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职场邮件技巧:如何礼貌回应会议邀请与缺席通知

本网站 发布时间: 2025-08-17 20:00:45

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    本文讲解了职场中如何用英语礼貌地回应会议邀请、提出议程问题以及通知无法出席会议,包括不同语气的表达方式、理由说明及邮件结尾建议。

    When you receive an email informing you about a meeting that you should attend, most of the time you don't need to do much, except if you're using meeting scheduling software, you would accept the meeting request. However, sometimes you might want to respond by asking a question. There are some situations when you might need to send an email to the person organising the meeting. If there was no agenda sent, you might want to ask about that. Imagine you're writing back to a colleague, which of these would you probably not choose? Where's the agenda is very direct and could sound rude if you don't know the person very well? The other two are good. Let's see how we can use them.

    Hi, Karen. Thanks for the email. Do we have an agenda? If the writer forgot to attach the agenda, you could write something like this. Hi, Karen. I think you forgot to attach the agenda. Sometimes the meeting email will ask if anyone wants to add anything to the agenda. So if you want to talk about something that is not on the agenda, send a quick email. Can you share our examples of how to do it? Hi, Karen. I'd like to add some time to talk about the new store. We probably need about 15 minutes. Hi, Karen. Can we have some time to talk about next week's training? 10 minutes is enough. And this example is a little more formal.

    Hi, Karen. I would like to add an item to the agenda. I think we need to discuss next month's advertising campaign. I'm not sure how long we need, but I think it's important. Finally, this example is a little more indirect. Hi, Karen. Would we have enough time to talk about last month's sales report? You will see these three emails. Which do you think is the best one? Did you choose email C? This email is the best because it's not too direct, and also lets the organizer know how much time is needed. If you would like to learn more about or review how to be formal or informal, and direct or indirect, see our lesson on email in our first course on networking. So now you've seen how to ask a quick question about the agenda.

    Let's focus on how to send an email telling the organizer that you can't come. By the way, we're not going to encourage you to avoid meetings that you might not want to attend. We're going to focus on situations where you are unable to attend. Of course, you could use the same guidelines and language, but again, we don't want to encourage that. So let's look step by step at writing an email where you can say that you cannot attend. After the greeting, you'll first need to write that you cannot attend the meeting. Here are some examples of what to write in the first line. Hi, Karen. I wanted to let you know that I can't come to next week's meeting. Here is an example that is a little more informal. Hi, Karen. Just to let you know that I can't make it to next week's meeting. And here is an example that is a little more formal. Dear Lauren, I'm writing to inform you that I am unable to attend next week's meeting.

    Remember, you might want to soften your message to make it sound less direct. In this case, you can use words like I'm afraid, I'm sorry about, or unfortunately. Let's see how we can add these phrases to our first sentence. Hi, Karen. I wanted to let you know that I'm afraid I can't come to next week's meeting. Hi, Karen. Just to let you know that I'm sorry, but I can't make it to next week's meeting. Dear Lauren, I'm writing to inform you that, unfortunately, I'm unable to attend next week's meeting. When you say that you can't do something, you usually have to give a reason.

    So let's look at some different reasons we might have. Let's we'll look at some reasons when it is impossible for you to attend. I'm going to be out of the office on Monday. I'm on vacation all next week. I have a previously scheduled appointment on that day. This is more formal language. Sometimes there are other reasons why you can't attend. Maybe you're just too busy. However, it's not a good idea to just write, I'm busy. You should give more details about what you are doing. I have to finish the sales report by Tuesday. I have the deadline for the website redesign coming up. The reorganization of the North Lake store is currently taking up a lot of my time.

    Read these three emails. Which do you think is the best one? Email B is the best one because it gives a specific reason. Although email C gives a specific reason, it doesn't give the important information that the writer cannot attend the meeting in the first sentence. When you are busy, you should really give details, but sometimes we don't have to be clear. It's acceptable to give vague reasons when something unexpected happens or there are personal reasons. Something has just come up. This means that something unexpected has happened. Due to a family commitment. This means that you have to go to something like a wedding, family celebration, or attend a meeting at your child's school. Due to a personal matter. Due to a personal matter is very vague because it's personal and that means it's private. You're not going to say exactly what the reason is and other people are not going to ask what it is either. However, when you use this phrase, it means that it's probably something important, not that you just don't feel like coming to work. Another expression is due to a family emergency.

    After giving your reason, you might also want to add another sentence, so apologizing, for not being able to attend the meeting. Of course, this depends on your relationship with the reader. If you're writing to your boss, you probably would want to be clear and give an apology. Sorry to let you know on such short notice. On short notice means that you are letting the reader know that you cannot come to a short time before the actual meeting. My apologies. I'm sorry for any inconvenience. This is a little more formal. But you'll want to end by adding a closing sentence so that it doesn't sound too abrupt or sudden. Here are some examples. Please let me know what was decided. Anyway, I look forward to hearing what was discussed. I look forward to reading the minutes.

