Never the Right Word

Never the Right Word

Scripts & Templates for Life’s Uncomfortable Conversations.

Contact & find out more.

Legal Information

NTRW is supported by adverts and affiliate marketing links. This means if you click a link or buy a product, we may earn a commission at no extra cost to you. Partnerships help fund this site. For more info, please see our Earnings Disclosure.
This site does not constitute as legal, mental, or medical health advice, please consult a competent licensed professional.

It’s never a good look to bail at the last minute when you have plans. Being labelled ‘flaky’ not only reduces others trust in you, but it can negatively impact your personal and professional relationships.

That said it’s difficult not to feel anxious and overwhelmed when you notice you’ve overbooked yourself, again.

There’s just no way you can do it all, but how do you get out of an event you promised you would attend or do something you said you’d do?

And how do you do it without creating a reputation of being untrustworthy—or jeopardising your relationships?

We’ve put together 6 emails/ texts to let a friend, potential business partner or date down the right way to do just that:

Illustrations courtesy of Shutterstock.

This article was originally published on https://nevertherightword.com. If this article appears on any other site other than https://nevertherightword.com without clear referencing it is a violation of the copyright owned by https://nevertherightword.com.

This article may contain affiliate links. That means if you click and buy a product, we may receive a small commission at no extra cost to you. Never the Right Word is a participant in the Awin Affiliates Program, an affiliate advertising program designed to provide a means for sites to earn advertising fees by advertising and linking to participating merchants. For more information, please view our Privacy Policy and disclosure page.

Email Template 1 | For When You Genuinely Want to Reschedule (Best for Friends or Colleagues)

 

Happy Friday [Insert Name],
I’m so sorry for the ridiculously late notice, but I’m not going to be able to make it tonight. I feel terrible for not telling you in advance, but the fact is I over extended myself with [Insert Your Situation].
I hope you won’t take it personally. Perhaps we could reschedule (treats are on me of course). Let me know what dates/times work best for you and I’ll do my best to accommodate.
Sorry again for the late notice. Let’s get another date on the calendar asap!
Thank you,
[Insert Your Name]

Double booking or calendar mismatching happens to us all. The best way to recover from this blunder is to find a date that will definitely work and put it forward. Failing that, you’ll have to work around the other person.

Perhaps you’ll suggest lunch or dinner instead of drinks. It’s best to choose a week where you have little else planned. Then, write an email like this one apologizing and attempting definite re-schedule.

Email Template 2 | When You’ve Overstretched Yourself and Are Not Able to Follow Through (Best For Colleagues or Business Contacts)

 

Good Morning [Insert Name],
I was just looking over my schedule and unfortunately I’m stretched for time. Currently, I’m not sure when we’ll be able to re-schedule our meeting. I’m really sorry I won’t be able to see you in person this month but I’d be more than happy to answer any general questions you have or help out where I can.
As someone who’s been in a similar position to you, I understand you must have a lot of questions, so please ask away!
Again, my apologies for canceling on you. I’m making an active attempt to improve on not overcommitting in the future.
Kind regards,
[Insert Your Name]

You attempted to carry on a networking conversation via email, but now you’ve arranged to meet up with the person during an extremely busy time for you.

You’re honestly happy to answer any questions, but you’re over-extended to the point where you think you may lose the plot if you aren’t careful. This is the time to be direct.

Sincerely apologize for breaking plans, but be adamant about continuing to offer your wisdom.

If you're looking to develop your communication skills for professional environments even further, we think you’ll like the following video course from LinkedIn Learning. Check out the preview below:

Click here for full access to "Holding Yourself Accountable" On LinkedIn Learning
In this course, personal branding expert Dorie Clark helps you adopt the accountability mindset. Dorie outlines specific, practical steps you can take to implement accountability.This course teaches you to amplify the urgency of your mission, understand why it matters, and know how taking responsibility helps you become the kind of person you want to be.

Template 3 | When You’re Bailing on a Networking Event

 

Good Afternoon [Insert Name],
Thanks for the invite for [Name of Event], however, unfortunately, I’m not going to be able to make it this month.
I wanted to inform you straight away so you can make alternate arrangements. I’m definitely keen to attend the next event though, so it would be great if you are happy to keep me on your list.
Kind Regards,
[Insert Your Name]

While it might seem like the event’s so big that no one will even notice you absence in order to keep up a professional appearance its a good idea to keep a strong line of communication open it also increases your chances of getting invited to future events.

Text Template 4 | When Your Not Well

 

Hi [Insert Name],

I’m really sorry but unfortunately I’ve come down with the flu and will not be able to make the party this evening. I hope you all have a wonderful time. I’ll be thinking of you all whilst incubate myself on the couch!

