Dear David,
I am truly sorry that I cannot attend the project meeting to be held on next Tuesday afternoon.
The reason is that I am going to take a business to Shanghai by plane that day, so I will be unavailable for the meeting. However, considering the importance of the meeting, I will be grateful if you could send me a brief record of the project progress by E-mail. I will check the record and send my feedback to you.
Once again, I am sorry for any inconvenience caused. Hope you can accept my apologies and understand my situation.
Yours sincerely,
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