    Read the following three emails and decide which is the best one to inform someone of not being able to attend a meeting. Did you choose A? That's the best one. Email B has too much information that wasn't necessary and email C was too abrupt. So that's how to write a response saying that you can't attend a meeting. There's one more thing that we'll look at though. What about if you really want to or need to attend? Well, you could ask that the meeting time be changed. Again, you would probably ask a colleague this question, not usually your boss. As this is a special request, you'll want to make the language indirect. Let's see some examples. Notice how the request is a yes-no question. Could it be possible to move it to Tuesday? Is there any chance we could push it back to the following week? Push back means to postpone something. Could we maybe reschedule it for later in the week? So to review, we've covered how to write an email asking a question about the agenda and saying you can't attend. We've seen how to give a reason and how to end with a closing sentence.

部分单词释义

单词解释英文单词解释
  • abrupt

    形容词陡峭的; 突然的,意外的; 无理的,唐突的; 不连贯的

    1. 突然的,意外的(常指令人不快的改变或行为)
    An abrupt change or action is very sudden, often in a way which is unpleasant.

    e.g. Rosie's idyllic world came to an abrupt end when her parents' marriage broke up...
    父母婚姻的破裂使得罗茜田园诗般美好的世界陡然画上了句号。
    e.g. The recession brought an abrupt halt to this happiness...
    经济衰退让这幸福戛然而止。

    abruptly
    He stopped abruptly and looked my way.
    他突然停下,朝我看过来。
  • attach

    及物/不及物动词附上; 贴上,系

    及物动词(有时不受欢迎或未受邀请而)参加; 把…固定; 把…归因于; (使)与…有联系

    不及物动词附着; 从属; 伴随而来; 联在一起(to, upon)

    1. 缚上;系上;贴上
    If you attach something to an object, you join it or fasten it to the object.

    e.g. We attach labels to things before we file them away...
    存档前,我们先贴上标签。
    e.g. The gadget can be attached to any vertical surface...
    这小玩意儿可以粘在任何垂直表面上。

    2. (通常未受邀请而)加入,和…在一起,缠着
    If someone attaches himself or herself to you, they join you and stay with you, often without being invited to do so.

    e.g. Natasha attached herself to the film crew filming at her orphanage.
    娜塔莎紧紧缠着在孤儿院拍摄电影的工作人员不放。

    3. 赋予;认为…具有;为…所有
    If people attach a quality to someone or something, or if it attaches to them, people consider that they have that quality.

    e.g. The authorities attached much significance to his visit.
    当局非常重视他的访问。
    e.g. ...the magic that still attaches to the word 'spy'.
    “间谍”一词依然具有的神奇魅力

    4. 附加,附带(条件)
    If you attach conditions to something such as an agreement, you state that specific things must be done before the agreement is valid.

    e.g. Activists are pressing the banks to attach political conditions to the signing of any new agreement...
    激进分子强烈要求银行在签署任何新协议前要考虑政治条件。
    e.g. Magistrates will be able to attach conditions when juveniles are remanded.
    地方法官将可以在少年犯送押时提出附加条件。

    5. (计算机中)附上,粘贴(附件)
    In computing, if you attach a file to a message that you send to someone, you send it with the message but separate from it.

    e.g. It is possible to attach executable program files to e-mail.
    可以在电子邮件里附上可执行程序文件。

    6. see also: attached
    no strings attached - see string

  • vague

    形容词模糊的; (思想上)不清楚的; (表达或感知)含糊的; 暧昧的

    名词模糊不定状态

    1. (文字或言语)含糊的,不明确的,不清楚的
    If something written or spoken is vague, it does not explain or express things clearly.

    e.g. A lot of the talk was apparently vague and general...
    很多话明显是些含糊的泛泛之论。
    e.g. The description was pretty vague.
    描述相当模糊。

    vaguely
    'I'm not sure,' Liz said vaguely...
    “我不确定,”利兹含糊其词地说。
    They issued a vaguely worded statement.
    他们发表了一份措辞含混不清的声明。
  • agenda

    名词议事日程; 待议诸事项一览表; 日常工作事项; 议程( agendum的名词复数)

    1. (政治)议题
    You can refer to the political issues which are important at a particular time as an agenda.

    e.g. Does television set the agenda on foreign policy?...
    电视舆论对外交政策有影响吗?
    e.g. Many of the coalition members could have their own political agendas...
    许多联盟成员可能会有他们自己的政治议题。

