How to Write an Excuse Letter for Not Attending an Event

There are many instances where you may be unable to attend an event. Maybe you have a prior engagement, you’re not feeling well, or there is a family emergency. Whatever the reason, it’s impolite not to show up without letting the host know. The best thing to do this is to write an excuse letter. Here’s how to go about doing that.

Sample Excuse Letter for Not Attending an Event

Table of Contents

To whom it may concern,

I am sorry to say that I will not be able to attend the event on _____________(date) due to ____________________(reason).

Thank you for understanding.


Your Name


Contact Number

Email Address

Tips for Writing an Excuse Letter for Not Attending an Event

Keep it short and to the point – get straight to the end and explain why you cannot attend.

  1. Be sincere – if you do not have a good reason for missing the event, do not try to make one up. Be honest and open in your letter.
  2. Apologize – regardless of the reason, always apologize for not being able to attend.
  3. Be specific – provide as many details as possible so the organizer can understand your situation.

Thank them for understanding – thank the organizer for their knowledge and courteously end the letter.

What it Include in the Excuse Letter for Not Attending an Event

  1. Start by writing down the date, full Name, and address of the event’s person. If you don’t have this information, you can call or email the host to get it.
  2. Begin your letter by apologizing for not being able to attend. Make sure to be specific about why you’re not able to go. For example, “I’m sorry I can’t make it to your party on Saturday. I’m already committed to taking my niece to her soccer game.”
  3. If there’s something you’re looking forward to at the event, mention it here. For instance, “I was really looking forward to trying your famous lasagna.”
  4. Thank the host for inviting you and express your hope that you’ll be able to attend a future event. For example, “Thank you so much for inviting me. I hope we can get together soon.”
  5. Sign and date your letter, then send it off via mail or email (whichever is your preference).


Writing an excuse letter for not being able to attend an event is polite and shows that you value your relationship with the person who invited you. By following the steps above, you’ll be able to write a professional and thoughtful excuse letter in no time!

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