How to reply to an invite that clashes with another meeting

Updated November 12, 2026

Decide which meeting matters more, then tell the other organizer right away. You have three honest options: decline one, ask for a different time, or join part of each. Name the clash in one line so nobody thinks you're ignoring them. Reply within a day, and sooner if the meeting starts today.

Reply

As soon as you spot it. Organizers plan around who is coming. The earlier you say there's a clash, the easier it is for them to move the time or find another speaker.

What your reply should say

1. Say plainly that the invite overlaps with another commitment on that date and time.
2. Choose what you can do: attend, attend part, or send regrets.
3. If you can join part, say which part and when you'll need to leave.
4. Offer a fix, such as another time or written input ahead of the meeting.

3 replies you can copy

Pick the one that matches what you want to say, copy it, and change everything in [brackets].

Hi [Name],

Thanks for the invite. It overlaps with another commitment I can't move, so I won't be able to join on [date].

If you share notes afterward, I'll read them. Please tell me if anything needs my input beforehand.

I wanted to tell you now, so you can plan the session without me, and I'm happy to catch up with whoever attends.

Best,
[Your name]

Hi [Name],

Thanks for including me. I have another meeting at the same time, so I can join only from [start] to [end].

Could my item be early on the agenda? If that's not workable, I'm happy to send my update in writing and skip the call.

Thanks,
[Your name]

Hi [Name],

I'd like to be in this meeting, but it clashes with another on [date] at [time]. Could we shift [Meeting title] by an hour, or to [option 1] or [option 2]?

If that is hard for the group, tell me and I'll sort out my side.

Thanks,
[Your name]

Already late? Send this instead

For when you are after one meeting has already happened late or more. Own the delay in one line, then do the job.

Hi [Name],

Sorry I didn't reply about the overlap on [date]. I should have said so before the meeting.

I went to the other one. Could you send me the notes, and tell me if I missed a decision? I can have my input to you by [date] if that helps.

Best,
[Your name]

Mistakes to avoid

• Accepting both invites and hoping to sort it out on the day.
• Joining one meeting while half-listening to the other on mute.
• Telling only one organizer about the clash when both could adjust.
• Declining the higher-ranked meeting without checking with your manager first.

Questions people ask

How do I decide which meeting to attend?

Ask which one needs your decision or voice, which has a hard deadline, and who asked first or is more senior. If the answer isn't clear, ask your manager. A quick "which of these matters more?" is a normal question, not a sign of weakness.

Is it rude to leave a meeting partway through?

Not if you say so ahead of time. Tell the organizer when you'll need to leave, ask for your item early, and thank them. Telling everyone at the start is better than slipping out without a word. That small courtesy is remembered and avoids awkward looks.

More reply guides

• How to reply to a coffee chat request
• How to reply to an invitation to speak at an event
• How to reply to an event invitation email
• How to reply to an RSVP reminder email
• How to reply to a follow-up after meeting at an event
• How to reply to a podcast guest invitation

How this page was made

Written by Westward, who make Orbit, as starting points you edit before sending. The replies use placeholders, not real people or real mail. Nothing here is legal, tax or medical advice; for contracts, money or health, check the document or ask a professional. All reply guides.