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I am writing an email to the top management to tell someone will replace me at a meeting I cannot attend. Is there a good expression / a better verb for this situation ? Or is 'replace' the good word ? I thought about "substitute" but it does not sound really better to me.

I want the email to look professional and well written.

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  • Hello, mguijarr. "Could you possibly find someone to fill in for me?" is perhaps one of the most respectful (and quite formal enough) ways of doing this.
    – Edwin Ashworth
    Jun 26, 2019 at 10:05
  • I already found someone to replace me - I have to say someone will replace me, and tell the name in a nice, formal, respectful way
    – mguijarr
    Jun 26, 2019 at 10:29

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Unfortunately, I am unavailable to attend next week's meeting, so Pat Smith will stand in for me.

  stand in
 Deputize.

  • ‘I then stood in for another team leader while she was off, and I picked up everything really quickly.’

  • ‘Ian Bell also pushed his claims by striking an assured 70 when he stood in for Graham Thorpe.’
    Lexico (formerly Oxford Dictionaries)

synonyms (the most appropriate for the OP's situation, there are others): deputize, act, substitute, act as substitute, act as stand-in, fill in, sit in, take over [from me]

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    Or serve as my proxy or just represent me.
    – Jason Bassford
    Jun 26, 2019 at 20:50

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