A letter of apology for having to decline an invitation would be as follows:
"Dear ...,
I deeply appreciate the invite, but I am sorry to let you know that I will have to decline it.
Unfortunately, I will be unavailable on the day of the event due to work. We have two very important meetings scheduled for that day, one in the morning, the other in the afternoon. I cannot fail to attend either of them.
Thank you for thinking of me when choosing your guests. I am honored to have been included and sincerely sorry for not being able to attend the event.
Best regards,
..."
The following tips can be of help when writing an apology letter:
- Make sure to thank the host for the invite;
- Be direct yet polite when letting him know that you will fail to attend;
- Explain the reasons why you cannot go. If they are personal, you do not have to detail them;
- Thank your host again and reinforce how sorry you are about declining the invite.
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