Rsvp Strategies: Setting An Early Wedding Response Date

Planning a wedding can be stressful, and one of the most important steps is setting the right RSVP date. The right RSVP date will help your to-do list move along in the final weeks of planning. But how early is too early?

Most sources recommend setting an RSVP deadline of around three to four weeks before the wedding. This gives you enough time to organize your final guest list and chase up any late responses. It also allows your caterer and venue to get an accurate headcount, which they usually request one to two weeks before the wedding. Sending out invitations six to eight weeks before the wedding gives guests a window of about a month to respond, which is considered enough time for them to check their calendars and make travel arrangements if necessary.

However, some people recommend setting the RSVP date even earlier, especially if you have a lot of guests travelling from abroad. For destination weddings, RSVPs should be due two months before the wedding, and invitations should be sent out four months in advance. This gives guests ample time to make travel plans.

On the other hand, setting the RSVP date too early may backfire, as people may not know their plans yet and could forget to respond later. It's also possible that they will change their minds, or even forget to come.

So, when it comes to setting an RSVP date, it's important to find a balance. Three to four weeks before the wedding is generally considered the sweet spot, but you may need to adjust this timeline depending on the specific circumstances of your wedding.

How to set the right RSVP date

Setting the right RSVP date for your wedding is crucial to finalising the details of your big day. Here are some tips on how to set the right RSVP date:

Understand the Importance of the RSVP Date

The RSVP date helps you move forward with your to-do list in the final weeks of planning. While you can finalise major details like music, decor, and attire months in advance, there are a few things that depend on knowing the exact number of attendees. This includes the number of rentals (tables and chairs), the amount of alcohol you'll need, and the final names for your seating chart.

Consider the Timeline for Sending Invitations

Wedding invitations are typically sent six to eight weeks before the wedding, and it is recommended that guests have about a month to RSVP. This strikes a balance between giving guests enough time to respond and ensuring they haven't made other plans. For destination weddings, invitations should be sent out about four months in advance, and the RSVP deadline should be about two months before the wedding.

Account for Late Responses

It is important to anticipate that some guests will respond after the RSVP deadline. Choose an RSVP date that gives you a buffer of about two weeks to gather late responses and provide your vendors with an accurate headcount. This is especially crucial for your caterer and venue, who usually need final numbers one to two weeks before the wedding.

Finalise Your Guest List and Send Invitations

Before setting your RSVP date, ensure you have a finalised guest list and send out your invitations on time. This will give your guests enough time to make travel arrangements if necessary. Sending invitations too early may result in guests putting off their response and eventually forgetting.

Be Mindful of Your Own Deadlines

If you have vendors requiring final numbers a month or more before the wedding, be sure to set your RSVP date accordingly. For example, if your caterer needs the final headcount a month in advance, set your RSVP date three weeks before the wedding, giving you a week to follow up with any late responses.

Provide Multiple Response Options

To increase the likelihood of timely responses, provide your guests with multiple options for responding. In addition to traditional mail, consider including a digital submission option through your wedding website. This caters to those who may not use snail mail regularly.

In conclusion, setting the right RSVP date involves careful consideration of timelines, vendor requirements, and guest response behaviour. By following these tips, you'll be well on your way to finalising your guest list and moving forward with the last steps of your wedding planning journey.

How to get everyone to respond on time

Getting your wedding invitations out is an exciting step in the wedding planning process. However, it can be stressful waiting for your guests to respond. Here are some tips to ensure you get everyone to respond on time:

• Set an RSVP deadline and stick to it: The ideal deadline for your RSVPs is around three to four weeks before the wedding. This gives you enough time to organize your final guest list and chase up any late responses.
• Send invitations at the right time: Send your wedding invitations six to eight weeks before the wedding. This gives your guests enough time to make travel arrangements if necessary, without being too early that they put off responding and forget.
• Make it easy for your guests: Include a pre-addressed, pre-stamped return envelope with your invitations. You could also include options for guests to digitally submit their RSVP via your wedding website.
• Be clear with your wording: Some guests may not know what RSVP means or that a response is required. Be clear with your wording, for example, "The favor of your reply is requested by [insert date]".
• Add an engaging call to action: Encourage guests to respond by including an engaging call to action or participation factor 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".
• Make the RSVP date clear: Ensure the RSVP date is in a legible font on the card. If you have a wedding website, consider including a countdown ticker.
• Give extra time for destination weddings: For destination weddings, send out invitations four months in advance and set the RSVP deadline two months before the wedding. This gives guests ample time to make travel plans.
• Follow up: If your RSVP deadline has passed, wait about a week before sending follow-ups to guests who haven't responded. A friendly phone call or text will politely remind them to respond.

