to-face encounter with the individual or group. This is much more personal and professional than any other type of contact and shows that you care about the impact your decision will have. Be gracious and polite while declining but keep the reasons for your abstaining brief -- lengthy or wordy explanations are not necessary. - 2
Giving good reasons for declining a meeting will keep your relationship on an even keel.Jupiterimages/Goodshoot/Getty Images
Call to decline on your telephone or cell phone if necessary, but do not text your message to the recipient. Texting any type of important message is extremely impersonal and shows that you lack the integrity to speak to the individual directly. Be friendly but professional, apologetic but not defensive, and be very honest and straightforward without giving feeble or lengthy excuses for your inability to meet. - 3
A personal note expressing regret can be an effective means of declining a meeting.Jupiterimages/Polka Dot/Getty Images
Send a brief note or letter, thanking the individual or business for the opportunity to meet and speak with them and declining gracefully. With all of the other forms of technology and communication, the art of letter writing has all but disappeared but, if done correctly, can decline a meeting in a positive, personal and polished manner. Use proper letter form and positive but apologetic wording in your letter. Send the letter in plenty of time for the recipient to respond if necessary. - 4
Sending an email can be the fastest method of declining a meeting.Thinkstock/Comstock/Getty Images
Construct a formal email if it is not possible to meet in person, call or write a brief note. While not always the most personal method of declining a meeting or conference, it is the most timely as it can get to the individual much faster, especially if he has an advanced cell phone system he can check emails on. Always ask for confirmation that the individual has received your message to avoid embarrassing misunderstandings. - 5). Choose the method that works best for you in your particular work or personal circumstances. While it may be uncomfortable to tell a client or acquaintance that you cannot meet, effective and prompt communication will keep your relationship ongoing, positive and effective.
.
Source...