How To Write an Excuse Letter or Email for a Meeting (With Examples)

How to write an excuse letter for a meeting
  • Include meeting information. Include the date, your name and the title of the meeting you can’t attend in your subject line. …
  • Address it appropriately. …
  • Keep it professional. …
  • Offer further information. …
  • End with your signature.

Do you know how to format a letter excused from a meeting? In the workplace, teamwork is required for decision-making, results presentation, and the development of new projects. All those invited to the meeting must participate because their contributions to the work are crucial to the organization.

How to Write a Formal Apology Mail for Not Attending a Meeting

How to write an excuse letter for a meeting

To write an excuse letter for a meeting, follow these steps:

1. Include meeting information

Your subject line should state the date, your name, and the name of the meeting you are unable to attend. This can assist your immediate supervisor or a human resources specialist in maintaining orderly emails and records. If you want to keep a copy of your letter for your records, it might also be helpful.

2. Address it appropriately

Make sure to address any pertinent parties in your email or letter. This could be your immediate manager or supervisor, but it could also be the meeting host or a member of the human resources department. You might address your letter of justification to your immediate supervisor if, for instance, you are ill and will miss a team meeting. However, you might address your note to your direct supervisor and human resources representative if you must miss a company conference for jury duty.

3. Keep it professional

Consider writing a brief, detailed excuse letter instead. You can briefly explain why you’re missing the meeting in your note, express gratitude for the recipient’s support, and then close the correspondence. Instead of saying, “I am missing the meeting today because I woke up with a migraine and a very high fever,” you might say, “I regret missing the meeting today, but I am sick.” “.

Include any measures you have taken to make up for any work you are missing while you are away from the office. Consider mentioning that you have asked a teammate to record the meeting in your absence, for instance, if you usually take notes at all team meetings.

4. Offer further information

If you miss meetings or work, some employers might require additional documentation. An example of this might be a jury summons, a doctor’s note, or a school note. You can end your email by stating that you will provide more details upon request.

5. End with your signature

Finish your email or letter with your signature and, if applicable, your job title. Include your phone number below your email signature if you are sending the excuse letter to your human resource professional, as they may need it.

When to write a letter to excuse yourself from a meeting

Some employers may demand that you send an email or letter to them to explain any absences from work. Here are some situations where it might be acceptable to send a note to cancel a meeting:

Sick or medical reasons

If you become ill, you might not be able to attend a meeting. It is appropriate to send an email of justification for a missed meeting the morning of because illness can strike suddenly. However, you might need to notify your manager or a human resources specialist ahead of time with an excuse letter if you have a scheduled surgery or if your illness worsens.

Jury duty

When you receive a summons requesting your attendance for jury duty, notify your group and your immediate supervisor. Think about sending your email of justification nearer to the actual date of jury duty. A few days before any meetings, you might send an excuse letter to any meeting organizers, your immediate supervisor, or your human resource specialist to remind them of your service. If necessary, you could include your jury summons in your note to your immediate leader.

School activities

Some states allow employees to take paid or unpaid time off to attend their children’s school events. Before engaging in a school activity, think about asking your supervisor if this is permitted in your area. Try sending an advance email with an excuse if you can attend events to all relevant parties.

Bereavement leave

You may decide to skip the upcoming meetings if there has been a death in the family. You may have personal days that you can use for any services, depending on the leave policy of your employer. In the event that you take time off, you should notify your immediate supervisor and a human resources representative of all the meetings and activities you might miss.

Time to vote

Some states demand that employers grant time off for voting Ask your manager if it’s possible if you want to take time off work to vote. Plan ahead and write an excuse letter if you must.

Excuse from a meeting letter example

Here are some illustrations to serve as your model for an excuse from meeting note:

Example 1

March 21, 2020

Reina Taylor
Marketing Coordinator, Simpsons Marketing Inc.
20 Homewoood St.
Orlando, Florida 32827

Brittany FoxHuman Resources, Simpsons Marketing Inc. 3205 Bloom St. Suite COrlando, Florida 32827.

Please accept my apologies for being unable to join you at the marketing meeting scheduled for this Friday, March 23. I’ve asked Charles to send me the meeting minutes so I can catch up when I return because I have jury duty. A copy of my jury summons is annexed to this letter.

Thank you for your understanding,

Reina Taylor

Example 2

From: Steven Himes

January 5, 2019

To: [email protected]

Subject: Steven Himes- Absence from Meeting, 1/5

Dear Mr. I’m sorry Greene, but I’m unable to make it to today’s company-wide earnings conference. I have unfortunately become ill. I had an appointment with a doctor this morning, and if I don’t feel better by Monday, I will go back. I also asked Maria to send me notes and fetch anything I need from the office during our conversation.

Thank you for your understanding and support.

Steven Himes


How do you politely excuse yourself from a meeting?

Examples for declining meetings
  1. Although I can’t make it to this meeting, I’d still like to speak with you about it.
  2. I know our schedules are all very busy. …
  3. Apologies, but I’m not available for this meeting. …
  4. I’m sorry I’m not available at the time you requested.
  5. I don’t believe I should be present at this meeting.

What do you say to excuse someone from a meeting?

The simplest thing to do if you realize you need to leave a meeting is to simply say, “Please excuse me.” If you are aware in advance, you could inform the group prior to the meeting that you will need to leave at 2:30 in order to attend a doctor’s appointment. ” Then at 2:30, you can just get up and .

How do I write a letter of excuse?

Guidelines for an Excuse Letter Try to avoid using jargon and slang in the letter. Make sure the subject line is clear, such as “Absence Excuse.” The body of the letter must be extremely succinct and explain why you require a leave of absence from work or school. If applicable, provide supporting documents, such as a doctor’s note.

How do I get permission to not attend a meeting?

You can respond to the organizer by saying:
  1. “This is going to be an important discussion. Even though I can’t make it, I will still find some time to express my opinions so you can talk about them. ”.
  2. “I’m sorry that I can’t attend the meeting.

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