Unable to Attend Meeting Email Sample in 2021

Meetings have become a daily part of every working person. If you have some meetings planned for you, you would be looking for good email formats that you can use to deny the meeting. The email should be convincing enough to make people understand your situation. We have gathered some good sample emails, that one can use.

Subjects for “Unable to Attend Meeting Email”

Sometimes choosing a compatible subject also becomes really confusing. Some critical cases like meetings need good subjects that can convince the other person of your unavailability. Here we have identified some of them –

  • Unable to Attend Meeting for/of {Purpose}
  • Apology for missing the {Meeting Name}
  • Failure to Attend {Meeting Name} due to Travel
  • Not Available for {Meeting Name}
  • Apologies for Missing the Meeting

1. Failure to Attend Future meeting due to travel

Dear {Name},

Thank you for the invitation to the {meeting purpose} meeting on the {Date}. Unfortunately, due to a prior commitment that I am unable to change, I will not be able to attend the meeting.

If you need to contact me, please do not hesitate to do so on my contact number.

I apologise for any inconvenience this may cause.

Yours sincerely,
{Sender Details}

2. I am Unable to Attend Meeting Due to…

Hi {Name},

I hope you are doing good.

I'm afraid that I can't make tomorrow's meeting. Something very important has just come up and I'm going to be very busy tomorrow. I'm sorry for the short notice, but I just found out this morning. Is there any chance we can put the meeting back until Friday?

Let me know if this works for you.

{Sender Details}

3. Meeting Cancelled due to Unavailability

Dear {Name},

With reference to the upcoming review meeting on {Date}, I am afraid that due to personal reasons, I will not be able to attend.

Would you object if we postponed the meeting to next week? If this is appropriate, what day would be convenient for you?
If you have any questions, please do not hesitate to contact me on my mobile, {Mobile Number}.

Allow me to apologise for any inconvenience this may cause.
I look forward to hearing from you.

Yours sincerely,
{Sender Details}

4. Politely Cancel a Meeting Example

Subject: Unable to Attend Meeting

Dear {Name},

I regret to inform you that I will be unable to attend the meeting scheduled for {Date}. I have an important Work that I cannot postpone, and I am thereby compelled to skip the meeting.

However, I will ensure that I obtain all the important details discussed during the meeting from a colleague. I regret any inconvenience caused by my absence.

Thank you for your consideration and support.

{Sender Details}

5. Meeting Cancellation email due to Emergency

Hello {Name},

My sincere apologies for missing our meeting with {Name} scheduled on {Date} at {Time}. I am very sorry for missing this important meeting and any inconvenience this might have caused you.

I was unable to attend the meeting due to an emergency. My daughter had a small accident while playing in the garden. I had to rush to the hospital. She is fine now.

I hope the meeting went well. I am sure you must have done your best in conducting the meeting without my presence.

I would appreciate it if you could bring me up to date as to how the meeting went. Please also let me know any important action points that are expected of me.

Thank you !
{Sender Details}

6. Meeting Cancellation email due to holiday

Dear {Name},

I am writing this letter to express my apology for failure on my part on attending the meeting that was scheduled for yesterday, {Meeting Date}. I was unable to make it for the meeting because of the road accident that happened on National Highway-32 and caused a big traffic jam that took over eight hours to get cleared and I reached the day way beyond the expected time.

I am hopeful that you are going to understand my situation. I reiterate my wish to have a meeting with you on {Next date} at your office in New York. Once you have confirmed the meeting, Ill make sure that I reach New York one evening in advance to avoid any kind of problems like these.

Looking forward for your response.

{Sender Details}

7. Cancel Meeting Due to unavailability of Participants Sample

Hi everyone, 

This is to inform that meeting for {Meeting Name} has been cancelled due to unavailablity of most of the participants. We will soon conduct the meeting and inform about the new meeting schedule.

Thank you for your patience.

{Sender Details}

8. Sample Apology Email for cancellation of meeting

Dear {Name},

Thank you for inviting me for {Meeting Name}. I would have wished to be part of the event, but due to {reason} I will not be available.

My prayer is that the event will be a great success. Kindly receive my apologies.

{Sender Details}

Examples of Keywords Used in Email –

  • Name – Naveen
  • Sender Details –
    • Naveen
      CEO Emailformatsample.com
  • Date/Time – 15 October 2021
  • Event – A Family Function

Tips for writing an “Unable to Attend Meeting” Email

  • Be short and to the point.
    When writing an excuse letter for work avoid been too wordy. For example, you can state why you will miss work and for how long.
  • When writing the letter, offer to make up for the lost time.
    If you were working on a project, you could offer extra hours to work on the project.
  • Submit the letter immediately.
    The letter should be submitted as soon as possible to avoid any disciplinary actions taken against you.
  • If possible explain why you will be absent. 
    This can help the recipient to understand why you missed the event.
  • Use the format used when writing business letters. 
    This is important since it shows professionalism.


We hope that you liked these templates and found them useful. We also hope that your email for meeting failure gets attended and approved. If you have any suggestions related to the same, do mention in the comments below.


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