Decline a Meeting Request: Polite, Direct, and "Not Now" Templates

Politely declining meeting requests is an important professional skill. These templates help you set boundaries while maintaining professionalism.

Principles for Declining Meeting Requests

When declining a meeting request, keep these principles in mind:

Be respectful but clear:

• Acknowledge their request
• Be direct about your decision
• Don't leave room for interpretation if you're certain

Set boundaries:

• If you don't want future requests, say so
• Be firm if they persist after you've declined
• Maintain professionalism even when declining

Maintain relationships:

• Even if declining, you might work together in the future
• A polite decline preserves the relationship
• Consider referrals if appropriate

Be honest but brief:

• You don't need to explain in detail
• A simple reason (schedule, not a fit) is enough
• Don't feel obligated to justify your decision

When to Use Each Template

Polite Decline: Use for most situations - professional and respectful.

Not Now, Maybe Later: Use when you might be interested in the future but not now.

Direct Decline: Use when you want to be brief and don't need to maintain the relationship.

Alternative Format: Use when you can't meet in person but are open to a call or email.

Schedule Constraints: Use when your schedule is genuinely full.

Referral: Use when you know someone else who might be interested.

Firm Decline: Use when you've already declined and they keep requesting.

With Explanation: Use when a brief explanation is helpful and appropriate.

If You Want to Refer Someone

If you're declining but know someone who might be interested:

Template:

Subject: Re: Meeting Request

Hi \[Name\],

Thank you for the meeting request. I'm not able to meet, but I know \[Person/Company\] who might be interested in \[topic\]. Feel free to mention I referred you.

Best regards,
\[Your Name\]

When to refer:

• You know someone better suited for the topic
• You want to help but can't meet yourself
• You want to maintain the relationship
• The referral is genuinely helpful

Best practices:

• Only refer if you're confident the person is interested
• Ask the person before referring (if possible)
• Provide context about why you're referring
• Make the introduction if appropriate

Best Practices

• Respond promptly: A quick response shows respect for their time
• Be honest: Don't make up excuses - a brief, honest reason is better
• Keep it brief: You don't need to write a long explanation
• Stay professional: Even if you're frustrated, maintain a professional tone
• Set boundaries: If they persist, be more direct about not wanting to meet

Common Mistakes to Avoid

Don't:

• Accept meetings you don't want to attend
• Make up elaborate excuses
• Be rude or dismissive
• Leave them waiting for a response
• Agree to meet and then cancel

Do:

• Decline promptly and politely
• Be honest but brief
• Offer alternatives if appropriate
• Maintain professionalism
• Set clear boundaries if needed

Best Practices

• Decline promptly: Respond quickly to show respect
• Be clear: Don't leave room for interpretation if you're certain
• Stay professional: Maintain a professional tone
• Set boundaries: Be firm if they persist
• Consider alternatives: Offer phone call or email if appropriate

Related Resources

For more guidance on meeting communications:

• Meeting Templates Hub - Browse all meeting email templates
• Meeting Request Email - Templates for requesting meetings
• Cancel Meeting Email - Templates for canceling meetings
• Not Interested Email - Templates for declining offers
• Inbox Zero Guide - Learn email management strategies