Your friend is visiting you for a week. However, the dates that she is visiting you are not suitable for you.
Write a letter to her:
explaining why the dates don’t suit you
suggest an alternative plan
I hope you are doing great. It is a great pleasure that you have planned to visit my hometown. However, the dates you mentioned are not suitable for my timetable.
I apologise for this inconvenience. I know that you might have made all arrangements to stay here, but I will not be in the city.
I have an official meeting in Mumbai and therefore, I have to take a flight from New Delhi to Mumbai on the same day which you have planned to arrive at my home. It is a three days meeting and then I will be back home.
If you don’t mind, please change your plan for a week. I will stay at home to spend some quality time with you and also we will visit tourists hotspots in the city and other nearby locations. I hope you will apologise for this uncertain change of plan.
I am looking forward to seeing you soon.
All the best,