Declining Invitations

Have you ever been invited to an event, but decided that you didn't feel like attending? Normally in this type of situation, you want to avoid responding with simple statements such as "I can't" or "I don't want to". Due to the fact that most "responses to invitations are often taken personally, make a special effort to soften the refusal". (Business Communication, p. 214) This is an especially good point because you don't want to accidentally hurt the sender's feelings or ruin a potential customer's respect. Also, it is always better to respond back as soon as possible rather than ignoring their invitations, which could lead to misunderstandings.

To be honest, it isn't easy for most people to decline an invitation, especially if they were sent from family or friends. In your responses, you could begin by showing appreciation or expressing gratitude for the invite. Afterwards, focus on discussing your reasons in a positive way in order to reduce the impact of refusal. Finally, you can end off with something like forward look, information of alternatives, or good wishes. Don't forget to make sure the refusal sound positive and sincere!

In your own opinion, what would you include in a refusal letter to an invitation?

References

• Guffey, M., Loewy, D., Rhodes, K., & Rogin, P. (2012). Chapter 9: Negative Messages. In Business Communication: Process & Product (4th brief Canadian ed., p. 528). Toronto: Nelson Education.