Franklin Dean
Planning a wedding is an exciting yet challenging task, and one of the most challenging aspects is managing RSVPs. While some guests will eagerly respond, others may need a polite reminder or two. It is essential to give your guests ample time to respond, typically sending invitations and RSVP cards eight weeks before the wedding. To encourage timely responses, you can include RSVP cards with pre-paid postage, clearly state the deadline, and even offer meal choices to motivate guests. As the deadline approaches, it is perfectly acceptable to send polite reminders via email, text, or phone call. Be friendly, express your excitement, and gently explain that you need a final headcount for catering and venue arrangements. Most guests will understand and appreciate your reminder.
| Characteristics | Values |
|---|---|
| Time of reminder | Two weeks before the RSVP deadline |
| Tone | Polite, gentle, kind, excited |
| Mode of communication | Text, email, phone call, social media message |
| Content | Include deadline, mention meal choices, express excitement, ask for dietary restrictions |
| Before sending reminders | Track responses, keep a spreadsheet, set an earlier RSVP deadline |
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What You'll Learn
Send RSVP cards with invitations
When sending out your wedding invitations, it is customary to include an RSVP card for your guests to fill out and return. This not only allows you to get a clear headcount for your event but also provides a way for your guests to communicate any dietary restrictions or other important information.
- Provide clear instructions: On your RSVP card, be sure to include clear and concise instructions on how to RSVP. Indicate the deadline for responses, as well as any specific information you need from your guests, such as their names, dietary restrictions, song requests, etc.
- Pre-addressed envelopes: Make it easy for your guests to respond by providing pre-addressed and stamped envelopes. This not only saves your guests time but also ensures that the RSVP cards are returned to the correct address. You can even use a fun and creative design on the envelopes to make them stand out.
- Online RSVP options: In addition to the traditional paper RSVP cards, you may also want to provide an online RSVP option. Include a link to your wedding website or a dedicated email address where guests can send their responses. This can be especially convenient for guests who may misplace their RSVP cards or prefer a more digital approach.
- Include a deadline: Clearly indicate a deadline for responses, such as "Kindly respond by [date]." This helps ensure that you receive the RSVP cards back in a timely manner and allows you to follow up with any guests who may have forgotten to respond. A polite
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Make it easy to respond
Making it easy for your guests to respond to your wedding RSVP is a surefire way to increase the chances of getting those responses in on time. Here are some tips to achieve that:
Firstly, consider using an online provider like RSVPify or Zola to collect your responses. This is the quickest and easiest way for most people to reply, and it also simplifies things for you as you won't have to manually track responses. You can still send physical invitations to those who are not computer-savvy, and include the RSVP deadline and instructions on how to reply online or by post.
If you are receiving physical RSVPs, it's a good idea to track responses digitally in a spreadsheet. Make a column with all your guests' names and note 'yes' or 'no' depending on their answer. This will make it easy to spot missing RSVPs at a glance.
Another way to make it easy for your guests to respond is to give them ample time to respond. Generally, wedding invitations are sent out about six months before the wedding date, with the RSVP deadline around two months before the wedding. This gives your guests enough time to work out their plans without being so far in advance that they forget to respond.
You can also make it easy for your guests to respond by providing pre-addressed RSVP cards and envelopes with postage included. This removes any barriers to posting their response.
Finally, it's a good idea to send polite reminders to those who haven't responded by the deadline. This could be a gentle text, email, or phone call, depending on your relationship with the guest. It's common for people to forget to RSVP, so don't worry about being overbearing!
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Reminders before the deadline
It is important to set an RSVP deadline and stick to it. The sweet spot for your RSVP due date is around three to four weeks before the wedding. This gives you enough time to organize your final guest list and figure out who hasn't responded yet. However, it is also acceptable to follow up with guests before the RSVP deadline if you need to.
If you need to chase RSVPs before the deadline, it is best to do so in person or over the phone. If you are out for lunch or on the phone, and something about the wedding inevitably comes up, you could say how excited you are and ask, "Do you know if you'll be able to make it yet?"
If you are chasing RSVPs before the deadline via email, you could say something like: "No pressure but my mom and I are working on seating charts, you don't happen to know if you can attend yet, do you?"
If you are chasing RSVPs before the deadline via text, you could send a friendly nudge such as: "We hope you've received our invitation; we'd love to know if you can make it or not."
If you are chasing RSVPs before the deadline via mail, you could include an engaging call to action on the response card, such as: "RSVP with a song that will keep you on the dance floor" or "RSVP with your favorite memory of the bride and groom."
