When to Say “No” to a Meeting Request

Protecting your time and showing up intentionally is the best way to ensure your calendar doesn't suck the joy out of the season. As the holidays approach, remember that you can (and should) say “no” to meetings that don’t serve you.

Need help deciding when to decline and how to do so? Check out our handy decision tree to help you figure out if you really need to accept that invite, or read on for a detailed walk through of each step. 

Are you working today?

Whether you’re on PTO, out sick, or taking a mental health day, if you aren’t working, decline that meeting! 

Oh, you are working today…

Okay, so you aren’t out of the office, you must give this meeting some honest thought and consideration. Let’s take it from the top. 

Are you double-booked?

If you’re double-booked and need to cancel to attend another meeting, here are some quick templates you can use:

Scheduling conflict (without holiday flair)

Hi [Meeting Organizer],

Thanks for including me on this - unfortunately, I have a more pressing meeting at the same time so I won’t make it for the live convo. Happy to contribute async.

Hope it’s a productive convo,

[Your Name]

Scheduling conflict (with holiday flair)

Hi [Meeting Organizer] - I can’t join this one, I’m double-booked—my calendar is about as organized as a last minute gift-wrapping party.

Is the meeting during your work hours?

If a meeting request falls outside your work hours, you have a good reason to decline (especially during the holiday season when personal commitments ramp up). It’s okay to say no. 

Do you have a personal conflict?

Speaking of personal commitments, if you have one, here are some quick templates you can use:

Personal conflict (without holiday flair) 

Hi [Meeting Organizer],

Unfortunately my work calendar and personal schedule don’t always see eye to eye – I have a conflict during this meeting. If you’d like to reschedule, I’m available on [insert

alternate times]. Or [Colleague] can step in. Appreciate your understanding and hope your calendar’s less hectic than mine.

Cheers,

[Your Name]

Personal conflict (with holiday flair) 

Hi [Meeting Organizer] - this meeting is during my preschooler’s holiday performance so I won’t make it. Wish me luck as I sit through 4 year olds sing-scream Frosty the Snowman.

Are there a lot of other attendees?

We’re all for inclusivity and ensuring all teams and voices are accounted for. But if there are so many attendees that your presence won’t make a difference (and someone else can cover your input, if relevant), you can probably skip out. 

Do you really need to be there?

How mission-critical are you and your voice to this meeting? Are you a decision-maker? Is your vote on the subject a make-it-or-break-it perspective? Can they get by without you? If so, consider declining. 

Is this a priority over other work?

If this isn’t a hot priority for you, here are some quick templates you can use:

Focused on other priorities (without holiday flair) 

Hi [Meeting Organizer],

Appreciate the invite here. Unfortunately, I have a few other projects that top my priority list at the moment. Would love to catch up on any action items afterward.

Thanks for your understanding,

[Your Name]

Focused on other priorities (with holiday flair) 

Hi [Meeting Organizer], I’m under a deadline like an elf on Christmas Eve so won’t make this one. Let me know if I can contribute anything async.

Sometimes, you have to go to the meeting (sorry)

If you’ve made it this far without a reason to say “no” to the meeting, you probably need to attend. (Just make sure this isn’t your answer for every meeting request that comes your way. Not everything is urgent and important.) 

The holidays are coming, but chaos is optional. You deserve a calendar that doesn’t suck the joy out of the season. 

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