How to Formally Decline a Business Party

Declining a business party in formal fashion may require a letter.

Anyone with even the most tangential connection to the business world may find himself invited to a business party. Unfortunately, these parties may not fit the your schedule, or you may just not be interested in attending. Often in a business environment, a formal response is required, particularly if you've received a written invitation.

Instructions

1. Fill out the RSVP card, if one was included with the invitation. Many formal invitations include both a card on which you can decline to attend and an envelope in which to mail the card back. Be sure to return the card by any requested date ("Please RSVP by January 15...") and ensure the envelope has the necessary postage.

2. Write a formal business letter declining the invitation, if no response card is included. Use your business letterhead, if you have any.

3. Start the letter with the traditional business headers, including the recipient's name, title, company and address flush-left at the top. Then skip a line of space and type the date. Skip another space and write your salutation, such as "Dear Mr. Smith:" -- including a colon after the name, rather than a comma, following traditional business form. Skip another space and type the body of your letter.

4. Decline the invitation, formally and politely, in the first sentence or two. Start by thanking the person who sent the invitation for including you, and then express regret that you cannot attend. For instance, you could write: "Thank you so much for your invitation to the grand opening ceremony for the Business Center. Unfortunately, I will be unable to attend the event."

5. Wish the sender good luck or make other appropriate remarks in a second paragraph. For instance, you might write: "On behalf of our company, let me wish you the best of luck with the grand opening. I am sure it will do Business Centers, Inc., credit." Optionally, you may include a brief personal note in a third paragraph if you have a strong relationship with the person who sent the invitation. Keep the tone relatively formal, but use the person's name if possible. This helps avoid the appearance of a "form letter."

6. Skip a final space and type your closing, such as "With warmest wishes," followed by a comma, flush-left. Skip a few spaces for your signature, then type your name and title flush-left. Sign the letter, fold it and insert it into an envelope addressed to the person who invited you -- again using your business stationery if you have any -- and mail the letter. Be sure you have the correct address and postage on the envelope.