    2. 议事日程
    An agenda is a list of the items that have to be discussed at a meeting.

    e.g. This is sure to be an item on the agenda next week...
    这一定会成为下星期议事日程上的一项议题。
    e.g. High on the agenda of tomorrow's meeting will be the turmoil in Japan.
    日本发生的骚乱将是明天会议的首要议题。

  • apology

    名词道歉认错,愧悔; 正式辩解,正式辩护; 解释; 〈口〉临时凑合的代用品

    1. 道歉;认错;愧疚的表示
    An apology is something that you say or write in order to tell someone that you are sorry that you have hurt them or caused trouble for them.

    e.g. I didn't get an apology...
    还没有向我道歉。
    e.g. We received a letter of apology...
    我们收到了一封致歉信。

    2. (表示或作出)道歉
    If you offer or make your apologies, you apologize.

    e.g. His mother offered her apologies to the Jones family...
    他的母亲向琼斯一家赔了不是。
    e.g. When Mary finally appeared, she made her apologies to Mrs Madrigal.
    最终露面时,玛丽向马德里加尔夫人表示了歉意。

    3. (对某事)无可道歉,无错可认
    If you say that you make no apologies for what you have done, you are emphasizing that you feel that you have done nothing wrong.

    e.g. Union officials made no apologies for the threatened chaos.
    工会干部们对于迫在眉睫的混乱局面不予道歉。

  • emergency

    名词紧急情况; 突发事件; 非常时刻

    形容词紧急的,应急的

    1. 紧急事件;意外事件;(尤指)事故
    An emergency is an unexpected and difficult or dangerous situation, especially an accident, which happens suddenly and which requires quick action to deal with it.

    e.g. He deals with emergencies promptly...
    他迅速处理突发事件。
    e.g. The hospital will cater only for emergencies.
    那家医院只看急诊。

    2. 紧急情况下的;应急的
    An emergency action is one that is done or arranged quickly and not in the normal way, because an emergency has occurred.

    e.g. The Prime Minister has called an emergency meeting of parliament...
    首相已召集议会召开紧急会议。
    e.g. She made an emergency appointment.
    她挂了急诊。

    3. (设备、供应品等)救急用的,应急的
    Emergency equipment or supplies are those intended for use in an emergency.

    e.g. The plane is carrying emergency supplies for refugees...
    那架飞机正在为难民运送应急物资。
    e.g. They escaped through an emergency exit and called the police.
    他们从紧急出口逃脱,并报了警。

  • formal

    形容词(学校教育或培训)正规的; 方式上的; 礼仪上的

    名词美须穿礼服的社交集会; 口夜礼服

    1. 正式的;规范的;庄重的
    Formal speech or behaviour is very correct and serious rather than relaxed and friendly, and is used especially in official situations.

    e.g. He wrote a very formal letter of apology to Douglas...
    他给道格拉斯写了一封非常正式的道歉信。
    e.g. Business relationships are necessarily a bit more formal.
    商业关系有必要更正式一些。

    formally
    He took her back to Vincent Square in a taxi, saying goodnight formally on the doorstep.
    他打车把她送回了文森特广场,并在门口正式道了晚安。
  • reason

    名词原因; 理由; 理性; 理智

    及物/不及物动词推理,思考; 争辩; 辩论; 向…解释

    1. 原因;理由;动机
    The reason for something is a fact or situation which explains why it happens or what causes it to happen.

    e.g. There is a reason for every important thing that happens...
    每件重要事情的发生都有原因。
    e.g. Who would have a reason to want to kill her?
    谁会有杀她的动机呢?

    2. 理由;确凿的证据
    If you say that you have reason to believe something or to have a particular emotion, you mean that you have evidence for your belief or there is a definite cause of your feeling.

    e.g. They had reason to believe there could be trouble...
    他们有理由相信可能会遇到麻烦。
    e.g. He had every reason to be upset...
    他完全有理由生气。

    3. 理性;理智
    The ability that people have to think and to make sensible judgments can be referred to as reason .

    e.g. ...a conflict between emotion and reason...
    情感和理智的冲突
    e.g. Mike is my voice of reason. He thinks logically and points out where I'm going wrong.
    迈克帮我保持理智。他的思维很有逻辑性,可以指出我的错误。

    4. 推理;推论;推断
    If you reason that something is true, you decide that it is true after thinking carefully about all the facts.

    e.g. I reasoned that changing my diet would lower my cholesterol level...
    我推断改变自己的饮食可以降低我的胆固醇水平。
    e.g. 'Listen,' I reasoned, 'it doesn't take a genius to figure out what Adam's up to.'
    “听着,”我分析道,“要弄清楚亚当想要干什么很容易。”

