Guide To Filling Out Wedding Invitation Response Cards

Wedding invitation response cards are a critical part of wedding stationery. They are included with a wedding invitation to give an accurate guest count for the reception. Response cards are not used for ceremony-only invitations. The card and envelope are usually engraved or printed in the same style and paper stock as the invitation, but in a smaller size. It is a good idea to pre-address and stamp the reply envelope to make it easy for guests to RSVP by mail. If the couple prefers to receive replies by email or telephone, they can include this information on the response card and skip the envelope.

How to word the response card

Response or reply cards are included with a wedding invitation to allow you to accurately plan for guest numbers at the reception. They are not used for ceremony-only invitations. Response cards are usually included as part of an invitation set, and are typically engraved or printed in the same style and paper stock as the invitation, but in a smaller size.

Set a Clear Deadline

Give guests a clear deadline to respond by, usually two to four weeks before the wedding. This gives the hosts time to follow up with guests who have yet to reply and to give accurate numbers to wedding vendors, such as caterers.

Include the Essentials

The card should include a deadline, a way for guests to indicate whether they will attend, space for guests to write their names, and any dietary requirements.

Add Extra Information

You can also add your contact details, a phone number, email address, or a reminder of your wedding website URL. You can also add details of the dress code here if you haven't already included this information.

Get Creative

You can make your response cards unique by asking guests to share their thoughts or get creative. For example, you could ask them to suggest a song that will get them on the dance floor, or request date ideas or advice for the newlyweds.

Create a Spreadsheet

To keep track of responses, create a spreadsheet where each invite sent corresponds to a number. Then, subtly pencil in that number on the back of each response card. That way, if guests' names are missing or tricky to read, you'll still know who the response is from.

Break with Tradition

The traditional wording for an RSVP is "Accepts With Pleasure/Regretfully Declines". However, you can change the wording to something more fun and creative. For example:

• "Will be there with bells on/will be there in spirit"
• "Yes, you will see our/my face(s)/sorry, we're/I'm busy that day!"
• "Beachy keen to attend/can't make the flight!"
• "Yeah, baby!/Dang, we're/I'm busy!"

Sample Wording

"Répondez S'il Vous Plaît (RSVP) Your response is requested before [date]. Name(s) :__________________ ▢ accept(s) with pleasure ▢ decline(s) with regret Entrée Preference: ▢ [option 1] ▢ [option 2] Dessert Preference: ▢ [option 1] ▢ [option 2]"

When to send the response card

The timing of your wedding invitations and response cards is important to get right. Here is a guide to ensure you give your guests enough time to respond and that you have all the information you need for your big day.

It is customary to send wedding invitations six to eight weeks before the wedding. This gives guests enough time to clear their schedules and make travel arrangements. It is also common to send out "save-the-date" cards in advance of the invitations, usually four to six months before the wedding, or even earlier if it is a destination wedding. This gives guests a heads-up to mark their calendars.

The response card, or RSVP, should be due at least two to three weeks before the wedding. This allows the couple enough time to give final numbers to the caterer and finalize the seating plan. It is best to assemble the response cards with the invitations and send them out together.

When to Expect Responses

It is good etiquette for guests to respond to a wedding invitation promptly. If they cannot make it, a prompt response will allow the couple to invite someone else in their place if they wish.

It is also important for guests to respond by the deadline given. If they miss the deadline, they should call the hosts immediately to let them know if they are attending or not. This is so the hosts can give an accurate headcount to wedding vendors, such as caterers.

What to Include on the Response Card

Response cards make it easier for the couple to keep track of their guest list. They are included with the invitation and give guests an opportunity to confirm their attendance and the number of people attending. They also allow guests to indicate their meal preferences, if necessary.

It is a good idea to pre-address and stamp the response envelope to make it easier for guests to reply by mail. If you prefer to receive responses by email or phone, include this information on the response card and skip the envelope.

What to Do if You Don't Hear Back

If you have not heard back from some guests by your deadline, give them a quick call to remind them to send their responses. This will ensure you have all the information you need ahead of your wedding day.

How to indicate dietary requirements

When it comes to addressing dietary requirements on your wedding invitation response cards, there are several approaches you can take to ensure your guests' needs are met. Here are some instructive and focused guidelines on how to indicate dietary requirements:

Be Direct and Detailed:

Include a line on the response card that says, "Please inform us of any dietary restrictions or requirements." This direct approach encourages guests to specify their needs, whether they are vegetarian, vegan, gluten-free, or have specific allergies. This method allows guests to write down their requirements, making it less stressful than receiving last-minute notifications.