Thanks for understanding,
[Insert Your Name]

or, if you’re sending a formal email/ letter:

Your Name
Title
Organization
Address
Date
Contact Name
Title
Organization
Address
Dear [Insert Name],
Please accept this letter as documentation of my absence from [Insert Date] due to contracting the flu. I have attached my doctor’s note for your records. The doctor estimates that I will be fully recovered by [Insert Date] of which you can expect my return to work.
I have temporarily handed my duties over to [Insert Name] who will take care of [our clients/ Project Name] until my return. If I can provide any additional information, please don’t hesitate to reach out. I appreciate your understanding.
Sincerely,
[Insert Name]

Text Template 5 | Letting A Date Down

 

Hi [Insert Name], I had a great time getting to know you the other evening but if I’m honest I don’t see this going anywhere. You seem to be looking for something casual whilst I’m looking for something more. All the best- and let’s keep in touch as friends perhaps?

or

Thanks for making the time to see me the other evening. I wish there was something more between us, but I see you as great friend. You wouldn’t want me anyway- I’m a pain in the behind!

or

Hi [Insert Name], I feel awful but I’m going to have to bail on this evening. My dog needs to go to the vet immediately and I’m assuming he/she must have eaten something that’s now decorating my kitchen floor (really- I wish it weren’t true). Please let me make it up to you another time. Are you free next week?

or

Hey [Insert Name], I think it’s super awesome that we connected but unfortunately I just don’t feel this is going any further than this. I’m looking for a partner who loves a debate and deep discussions. I’m looking for more than a casual fling and that means meaningful and simulating conversation that satisfies both the parties. It’s perfectly fine if you’re not a talker, but I don’t wish to waste your time any further because it’s just that it’s not what I’m looking for.

Email Template 6 | Declining Partnerships That Aren’t the Best Fit

 

Dear [Insert Name],
Thank you for your interest in partnering with us to [Insert Mission Here].
We regret to inform you that we are unable to accept your offer to partner as we feel the initiatives are outside our area of expertise. Please find attached detail will be a better fit for your mission.
We wish you all the best going forward.
Regards,
[Insert Name]

To maintain harmonious relationships with the requesting party declining partnership offers must be done tactfully. Other opportunities for collaborations may exist in future, therefore partnership offers must be declined with professionalism to maintain strong relationships.

It’s good practice to make backing out of a date or arrangement a rarity. As the old saying goes, treat others how you would like to be treated. We’ve all felt the hurt when someone we were counting on let us down like this, so be mindful when doing it to others. Only allow yourself to commit to the things that truly align with your goals or intentions and are very certain you can actually make good on. The world can be small, and while flaking isn’t the same thing as burning a bridge, it should be used sparingly.

At Never the Right Word, our aim is to give you practical examples of how to handle life’s difficult conversations. If you have an awkward situation that you’d like example templates for, request a topic here.  

If you’re interested in further reading, we’ve also included links to our trusted resources and related posts below. To find out more about NTRW and our recommended tools, you can do that here.

Lastly, if you found this content helpful or want to share your own examples, let us know in the comments. We’d also be delighted if you shared this article and joined us on social media too!

Never the Right Word

Never the Right Word

Hi there! I’m Amy, and I’m the person behind Never the Right Word. I’m a designer-by-day who’s fascinated by human psychology; you’ll find me learning about what makes others tick through all types of media and good old-fashioned conversation.

In 2019 Never the Right Word was born to fill the gap of ‘how-to’ websites with copy and paste examples showing you EXACTLY what you need to say to steer difficult conversations into positive outcomes.

Popular Articles...

Relevant Books We Recommend...

Crucial Accountability: Tools for Resolving Violated Expectations, Broken Commitments, and Bad Behavior, Second Edition ( Paperback) (Paperback)

In Crucial Accountability: Tools for Resolving Violated Expectations, Broken Commitments, and Bad Behavior by Kerry Patterson, tools for improving professional and personal relationships permanently are explored. Crucial Accountability provides a simple step by step approach for effectively discussing issues with others when they disappoint. It starts by helping us challenge the belief that we simply cannot speak up to certain people and then offers practical tools to use during the confrontation. The goal for Crucial Accountability is to open the lines of communication making our relationships less stressful, and far more rewarding in return. Get your copy of Crucial Accountability by CLICKING HERE.

Not Nice

Not Nice: Stop People Pleasing, Staying Silent, & Feeling Guilty... And Start Speaking Up, Saying No, Asking Boldly, And Unapologetically Being Yourself, world-renowned confidence expert, Dr. Aziz Gazipura, takes an incisive look at the concept of nice. Through his trademark style, Dr. Aziz uses engaging stories, humor, and disarming vulnerability to cut through people-pleasing conditioning and find the most authentic version of you. This book is for you if you want to discover how to easily say "no" to things when you need to or learn to confidently and effectively ask for what you want. You'll also be able to be more authentic in all of your relationships whilst eliminating any feelings of guilt and or fear about how others perceive you. CLICK HERE to get your copy of Not Nice.

