Turning down a party invite can be done politely and respectfully. Here's a suggested way to handle it:
Express gratitude: Begin your response by expressing appreciation for the invitation. Acknowledge the gesture and the fact that the person thought of you.
Be honest but tactful: Politely explain that you have other commitments or obligations that prevent you from attending. You don't need to provide elaborate details, a simple explanation will suffice.
Apologize sincerely: Show genuine regret for not being able to attend the party. This will convey that you would have liked to be there if circumstances were different.
Offer an alternative: If appropriate, you can suggest an alternative way to connect with the person, such as meeting up for coffee or having a phone call, so they know you value your relationship.
Thank the host again: End your response by thanking the host once more for the invitation and wish them a wonderful time at the party.
Example response:
"Dear [Host's Name],
Thank you so much for inviting me to your party. I truly appreciate the thoughtfulness and kindness behind the invitation.
However, I'm afraid I won't be able to attend as I have prior commitments that day. I'm sorry for any inconvenience this may cause and I hope you understand.
I genuinely wish I could be there to celebrate with you, and I hope you have a fantastic time. Let's definitely catch up soon for a coffee or have a phone call to make up for missing the party.
Thanks again for thinking of me, and have a wonderful time at the party!
Best regards, [Your Name]"
By following these steps, you show respect for the person extending the invitation while being honest about your availability. Most reasonable individuals will understand and appreciate your response.