Rhiannon Hendricks
Planning a wedding is a stressful affair, and one of the most important aspects is knowing how many guests will be in attendance. Sending out 'save the dates' and wedding invitations with an RSVP option is a popular method of establishing a guest count. However, the process of waiting for RSVPs can be frustrating, as it relies on the timely responses of guests. This article will explore the various methods of obtaining RSVPs, the ideal timelines for sending out invitations and receiving responses, and the steps to take when guests do not respond.
| Characteristics | Values |
|---|---|
| How much time should be given to guests to RSVP? | 2 months before the wedding for destination weddings, 4 weeks before the wedding for others, and no later than 2 weeks before the wedding day |
| How to make sure guests RSVP on time? | Make the process simple, include a pre-addressed and pre-stamped return envelope, provide multiple ways to respond, include an option for guests to digitally submit their RSVP, include an engaging call to action or participation factor |
| How to follow up with guests who haven't RSVP'd? | Send a friendly reminder one week ahead of the deadline, contact them 2 weeks before the wedding, send a quick note after the deadline has passed |
| What to do if there are incomplete or missing details in the RSVP? | Follow up with the guest at least 2 weeks before the wedding |
| How to include RSVP in the wedding invitation? | Include a paper RSVP card in the invitation suite, create a QR code for guests to respond virtually, provide a phone number as an alternative option, include a stamped envelope if asking guests to send an RSVP by mail |
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What You'll Learn
RSVPs: Paper vs Digital
When it comes to RSVPs, there are two main options to consider: paper or digital. Each has its own advantages and disadvantages, and the best choice for your wedding will depend on your specific needs and preferences.
Paper RSVPs are the traditional choice and can add a touch of elegance to your wedding invitations. They are often included as a card within the invitation suite, providing guests with a convenient way to respond. One of the main benefits of paper RSVPs is that they can be filled out and returned without any technological barriers. This can be especially important for older guests who may not be comfortable with digital devices. Additionally, paper RSVPs offer a tangible keepsake, often including handwritten well-wishes from your guests. However, paper RSVPs can be more costly, considering the price of materials and postage, and the potential need for additional inserts or cards to convey all the necessary information.
On the other hand, digital RSVPs offer a modern and cost-effective alternative. They eliminate the need for postage fees and provide a more environmentally friendly option. Digital RSVPs are typically done through a wedding website or via email, phone, or text message. One of the biggest advantages of digital RSVPs is the convenience and efficiency they offer. They allow for easy tracking and organization of guest responses, often through automated systems that consolidate information into spreadsheets. This makes it simpler to manage guest details, meal selections, and lodging arrangements. Digital RSVPs also encourage guests to visit your wedding website, centralizing important information for your attendees.
However, one consideration with digital RSVPs is the potential for lower response rates, especially among older guests who may struggle with technology. It is important to ensure that the digital platform you choose is user-friendly and accessible to your guest demographic. Additionally, there may be concerns about the reliability of digital communication, with some guests preferring the tangibility of a paper invitation and RSVP.
Ultimately, the decision between paper and digital RSVPs depends on your personal preferences, the demographics of your guest list, and your budget. Many couples opt for a combination of both, providing paper RSVPs for guests who prefer tradition or have limited access to technology, while also offering a digital option for those who appreciate convenience and efficiency. By offering a choice, you can increase the likelihood of timely and comprehensive responses, ensuring you have the information you need to plan your special day.
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Setting an RSVP deadline
Timing is Key
Avoid giving your guests too little or too much time to respond. The recommended deadline for wedding RSVPs is typically about four weeks before the wedding day. This gives you enough time to finalise your guest list and make necessary arrangements. However, it's crucial to have a clear deadline and stick to it.
Send Invitations Early
It is recommended to send out wedding invitations between six and ten weeks before the wedding. This gives guests enough time to plan their attendance, especially if they need to arrange travel and accommodations. Sending invitations too early may lead to guests forgetting to RSVP, while sending them too late may cause logistical issues for your guests.
Provide Multiple Response Options
Increase the chances of receiving timely RSVPs by offering multiple response options. Include a pre-addressed, pre-stamped return envelope with your invitations, as well as options for digital responses through your wedding website or other online tools. The more ways your guests can respond, the better.
Set a Friendly Reminder
About one week before the RSVP deadline, send a friendly reminder to your guests. This can be done via email, text message, or through your wedding website. This will help ensure that your guests don't forget to respond and give them a gentle nudge to meet the deadline.
Follow Up After the Deadline
If you haven't heard from certain guests by the RSVP deadline, it is appropriate to reach out to them. Contact them shortly after the deadline passes to express your enthusiasm for their attendance and kindly request their response. This will help you finalise your guest count and plan accordingly.
Be Clear and Engaging
Ensure that your RSVP deadline is clearly stated and easy to read on the invitation or response card. You can also include an engaging call to action, such as asking guests to RSVP with their favourite memory of the couple or a song request. This adds a personal touch and may encourage a higher response rate.
Remember, the RSVP process is an essential part of wedding planning, and setting a clear deadline will help you manage your guest list and make informed decisions for other aspects of your special day.
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Following up on non-responses
It is common for wedding couples to be left waiting for a handful of non-responders' answers, which can be very frustrating. However, before following up with guests, it is important to set an RSVP deadline and give them ample time to respond. The standard time for guests to RSVP is around four weeks before the wedding, and no later than two weeks before the wedding day.
