Deborah Chan
Getting an accurate headcount for your wedding is crucial for ensuring there is enough food, seating, and refreshments for all your guests. While it's ideal to expect your wedding invitees to respond promptly, it's not always the case, and some guests may need a gentle reminder to send their RSVPs. There are several ways to encourage guests to confirm their attendance, including providing multiple RSVP options, setting a clear deadline, and following up with guests.
| Characteristics | Values |
|---|---|
| Method | QR code, website, email, text, paper card, phone call |
| Tone | Polite, positive, respectful |
| Content | Guest name, dietary restrictions, meal choices, mailing address, song requests, dessert ideas |
| Timing | As soon as possible, before the deadline |
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What You'll Learn
Provide multiple RSVP options
Providing multiple RSVP options is a great way to ensure your guests can respond in a way that is convenient for them. Here are some tips to help you provide multiple RSVP options for your wedding:
Firstly, decide on the methods you want to use for RSVPs. The traditional method involves sending and receiving physical RSVP cards, but digital options are becoming increasingly popular. Digital RSVPs can include online submissions through a wedding website or via email.
If you opt for physical RSVP cards, include a pre-addressed and pre-stamped envelope with each invitation. This makes it easier for your guests to respond promptly. You can also include a “details” card with your wedding website address, providing an additional digital RSVP option.
If you choose to offer digital RSVPs, ensure you provide clear instructions on how to respond. You may even create a dedicated email address specifically for wedding responses, making it easier to track replies.
Consider using an online tool or platform that offers RSVP functionality. These tools often provide convenient features, such as meal selection options, guest list management, and real-time RSVP updates.
By offering multiple RSVP options, you can accommodate your guests' preferences and make it more likely that you'll receive timely responses. Remember to include a clear deadline for responses, and consider including an engaging call to action, such as "RSVP with your favourite song request."
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Include a deadline and attendance options
When it comes to wedding RSVPs, it is important to include a deadline and attendance options. This will help you get an accurate guest count, which is essential for planning purposes, such as seating and catering.
Firstly, set a clear deadline for your RSVPs. This will help you stay organised and give you time to contact guests who have not responded. Try to set the deadline for RSVPs at least two weeks before you need final numbers. Emphasise the importance of this deadline to your guests, explaining that you need their confirmation for catering and venue spacing. You can also send out reminders a week or two before the RSVP deadline.
Next, provide attendance options on your RSVP cards. This can be as simple as providing a space for guests to indicate whether they will be attending or not. If you need to know additional details, such as dietary restrictions or song requests, be sure to include those questions on the RSVP card as well. You can also include a designated space for "plus-ones" to ensure that all of your guests feel respected and acknowledged.
In addition to physical RSVP cards, you may also want to offer a digital option for your guests. This can be done through a wedding website or via email. Having multiple RSVP options allows guests to choose the method they are most comfortable with and may result in faster responses. If you choose to include a wedding website, you can set up an RSVP tool that will send you notifications when someone confirms their attendance. This can save you time and make it easier to keep track of responses.
Finally, don't be afraid to follow up with guests who have not responded by the deadline. It is common for some guests to need a gentle reminder or nudge to send in their RSVPs. You can send a text, email, or social media message to non-responders, being sure to personalise your message and convey a sense of urgency while remaining polite.
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Make it engaging with incentives
While managing RSVPs can be daunting, proper planning and organisation can make the process less overwhelming. Here are some tips to make your wedding RSVP process engaging with incentives:
Firstly, set a clear deadline and emphasise its importance. For example, communicate that you need to confirm catering and venue spacing by a certain date. You could also mention early bird discounts for early RSVPs, such as with hotel bookings.
Secondly, make the RSVP card enjoyable to fill out. Ask for song requests, dessert preferences, or their best marriage advice. You could also ask if they need help with accommodation, and if so, offer to secure a discounted block of hotel rooms or provide suggestions for good places to stay near the venue.
Thirdly, consider offering a small gift to those who respond by the deadline. For example, you could send them a personalised thank-you note with a small gift, such as a gift card or a discount code.
Finally, provide multiple ways for guests to RSVP, such as online, email, phone, or text. This makes it easier for guests to respond in a way that is convenient for them. You could also set up a wedding website with an RSVP tool that sends notifications when someone confirms their attendance.