    5. (常用来暗指不赞成某人的所作所为)只有自己知道为什么,出于自身的理由
    If you do not know why someone did something, you can say that they did it for reasons best known to themselves. You usually use this expression when you do not agree with what they did.

    e.g. For reasons best known to himself, Algie changed his name.
    不知是出于什么原因,阿尔吉改了名字。

    6. 因为;由于;由…引起;以…为理由
    If one thing happens by reason of another, it happens because of it.

    e.g. The boss retains enormous influence by reason of his position...
    老板由于自身的地位而一直有极大的影响力。
    e.g. He pleaded innocent by reason of insanity.
    他以精神不健全为由申辩无罪。

    7. 听从劝告;理智行事
    If you try to make someone listen to reason, you try to persuade them to listen to sensible arguments and be influenced by them.

    e.g. The company's top executives had refused to listen to reason.
    公司的高层管理人员拒绝理智行事。

    8. 无缘无故;莫名其妙;没有理由
    If you say that something happened or was done for no reason ,for no good reason, or for no reason at all, you mean that there was no obvious reason why it happened or was done.

    e.g. The guards, he said, would punch them for no reason...
    他说警卫会无缘无故殴打他们。
    e.g. For no reason at all the two men started to laugh.
    两个人莫名其妙地开始大笑。

    9. 活着的理由;生存的原因
    If a person or thing is someone's reason for living or their reason for being, they are the most important thing in that person's life.

    e.g. Chloe is my reason for living.
    克洛艾是我活着的理由。

    10. 不知为何;不知什么原因
    If you say that something happened or is true for some reason, you mean that you know it happened or is true, but you do not know why.

    e.g. For some reason, the curtains were shut...
    不知什么原因,窗帘拉着。
    e.g. For some inexplicable reason she was attracted to Patrick.
    因为某些无法解释的原因,她被帕特里克所吸引。

    11. 正当的;合乎情理的;理智范围内的
    If you say that you will do anything within reason, you mean that you will do anything that is fair or reasonable and not too extreme.

    e.g. I will take any job that comes along, within reason...
    我会接受任何给我的工作,只要是正当的。
    e.g. It means working, within reason, for whatever time is necessary.
    这意味着在合理的范围内花费所有必要的时间工作。

    12. rhyme or reason - see rhyme
    to reason - see
    it stands to reason - see stand

    相关词组:reason with

  • soften

    及物动词减轻; (使)温和; 使缓和; 变柔和

    不及物动词变软

    1. (使)变软;(使)变柔软;(使)变柔和
    If you soften something or if it softens, it becomes less hard, stiff, or firm.

    e.g. Soften the butter mixture in a small saucepan...
    在小平底锅里将黄油混合物化软。
    e.g. Fry for about 4 minutes, until the onion has softened.
    煎 4 分钟左右,直到洋葱变软。

    2. (使)(影响等)减弱,减轻
    If one thing softens the damaging effect of another thing, it makes the effect less severe.

    e.g. There were also pledges to soften the impact of the subsidy cuts on the poorer regions.
    他们还承诺要减轻削减补贴给较贫困地区带来的影响。
    e.g. ...He could not think how to soften the blow of what he had to tell her.
    他要告诉她的事对她打击很大,但他又想不出怎么说才能减轻这种打击。

    3. (使)(态度等)缓和
    If you soften your position, if your position softens, or if you soften, you become more sympathetic and less hostile or critical towards someone or something.

    e.g. The letter shows no sign that the Americans have softened their position...
    信里没有任何迹象表明美国人的态度已有所缓和。
    e.g. His party's policy has softened a lot in recent years...
    他所在的政党近些年的政策已经变得温和多了。

    4. (使)变温和;(使)和蔼
    If your voice or expression softens or if you soften it, it becomes much more gentle and friendly.

    e.g. All at once, Mick's serious expression softened into a grin...
    米克严肃的表情一下子变成了笑脸。
    e.g. She did not smile or soften her voice.
    她没有笑,声音也没有温和起来。

    5. 使(灯光、颜色、声音等)减弱;使变柔和
    If you soften something such as light, a colour, or a sound, you make it less bright or harsh.

    e.g. We wanted to soften the light without destroying the overall effect of space...
    我们希望在不破坏整体空间效果的同时,使灯光柔和一些。
    e.g. Stark concrete walls have been softened by a show of fresh flowers.
    鲜花摆上之后,突兀的混凝土墙便显得柔和起来。

    6. 使(皮肤)变得光滑柔软
    Something that softens your skin makes it very smooth and pleasant to touch.

    e.g. ...products designed to moisturize and soften the skin.
    使肌肤滋润柔滑的产品

    相关词组:soften up

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