If the deadline has passed and there are still guests who haven't responded, it is appropriate to send a quick note or give them a call. It is recommended to call rather than email, as emails can sometimes end up in the guest's spam folder. When calling, a polite message such as, "Just calling to see if you'll be able to attend our wedding" is appropriate. It is important to remain calm and friendly, as some guests may simply have forgotten to respond or their response may have gotten lost in the mail.
If a guest expresses surprise that their response was not received, it is a good idea to confirm their attendance and collect any additional information needed, such as meal preferences. If a guest is unsure about their attendance, it is best to set a deadline for them to respond by, without being too pushy.
It is also a good idea to provide multiple ways for guests to RSVP, such as through a paper RSVP card, a wedding website, or a QR code. This increases the likelihood of receiving timely responses.
- Send a friendly reminder to guests about one week ahead of the RSVP deadline.
- If possible, include pre-addressed and pre-stamped return envelopes with the invitations to make it easier for guests to respond.
- Make the RSVP process engaging and fun by including a call to action, such as "RSVP with a song that will keep you on the dance floor."
- When following up, keep the communication short and sweet, and focus on finalizing details such as the headcount for catering.
- If the RSVP deadline has passed and there are still non-responders, it is appropriate to assume they are not coming.
Remember, it is important to approach wedding planning with a healthy dose of zen. Some guests may have valid reasons for not being able to attend, such as financial constraints, family responsibilities, or childcare issues. Other reasons include travel difficulties and busy schedules.
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Including an engaging call to action
- Include a fun question or prompt for your guests to respond to when they RSVP. For example, "RSVP with a song that will keep you on the dance floor" or "Share your favourite memory of the happy couple".
- Make the process as simple as possible for your guests. Provide a pre-addressed, pre-stamped return envelope with your invitations, or give them the option to respond digitally via your wedding website. You could also include a QR code that takes them straight to the RSVP page.
- If you're sending paperless invitations, you can use an event management platform to contact guests via text or email. You can also set up reminder messages for those who haven't responded.
- For older guests who may not be comfortable with digital RSVPs, offer a paper option or include a phone number they can call or text to submit their response.
- If you're collecting RSVPs online, include a countdown ticker on your wedding website.
- Set your RSVP deadline for around four weeks before the wedding. This gives you enough time to finalise your guest list and make necessary arrangements, such as seating charts and meal selections.
Remember, it's important to follow up with guests who haven't responded to your RSVP. You can send a friendly reminder about a week before the deadline, and if you still haven't heard from them by the due date, give them a quick call or send a message to confirm their attendance.
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Tracking and managing responses
Setting a Clear Deadline
It is essential to set an RSVP deadline and communicate it clearly to your guests. The deadline should be at least four weeks before the wedding, and ideally no later than two weeks before the big day. This gives you enough time to finalise the guest list, make seating arrangements, and coordinate with caterers and venues, who typically need a headcount a month in advance.
Providing Multiple Response Options
Increase the likelihood of receiving timely RSVPs by offering multiple response options. While traditional paper invitations and response cards are still popular, consider including a digital option as well. You can create a wedding website or use platforms like The Knot or Paperless Post, which offer user-friendly features for collecting and tracking RSVPs. These platforms often provide real-time notifications when guests confirm, making it easier to manage responses.
Making the Process Simple
Simplify the RSVP process for your guests to encourage timely responses. Include pre-addressed, pre-stamped return envelopes with your invitations. If using digital RSVPs, provide clear instructions and direct links to the RSVP page on your wedding website. You can also include a phone number as an alternative option for guests who prefer to call or text their response.
Sending Reminders
It is common to need to follow up with guests who have not responded by the deadline. Send friendly reminders about one week ahead of the deadline, and if responses are still outstanding, reach out to those guests individually. You can use text messages, emails, or phone calls to follow up. It is also acceptable to set a reminder message for those who have not responded, letting them know that their response is needed to finalise seating arrangements and other details.
Managing Verbal RSVPs
If you receive verbal RSVPs, it is important to clarify that their response needs to be submitted through the designated channels as well. You can use platforms like The Knot to send mass texts with a link to the RSVP page, ensuring everyone knows how to submit their response officially.
Handling Late Responses
Despite your best efforts, some guests may submit late responses or none at all. It is generally recommended to give guests until the RSVP date to respond before following up. If you have not heard from someone, it is appropriate to reach out with a quick note inquiring about their attendance, as it will help finalise the details.
Remember, tracking and managing wedding RSVPs can be a challenging task, but with clear communication, multiple response options, and timely reminders, you can increase the likelihood of receiving the responses you need to plan your special day effectively.
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Frequently asked questions
Make the process as simple as possible. Include a pre-addressed, pre-stamped return envelope with your invitations, and offer multiple ways for guests to respond, such as digitally via your wedding website, by post, phone, or text.
Avoid giving your guests too little or too much time. RSVPs should be due at least four weeks before the wedding, and no later than two weeks before. For destination weddings, RSVPs should be due two months before the wedding, and invitations should be sent out four months in advance.
It is appropriate to send a quick reminder after the deadline has passed. You can also call or text them, or send a message via your wedding website.