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Send reminders
It is important to send reminders to your wedding guests to ensure that you receive their RSVPs on time. Here are some tips for sending those reminders:
Set a Clear Deadline
When sending out your initial invitations, be sure to include a clear deadline for RSVPs. This will help your guests understand the importance of responding promptly and give them a specific date to aim for. Try to set the deadline two weeks before you really need the responses to give yourself a buffer.
Use Multiple Communication Channels
To make it easy for your guests to respond, offer multiple communication channels for RSVPs, such as online, email, text, phone, or mail. This ensures that guests can choose the method they are most comfortable with. For instance, older guests may prefer to respond by mail, while younger guests might prefer digital options.
Send Digital Reminders
If you have guests who have not responded by the deadline, it is appropriate to send a reminder. Digital reminders are often the most efficient way to get a response. You can send a text, email, or social media message to guests who have not yet responded. Make sure to send personal or private messages to each guest instead of group messages or tags, which may embarrass some individuals.
Follow Up with a Call
If you don't hear back from guests after sending a digital reminder, it is acceptable to follow up with a phone call. This more direct approach ensures that your guests receive the reminder and gives them an opportunity to ask any questions about the wedding or RSVP process.
Word Your Reminders Politely
When sending reminders, it is important to maintain a polite and friendly tone. Let your guests know how excited you are to see them at the wedding, and thank them for their response, even if they are unable to attend. This will help them feel appreciated and valued.
Remember that sending reminders is a normal part of the wedding planning process, and many guests will appreciate the gentle nudge to respond. By using clear deadlines, multiple communication channels, and polite wording, you can effectively collect RSVPs and plan your special day.
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Follow up with non-responders
It is often the case that wedding couples are left waiting for a handful of non-responders' answers, which can be very frustrating. Here are some tips on how to follow up with guests who have not responded to your wedding invitation:
Timing
Give guests one week after your wedding invitation response date before you contact them. This will allow for any late responses to arrive and will make you look more in control than if you were to contact them on the RSVP deadline.
Method
It is recommended to call non-responders, as emails may get lost in spam folders. When calling, you can politely say, "Just calling to see if you’ll be able to attend our wedding". This lets the guest know that you are not angry and that you are simply checking in with them. If you are unable to call, sending a text, email, or social media message can also be an efficient way to get an answer. Make sure to send personal or private messages, rather than group messages or tags, as these may embarrass some guests.
Setting a deadline
If a guest is unsure about their attendance, it is important to set a deadline for them to get back to you. For example, you could say, "Please do let me know by [deadline] since we have to submit our headcount to the caterer". This lets the guest know that their response is needed for logistical reasons. However, avoid setting a very short deadline, such as 24 or 48 hours, as this may come across as too bossy.
Following up
If you still haven't heard back from a guest after your initial follow-up, it is reasonable to reach out one more time. You could say something like, "Hello, [guest name]. I'm calling because I still haven't heard from you regarding the RSVP for my wedding. The caterer needs my headcount, so if I do not hear back from you by [date], I will have to unfortunately assume you cannot make it and mark your party as a decline".
Alternative methods
In addition to calling, you can also try bringing up the RSVP casually in person if you live near the guest. If you are using a wedding website, you can utilize RSVP tools that send notifications when a guest confirms their attendance. This can help you keep track of responses and send reminders to those who have not yet responded.
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Frequently asked questions
It's a good idea to include an RSVP date in your wedding invitation. You can also provide multiple RSVP options, such as a wedding website, QR code, email, or physical RSVP cards. This ensures that guests can choose the option they are most comfortable with.
You can send guests a text, email, or social media message as a polite reminder. It is also a good idea to convey a sense of urgency while remaining polite. For example, you could mention that you need their RSVP by a certain date to confirm catering and venue spacing.
Check the invitation for RSVP instructions and respond as soon as possible. If the couple has requested an email RSVP, create a new email draft and carefully type in the host's email address. Keep your response short and simply let the host know whether or not you will be attending.
If you are the host, you may need to call or text guests who haven't responded to confirm their attendance. You can also set up automated email reminders for pending guests.
