Declining an Invitation on Behalf of Your Boss (Samples & Examples)

Have you been put in the position of declining an invitation on behalf of your boss? (samples to follow)

I’ve had to do this more times than I can remember over the years, so I can tell you it’s nothing to stress over!

Here are some examples of you can word declining different types of invitations on behalf of your boss:

Declining an Invitation on Behalf of Your Boss Samples and Examples

Declining Meeting Invitations

Declining meeting invitations was one of the most common types of invitations I had to decline on behalf of my boss.

Not only was his calendar always blocked off for the most part, but he also made it clear that he didn’t want to attend any meetings unless they were mandatory!

Here are a few examples of what I would reply as a way of politely declining a meeting invitation:

Declining as if your boss wrote the reply:

Hi [name],

Thanks for inviting me to this meeting.

Unfortunately, I’m unable to attend, but I’d appreciate it if you could forward me the notes.

I’ll make sure to read them and get back to you if I have any questions.

Thanks,

[your boss’s name]

---

Hello [name],

Thank you for inviting me to the meeting, but I’m going to have to decline.

I have another appointment already booked into my calendar at that time.

I apologize for any inconvenience this may have caused.

Best,

[your boss’s name]

Related posts:
Here are examples of how to decline a job interview by email;
More examples of how to decline a job interview without burning bridges.

---

Declining by making it clear you’re replying on behalf of your boss:

Hey [name],

Unfortunately, [boss’s name] is unable to attend the meeting.

However, he did ask me to forward you this document with his input on the matter.

Sorry about the inconvenience,

[your name]

---

Hello [name],

Unfortunately, [boss’s name] is unable to attend the meeting due to a conflict in scheduling.

However, he did ask if you could forward him/her any notes from before or after the meeting for him/her to review.

Sorry about the inconvenience,

[your name]

---

Declining Social Invitations

Declining social events can be a little tricky.

You want to tread that line between showing you’re an active part of the company and wanting to get to know people without feeling like you have to attend.

Here are a few samples you can tailor to your situation:

Declining as if your boss wrote the reply:

Hi [name],

Thanks for the invite to [event], I really appreciate it.

I’m really sorry to say that on this occasion I will not be able to attend as I already have something scheduled for that date.

I hope you understand, and I look forward to seeing you at future events.

Best,

[boss’s name]

---

Hello [name],

Thank you so much for your invitation to [event]!

I really appreciate it.

Unfortunately, I already have plans for that night, so I won’t be able to attend.

I hope you have a wonderful time celebrating this special occasion.

Regards,

[boss’s name]

---

Declining by making it clear you’re replying on behalf of your boss:

Hello [name],

Thank you so much for inviting [boss’s name] to [event]!

Unfortunately, looking at his calendar he’s not going to be able to make it due to an event he/she is already attending on that date.

I know  [boss’s name] will be really disappointed to miss out on this event, please accept my sincere apologies on his behalf.

Sorry again,

[your name]

---

Hi [name],

I’m in receipt of your invite requesting [boss’s name] to attend [event]!

I’m sorry to say that [boss’s name] is busy on the [date] and will not be able to attend.

I know he/she is really disappointed about missing it, but it’s just a scheduling issue that cannot be avoided.

I wish you all the best with the event.

Regards,

[your name]

---

Declining Business Events

Declining business events have to be handled with care depending on who is attending and how important the event is.

Here are a few samples you can tailor to your situation:

Declining as if your boss wrote the reply:

Hi [name],

Thanks for the invite to [event].

I’m really disappointed to say that I’m not going to be able to make it.

This is an event I’d love to have attended, but I have a full calendar covering those dates.

Please forward me any notes or information from the event so I can keep up to date with the happenings.

Best,

[boss’s name]

---

Hello [name],

Thank you for your invitation to attend [event]! However, I am unable to attend because [insert reason] during that period.

I hope we can get together again when I’m in town, and you can brief me on how it went.

Regards,

[boss’s name]

---

Declining by making it clear you’re replying on behalf of your boss:

Hello [name],

Thank you so much for inviting [boss’s name] to [event]!

Unfortunately, on reviewing his/her calendar it’s clear that he/she is not going to be able to attend.

I know [boss’s name] will be really disappointed to miss out on this event, please accept my sincere apologies on his/her behalf.

Sorry again,

[your name]

---

Hi [name],

I’m in receipt of your invite requesting [boss’s name] to attend [event].

I’m sorry to tell you that [boss’s name] is busy on the [date] and will not be able to attend.

I know he/she is really disappointed about missing this event.

However, he/she is looking forward to catching up with you in the near future when your schedules allow it.

I wish you all the best with the event.

Regards,

[your name]

---

Should You Use Your Boss’ Name when Declining on His Behalf?

When you decline an invitation on behalf of your boss, it is generally best to use your boss’ name in the response.

This shows that you are representing him/her and that the decision not to attend was made by him/her.

Of course, when you use your boss’ name, make sure to check the spelling and title (Dr., Mr., Mrs., etc.) to avoid any embarrassing mistakes.

It’s best to check with them to make sure they’re OK with it and run through a few do’s and don’ts when speaking on their behalf, if possible.

The key things are that you’re speaking professionally, representing them well, and most importantly, making the right calls on their behalf!

Related content:
Here are signs your boss is in trouble;
More signs that you’re being pushed out of your role.

Why You Should Never Lie When Declining an Invitation on Your Boss’ Behalf!

This may be obvious, but I wanted to point out that if you’re stretched to find an excuse for why your boss cannot or will not attend an event, you should never lie!

Lying will only cause problems down the line if your boss finds out, or worse if you’re caught in a lie.

It’s not worth the risk, so just be honest and explain that your boss is unable to attend.

If you don’t have a good reason then you shouldn’t give a reason. Just simply say that they’re not going to be attending.

If the recipient follows up and pushes for a reason (which is very unlikely), you could then ask your boss what he’s comfortable with you saying.

If they’re too busy or don’t want to be bothered at all (and I’ve had bosses like this) go with a vague excuse such as a scheduling issue and simply say you can’t discuss it on their behalf.

---

Image credits – Photo by Luke Southern on Unsplash