Final answer:
To respond professionally when unable to attend a meeting, identify the right person to contact, send a courteous email explaining your absence, and request a briefing through a convenient medium for them. Express your willingness to accommodate their schedule and sign off with appropriate thanks and formality. For complex matters, be ready for a follow-up call or in-person discussion.
Step-by-step explanation:
If you need to miss a meeting and require a briefing, it's crucial to communicate professionally and effectively. First, identify the appropriate contact person who can update you on what you will miss. Next, send a professional email as soon as possible, politely explaining your absence and requesting a brief phone call, video conference, or in-person follow-up. Your email should be concise, respectful, and convey your willingness to accommodate their schedule for the briefing.
Your email could start with conceding your regret for the inconvenience caused by your absence and continue with expressing the importance you give to the matters to be discussed in the meeting. Consider including a sentence like, 'Would you have 15 minutes within the next week to speak with me by phone or video conference?' Ensure to end your email with a thank you note for considering your request, followed by a sign-off that suits the formality of your relationship, such as 'Sincerely' or 'Regards'.
In case your request cannot be resolved over email, always be prepared to have a follow-up conversation by phone. Remember, for complex or sensitive issues, a phone call or an in-person meeting is often the best approach to discuss the details. This approach demonstrates professionalism and ensures you are kept in the loop regarding the decisions and information shared during the meeting you missed.