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Contact non-responders individually
When the RSVP deadline has passed, you may need to contact non-responders individually. This can be done via text, phone call, or email. It is important to be polite yet firm in your message. Let them know that you are hoping to see them at your wedding, but also explain that your venue and caterer need a final headcount. Be sure to ask for a reply by a specific date, and inform them that if you do not hear from them by then, they will be marked as a "no".
- "Hi [Name], I was just checking the wedding RSVP list, and I realized I haven't heard from you. Just wanted to touch base to see if you can make it on [date]! We need to give our caterer and venue the final numbers soon, so if you could let me know by [date], that would be great. Hope to see you there!"
- "I am calling because we have not received your RSVP for the wedding, and our caterer needs the final numbers. If I don't hear back from you by [date], we will have to consider you a "no" and will miss you at the wedding."
- "Just wanted to follow up on the RSVP for the wedding. Our caterer and venue are asking for a final headcount, so we need to know how many people are attending. Can you please let me know by [date] if you plan on coming? Thanks!"
When contacting non-responders, it is a good idea to use the method of communication that you usually use with that person. This will help to ensure that your message comes across as friendly and polite. Additionally, consider asking someone in the bridal party to be the point of contact for any late RSVPs to avoid unnecessary stress on the day of the wedding.
It is also worth noting that some guests may not realize the importance of RSVPing. They may think that you already know they are coming, or they may not understand the impact of their response on your planning. To help encourage timely responses, you can add postage to RSVP cards, include an RSVP option on your wedding website, or use an online RSVP service.
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Include meal choices on RSVP cards
When it comes to wedding planning, it's important to ensure that your guests' RSVP cards include meal choices. This serves multiple purposes: it shows that you've considered their preferences, and it also helps your caterer prepare accordingly. Here are some tips to guide you through the process:
Ask for Meal Choices on RSVP Cards
Including meal options on your RSVP cards is a thoughtful touch that can motivate your guests to respond promptly. It's crucial to collect meal choices, especially if you're having a plated dinner with multiple entrée options. This way, your caterer can efficiently prepare and serve the meals. On your RSVP cards, provide a list of options and request that each guest initial or select their preferred choice. This helps eliminate confusion, especially for larger groups or families with different preferences.
Consider Different Meal Service Styles
The need to collect guest meal choices may depend on the food service style of your wedding. For instance, a buffet might allow for more flexibility compared to a plated dinner. However, regardless of the service style, it's essential to capture any allergies or dietary restrictions to ensure all guests are accommodated. This information is invaluable for your caterer, as it helps them prepare and avoid potential cross-contamination.
Provide Options for Guests
When creating your RSVP cards, consider offering a variety of meal choices to cater to different tastes and dietary needs. You can include options such as vegetarian, vegan, gluten-free, or other specific dietary requirements. This way, your guests can feel assured that their needs will be met, and it also helps streamline the catering process.
Design and Functionality
RSVP cards can be designed to complement your wedding theme and colour scheme. Whether you prefer florals, minimalist styles, or elegant typography, there are various design options available. You can also consider including postage with the RSVP cards to make it more convenient for your guests to respond. Additionally, providing an RSVP option on your wedding website allows guests to respond with just a few clicks.
Tracking Responses and Reminders
To stay organised, create a spreadsheet to track all invited guests and their meal choices as the RSVPs come in. This will help you keep a record of who has responded and make it easier to follow up with those who haven't. Remember to send polite reminders before the RSVP deadline, as life can get in the way, and people may simply forget to respond on time.
By following these tips, you can effectively include meal choices on your RSVP cards and ensure a well-organised and enjoyable experience for both you and your wedding guests.
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Frequently asked questions
It is common courtesy to respond to a wedding invitation, but sometimes guests need a nudge. You can send a polite reminder about two weeks before the deadline. Here is an example: "Our big day is so close now, and we are so excited! A gentle reminder that we would love to know if we can expect you by [date]." You can also add a meal choice option, which might encourage people to respond.
You can send a reminder via email, text, or even a phone call. Text tends to be the most popular option, as it is quick and easy. However, a phone call can be a nice personal touch, and there is less chance of miscommunication.
It is best to send out the invitations at least eight weeks before the wedding. This gives guests enough time to plan and respond within the requested timeline.
Make it easy for your guests to respond. You can include postage on the RSVP card, so they don't need to buy stamps. You can also add an RSVP option to your wedding website, so guests can respond with a couple of clicks.
After the deadline, you can send a polite text or email to those who haven't responded. Something like: "Hey, I just wanted to check if you received the wedding invitation. We had some people say they never got it. Hope to see you there!" If you still don't hear back, a phone call is a good option to politely explain that you need a final headcount.
