10 Ways to Decline an Invitation
There are many times in life when you need to decline an invitation—whether it’s a big party, a business meeting, or a friend’s casual dinner. Simply saying “No” can sound too harsh in English. This lesson will teach you ten polite and kind ways to decline an invitation while showing gratitude and maintaining good relationships.
Common Ways to Decline an Invitation
Polite & Regretful Declines
- That sounds lovely, but I can’t make it.
Meaning: A very friendly and common way to decline. “Can’t make it” means you are unable to attend.
Example: “We’re having a barbecue Saturday afternoon.” “That sounds lovely, but I can’t make it.” - I appreciate the invitation, but I’m afraid I have a prior commitment.
Meaning: A polite, slightly formal way to decline. A “prior commitment” is something you’ve already agreed to do.
Example: “Can you attend the conference next month?” “I appreciate the invitation, but I’m afraid I have a prior commitment.” - I wish I could, but I have [reason].
Meaning: This phrase shows disappointment that you can’t go, making the decline softer. You should follow this with a simple reason.
Example: “Let’s go hiking tomorrow.” “I wish I could, but I have to study for an exam.” - Thank you for thinking of me, but I’ll have to pass.
Meaning: “Pass” is a gentle way to say no to an offer or suggestion. This phrase shows gratitude before declining.
Example: “Want to join our trivia team tonight?” “Thank you for thinking of me, but I’ll have to pass.” - I’m going to have to skip this one.
Meaning: A casual phrase often used for group activities. “Skip” means to intentionally miss or not participate.
Example: “We’re playing basketball later.” “I’m going to have to skip this one, my knee hurts.” - Offering an Alternative Decline
- I’m tied up on [day], but maybe another time?
Meaning: “Tied up” means you are busy. This phrase declines the specific date but leaves the door open for rescheduling.
Example: “Are you free for lunch on Monday?” “I’m tied up on Monday, but maybe another time?” - I really don’t think I can fit that into my schedule.
Meaning: A diplomatic way to decline, suggesting your schedule is too full without giving a specific personal reason.
Example: “Could you take on this extra volunteer task?” “I really don’t think I can fit that into my schedule.” - That’s very kind of you, but I won’t be able to attend.
Meaning: A slightly more formal and clear statement of refusal, emphasizing gratitude first.
Example: “We would like to invite you to the award ceremony.” “That’s very kind of you, but I won’t be able to attend.” - Unfortunately, that won’t be possible for me.
Meaning: A concise, neutral, and effective way to decline an invitation, particularly useful in professional emails.
Example: “Can we schedule a call at 6 AM?” “Unfortunately, that won’t be possible for me.” - I have to say no this time, but thanks anyway.
Meaning: A very clear and honest casual phrase. It’s direct but softened by the thanks.
Example: “Do you want to come shopping?” “I have to say no this time, but thanks anyway.”
Real-Life Dialogues
Friend A: “Hey, we’re watching the game at my place on Sunday! Will you come over?”
Friend B: “That sounds lovely, but I can’t make it. I’m tied up on Sunday, but thanks for thinking of me!”
Manager: “I’d like to invite you to the company retreat next weekend.”
Employee: “I appreciate the invitation, but I’m afraid I have a prior commitment. Unfortunately, that won’t be possible for me.”
Colleague A: “Want to try that new restaurant today after work?”
Colleague B: “I wish I could, but I have a doctor’s appointment. I have to say no this time, but maybe another time?”
Quick Tips: Choosing the Right Phrase
| Situation | Recommended Expression to Decline an Invitation | Why? |
|---|---|---|
| Casual & Friendly | That sounds lovely, but I can’t make it. | Warm, appreciative, and simple—perfect for friends and casual settings. |
| Formal/Professional | I appreciate the invitation, but I’m afraid I have a prior commitment. | Respectful, professional, and provides a clear, polite reason. |
| When You Want to Reschedule | I’m tied up on [day], but maybe another time? | Declines the specific time but signals your desire to still meet later. |
| Needing to Be Direct (Email) | Unfortunately, that won’t be possible for me. | Clear and neutral, avoiding overly emotional language. |
Practice Tip
When you decline an invitation, avoid giving long, complicated excuses. A simple, vague reason like “I have a prior commitment” is usually enough and prevents you from having to give too many personal details.
Why This Matters
- Protect Your Time: Knowing how to say “no” politely allows you to manage your schedule and prevents you from feeling overwhelmed.
- Maintain Relationships: When you decline an invitation gently, you show respect for the person who invited you, keeping your social and professional bonds strong.
- Sound Mature and Polite: Fluent English speakers always use softening phrases to decline. Using these expressions makes your English sound natural and mature.
Practice these phrases by imagining a friend asking you to a movie tonight. Choose the most polite way to decline an invitation and say it out loud! The more you use these expressions, the easier it will be to say no comfortably. Happy learning! 😊
