Explanation Letter for not Attending the Conference

Explanation Letter for not Attending the Conference

Letters Kate

A conference is an important part of every person’s job. Conferences are conducted in almost every business, and their purpose is to deliver important points to everyone working in the company.

Sometimes, an employee must attend the conference. When he does not attend for any reason, the employee asks him to give an explanation.

The employee then writes a regret letter that also serves as an explanation letter. The regret letter can be written even without having been asked to write an explanation letter.

When a conference is conducted in an organization, every employee is expected to attend. But if he cannot attend for any reason, he writes a regret letter.

What is a regret letter?

When you cannot attend a conference for personal reasons, you can write a letter of regret to inform the reader that you will not participate.

What is the format of writing the letter?

It is important to follow the correct format and all the instructions while writing the explanation letter.

  1. The best way to write an explanation letter is to keep it brief and to the point. Start by thanking the reader for inviting you to the conference.
  2. This will make the reader feel that you have acknowledged their action. After thanks, deliver your rejection.
  3. Write the reason for not being able to attend the conference. You don’t need to describe the reason in the letter. However, writing the reason will strengthen your relationship with the reader.
  4. You can also request to reschedule the conference.

If you work in a company and it was compulsory for you to attend the conference, then you should write this letter apologizing. Sometimes, the absence from the conference is unpredictable. When an employee misses the conference due to an emergency, he can send a regret letter instead of asking the employee for permission to go on leave.

Sample Letters

#1

Explanation Letter for not Attending the Conference

Dear Sir, I want to express my deepest apology for missing last Thursday’s conference our company held. I know you were waiting for me and were questioning why I didn’t show up.

Regrettably, I received an urgent call from my son’s school due to a group fight he was involved in, and he consequently received many injuries. As soon as I heard it, I could not dare think about anything else but my son’s life. Mercifully, he is better now. However, at that time, as you can understand, this problem required more speedy consideration from me than his mother.

Please pardon me for not being able to inform you about all that on the same day. Everything was so muddled and sudden that I was not able to think about anything else. However, I want to move onward with our strategies and request you to kindly reorganize another conference, if possible, in the near future. I am hopeful that this occurrence has not made any difference to our proficient functioning association in any way.

Once again, I am repentant for the troublesomeness and anticipate hearing from you soon.

#2

Explanation Letter for not Attending the Conference

Dear Sir, this letter has been written to inform you that my first cousin had a severe road accident yesterday. He is living alone in this city. I am the only person here known as his own, so I can’t leave him alone to suffer this calamity when he needs me the most.

Doctors have restricted his conversation with anyone since he is not fully conscious yet. He needs complete attention and care all the time. I am extremely sorry to inform you that due to the problems listed above, I won’t be able to attend the conference scheduled on [day & date].

I know how important it is to be present there, but I am unable to attend anyway. I am highly regretful about not being able to attend the conference. But trust me, if it was not this serious a problem, I would never have even thought of skipping the conference. Hopefully, you will understand the delicacy of the matter.

Thank you!