How to Win Friends and Influence People in the Digital Age (Paperback)

Celebrating the 75 anniversary of the renowned self-improvement bestseller How to Win Friends and Influence People, comes a refreshed adaptation of Carnegie’s timeless prescriptions for the digital age. We love this classic because it teaches the reader how to shift their mindset to make life more engaging and rewarding which increasing being more and relevant in today's society. How to win friends and influence people in the digital age is one of the best books to help you learn how to be influential. Anyone who is willing to read in-between the lines can see that there is power in Carnegie's insights. You can get your copy of How to Win Friends and Influence People in the Digital Age by Dale Carnegie & Associates by CLICKING HERE.  

Sorry I'm Late, I Didn't Want to Come

Sorry, I'm Late, I Didn't Want to Come follows author Jessica Pan's hilarious and painful year of misadventures in extroverting, reporting back from the frontlines for all the introverts out there. This book full of deep insights about the nature of human beings, paired with plenty of laugh-out-loud and highly relatable moments. CLICK HERE to get your copy of Sorry I'm Late, I Didn't Want to Come from Book Depository.

Pin Never the Right Word on Pinterest!

Like Our Site? These Are the Resources We Recommend.

To build this site we used these highly recommended tried-and-tested tools:

We Trust Elegant Themes

The Elegant Themes membership gives you complete access to 87 amazing themes and 3 awesome plugins, including Divi, the ultimate WordPress Theme and Visual Page builder. Elegant Themes have been building the world's most popular WordPress themes for the past 10 years, and rest assured their products will always be improved and maintained. 

Divi WordPress Theme

We Build With Divi Theme

One of the most popular WordPress themes in the world. Building layouts is easy and fast, making it ideal to create mockups and wireframes, prototyping a design, and creating the website itself. Build from the frontend or backend. The builder is intuitive. It's easy to learn and can be used by non-developers to create amazing websites. Check out the official Divi Theme here.

Divi Cake is a community driven marketplace for Divi Child Themes, Builder Layouts, and Plugins - Shop Now!

We Customize With Divi Cake Plugins

Divi Cake’s main goal is to help the members of the Divi community find the perfect premium Divi themes, layouts, and plugins created by leading Divi developers and designers. Shop hundreds of premium Divi products like Divi child themes, Divi layouts, and Divi plugins on Divi Cake, the community driven Divi Marketplace. Find out more about Divi Cake here.

We ❤️Shutterstock Media

We get our images from the OG leader in stock assets. Boost your business with the right images. They're royalty-free and ready to use. Footage & Music Libraries. 4k Images Added per Hour. No Daily Download Limit. Speedy Search & Discovery. With flexible plans and countless amounts of premium content uploaded weekly, we couldn't leave Shutterstock off our list.

Skill-Up With LinkedIn Learning

When you want to enhance your professional skills with expert-led, online video tutorials, the only place to go is LinkedIn Learning (Lynda). With a subscription you get 24/7, unlimited access to over 13,000 business, design & tech online courses and with a free month. We like them because we get expert-led courses that we can access anytime, anywhere. What's not to love?

Web Hosting

We're Hosted With SiteGround

SiteGround boasts a whole list of fantastic features at amazingly affordable prices. Along with multiple growth options, free site transfers and domains, built in Content Delivery Network integrations, WordPress support AND human support we wouldn't go to anyone else. They're basically faster, safer and more supportive- you can check them out here.

We Trust Grammarly Premium

Even seasoned writers need a helping hand at times, that’s why we trust Grammarly Premium. As the World's Most Accurate Online Grammar Checker, Grammarly Premium goes beyond grammar to help you ensure that everything you write is clear, engaging, and professional. Learn more about Grammarly Premium’s AI-powered assistant here.

Find Graphics With Creative Market

Creative Market is the world’s marketplace for design. Bring your creative projects to life with ready-to-use design assets from independent creators around the world. We love the unique finds, social media templates, vectors you name it they have it. I also doesn't hurt that our founder has a little store on there...

Powered by Creative Market

Powered by Creative Market

Contact Us

Email Us

Never the Right Word
Building 19475
PO Box 6945
London
W1A 6US
United Kingdom

Follow NTRW

Support NTRW

Become a Patron!
Donate to Never the Right Word and keep us accessible to all. Thank you!

Stay in the Loop

error: Content is protected !!

Pin It on Pinterest