Writing a formal letter to refuse an invitation to a conference

OK, darlin’ I’ll get the ball rolling for you. I’ve never had to do it myself but here goes. (Keep askin’ if this isn’t any good for you – smile)

Dear Sir (Sir is back in fashion)

I am writing to acknowledge receipt of your invitation to the ‘Totally Marvellous Hot Air Balloon Expo in Belgium, July 4, 2004. I regret that my schedule for July prevents me from accepting your invitation this year. I do hope that you may wish to keep me posted regarding future expositions.

I enjoyed meeting Mr Richard Harris [get relevant information from your boss’ diary if possible] on February 20 earlier this year and am very grateful to him for remembering my interest in the expo.

Yours faithfully


Donald Duck
[your boss’ name]

Now, Darlin’, remember that there are plenty of books for doing this sort of letter. May I suggest one for you? Let me grab my reference copy now…

Merriam-Webster's Guide to Business Correspondence

This is the best little book around. There are lots around second-hand for cheap. It comes with a little floppy disk with examples. Now, maybe write back and do it better than me! Won’t be hard!!

Hi,

It's best if you try to write something, and then we can give you comments.

Tell them the date/place/etc., what the conference is about and why they should attend.

Best wishes, Clive

Dear sir

please note that the sales meeting wil be changed on 31.08.

thank you.