Provide Tick Boxes or Checkboxes:

You can create tick boxes or checkboxes for common dietary preferences such as vegan, vegetarian, lactose-free, gluten-free, and nut allergies. This approach simplifies the process for guests and provides a clear overview of the number of guests with specific requirements. Additionally, you can include an "Other" option with a line for guests to provide further details or specify their needs.

Online RSVP Forms:

If you're using online RSVP platforms, take advantage of their features. Include a section for dietary restrictions, allowing guests to type in their specific requirements. This method streamlines the process and makes it easier to collect and organise the information.

Specify Contact Information:

On the response card, you can include a line such as, "Contact us with any specific dietary restrictions, and we will accommodate your needs." Provide your email address or phone number to encourage guests to reach out directly. This approach ensures that guests with dietary restrictions feel included and valued.

Offer Menu Choices:

If you're providing a choice of menu options for the wedding breakfast, include a detailed menu within the invitation. Ask guests to specify their choices on the response card. This approach helps you understand the number of guests with specific dietary requirements and ensures that the caterers are well-informed.

Label Place Cards:

When organising your table plan, consider labelling the place cards with dietary indicators such as (V) for vegetarian or (GF) for gluten-free. This helps caterers identify guests with specific dietary needs and ensures they receive the correct meals. It also assists in planning the table setup and seating arrangements accordingly.

Remember, it is essential to communicate the dietary requirements to your caterers well in advance. This allows them to prepare and provide a delightful and inclusive dining experience for all your guests.

What to do if you can't attend

When responding to a wedding invitation, it is important to respond promptly. Check your schedule and let the host know as soon as you can. This gives the couple time to invite someone else if they wish. It is also courteous to inform the hosts as soon as possible if you cannot attend after initially accepting the invitation. They will need to inform the caterer of the change in headcount or invite a new guest.

If you are unable to attend the wedding, it is important to still send your RSVP card back with your name and indicate that you will not be attending. If you do not send your RSVP card back, the couple may reach out to you. It is also important to remember that if you do not send your RSVP card back, you should not attend the wedding.

The response card is usually included as part of the invitation set and is printed in the same style and paper stock as the invitation but in a smaller size. It is a good idea to pre-address and stamp the reply envelope to make it easier for guests to respond by mail. If you prefer to receive replies by email or telephone, include this information on the response card and skip the envelope.

The response card should include a "reply by" date, usually two to four weeks before the wedding, to give the hosts time to follow up with guests who have not yet responded and to provide accurate headcounts to wedding vendors.

• "Mr. and Mrs. Harold McGowan regret that they are unable to accept your kind invitation for [date]."
• "Dear [hosts], I am so sorry that I can't join you for your wedding. I have to be in [location] on [date], but you will be in my thoughts on your special day. Love, [your name]."

How to address the envelope

When addressing wedding invitation envelopes, there are a few key considerations to keep in mind. Firstly, it is important to use the correct titles and honorifics for each recipient, such as Mr., Mrs., Ms., Miss, and Mx. The names on the envelopes should be written in full, including both given and surnames, and it is recommended to avoid using nicknames. For guests over 18, use "Mr.", "Mrs.", "Ms." or "Miss", whereas for those under 18, only their names are typically included. Middle names are not necessary but should be spelled out if used, rather than abbreviated as initials. Professional titles such as "Doctor" or "Professor" should also be written out in full.

For married couples with the same last name, the outer envelope can be addressed to "Mr. and Mrs." followed by the husband's full name. For same-sex couples, either name can go first. If the couple prefers a less traditional approach, both first names can be included, such as "Mr. Thomas Warren and Mrs. Michelle Warren". For married couples with different last names, the outer envelope can include both their full names on the same line, with the woman's name first. If the names are too long, they can be listed separately.

When inviting unmarried couples living at the same address, both names should be included on one line, with the person you are closest to listed first. If you know the couple equally well, alphabetical order can be followed. For single persons with a plus one, only the name of the person you know should be included on the outer envelope, while the invitation can include "and guest".

When addressing a family with children, the outer envelope can be addressed to "Mr. and Mrs." followed by the father's full name, while the inner envelope can include the names of the children. If female children are under 18, they can be addressed as "Miss". If you are inviting children who are 18 or older, they should receive their own invitations.

In terms of formatting, it is recommended to use a formal addressing style, avoiding abbreviations for street names, cities, or states. The sender's address can be printed on the rear flap of the outer envelope, without including the sender's name. Handwriting the envelopes is acceptable, especially if your writing is neat. Alternatively, you can print guest address labels, hire a calligrapher, or use custom-printed labels for a more polished look.

Frequently asked questions