When to follow up with guests

It's 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 chase up anyone who hasn't responded.

If your wedding RSVP deadline has passed, wait about one week before sending follow-ups to guests who haven't responded. It's a good idea to send guests a quick wedding RSVP reminder the week before they're due, or add a note to your wedding website. Plan to follow up with all guests who haven't RSVP'd at least two weeks before the wedding. If anyone's RSVP is missing information, now is the time to follow up about those details too.

If you still haven't heard from several people past the RSVP date, the best option is to pick up the phone and give them a call. Start following up with guests who haven't RSVP'd about a week after the deadline has passed. While it might feel awkward at first, it's important to get an idea of your final guest count as soon as possible. Once you have verbal confirmation, you can ask them to RSVP online so your records are organized.

If you need to give your final numbers to vendors, connect with your wedding caterer, planner, venue coordinator, and any other vendors waiting for your final guest count around the two-week mark. This is when you'll finalize the number of table settings, entrees, wedding favors, escort cards, and any other items that are being given to guests.

Finally, if you do have to follow up with guests at the last minute, kindly make it clear that you'll need their response in order to have them at the wedding. While it's not okay to uninvite a guest, letting them know that you're finalizing seating arrangements and entree selections should give them the hint that their RSVP is down to the wire.

How to choose an RSVP deadline

Choosing an RSVP deadline for your wedding can be tricky, but it's important to set the right date to ensure your wedding planning runs smoothly. Here are some tips on how to choose an RSVP deadline:

Recommended RSVP Deadline

The recommended RSVP deadline is about three to four weeks before your wedding day. This gives you enough time to finalise the guest list, create a seating chart, and share the final guest count with your caterer, venue, and other vendors. It's also a good timeframe for your guests, as it's not too early for them to commit, nor is it too close to the wedding date.

Factors to Consider

When deciding on an RSVP deadline, there are a few key factors to keep in mind:

• Vendor Requirements: Ask your caterer, venue, and other vendors when they will need the final headcount. Typically, this is one to two weeks before the wedding, so work backwards from that date to set your RSVP deadline.
• Guest Response Time: It's likely that some guests will respond late or forget to respond altogether. By setting your deadline a few weeks before the wedding, you allow yourself a buffer to chase up any missing RSVPs.
• Destination Weddings: If your wedding is a destination wedding, or you have many guests travelling from afar, you may want to set an earlier RSVP deadline. This will give your guests more time to make travel arrangements, and it will also give you a better idea of guest numbers earlier on.
• Save-the-Dates and Invitations: The timing of your save-the-dates and invitations will impact your RSVP deadline. Typically, save-the-dates are sent out a year in advance, and invitations are sent six to eight weeks before the wedding.

Tips for a Timely Response

To increase the chances of your guests responding on time:

• Provide Options: Offer multiple ways for guests to RSVP, such as by mail, email, text, or through your wedding website.
• Clear Wording: Ensure your invitation clearly states the RSVP deadline and that a response is required, even if they are declining.
• Pre-addressed and Pre-stamped Envelope: Include a pre-addressed and pre-stamped return envelope with your invitation to make it as easy as possible for your guests to respond.

Remember, it's important to set an RSVP deadline that works for you and your wedding planning timeline. Don't be afraid to give yourself a little extra buffer time to account for any late responses or last-minute changes.

How to make it easy for your guests to respond

Making it easy for your guests to respond to your wedding RSVP is a key part of the planning process. Here are some tips to ensure your guests can respond without a hitch:

Make the meaning clear

It's a good idea to ensure that all your guests understand the meaning of RSVP. While it is now a widely understood acronym, you could consider including a translation of the French "répondez, s'il vous plaît" ("please respond") on your invitations. Alternatively, you could use a phrase such as "please respond by [date]" or "the favour of a reply is requested by [date]".

Make the date prominent

Ensure the RSVP date is clear and stands out. It's best not to put the date in a small font, as this might result in guests either not noticing it or not realising its importance. Make the date bold and prominent, so that guests can see it clearly and are more likely to respond on time.

Make the card creative

A creative or funny RSVP card can encourage a quick response. A simple reply card is the most common format, but a more imaginative approach may prompt guests to respond more swiftly.

Make responding easy

One of the best ways to ensure your guests respond is to make it as easy as possible for them to do so. Consider including a pre-paid RSVP card in a postcard format, or a self-addressed stamped envelope. Alternatively, you could include an email address for guests to send their responses to.

Send out reminders

Even if you do everything right, some guests may still be late to respond. Sending out polite reminders before the RSVP deadline is a good way to ensure you receive all the responses you need. You could also follow up with guests who haven't responded via phone, email or text.

Frequently asked questions