Junior Rasmussen
Planning a wedding is a stressful task, and one of the most important aspects is knowing how many guests will be in attendance. It is impossible to plan for the correct number of guests without a definitive yes or no from each one. This is where RSVPs come in. However, despite clear communication of the deadline, there are often a few stragglers. This article will provide tips on how to follow up on RSVPs for a wedding, including advice on the timing, tone, and method of communication.
| Characteristics | Values |
|---|---|
| Tone | Kind, casual, upbeat, concise, friendly |
| Mode of communication | Email, text, phone call, social media post, voicemail |
| Timing | 1-2 weeks after the RSVP deadline, before the deadline if responses are needed urgently |
| Content | Include the RSVP deadline, mention the headcount needed for the caterer, venue, and seating arrangements, ask about dietary requirements, accessibility issues, and transportation options |
| Other tips | Provide multiple RSVP options, give each guest an assigned number to bypass inconvenience due to missing names or illegible handwriting, use an automated text reminder tool |
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What You'll Learn
Provide multiple RSVP options
It is a good idea to provide multiple RSVP options for your wedding guests. This can be done in a few ways. Firstly, you can offer the traditional method of filling out an RSVP card, which can be mailed back to you. This option may appeal to less tech-savvy guests or those who appreciate the formality of a paper invitation. However, there is a risk that these RSVPs might get lost in the mail. To mitigate this, you can include a self-addressed and stamped return envelope with your wedding invitations. Numbering the RSVP cards can also help keep track of responses.
Additionally, you can provide an online RSVP option through your wedding website. This method is convenient for guests as they can respond from their phones, and there is no risk of responses getting lost. You can also ask additional questions beyond attendance, such as meal preferences or song requests, which can help with planning.
By offering multiple RSVP options, you increase the likelihood of receiving timely responses and make it easier for guests to respond in their preferred manner.
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Include meal choices to incentivise responses
One of the best ways to incentivize your guests to respond to your wedding invitations is to include meal choices. Food is a major motivator, and giving your guests the option to choose their meal may make them more likely to respond on time. This also helps you to cater to any dietary requirements, restrictions, and allergies, and it ensures your caterer can prepare accordingly.
When it comes to the design of your RSVP cards, you may want to keep it simple. For example, you could offer a choice of beef, chicken, or vegetarian. This way, you can maintain a clean design, and you'll have flexibility in case your menu changes closer to the wedding. You could also ask guests to initial their meal selection, making it clear that you want one choice per guest.
If you want to include more meal options, you could consider a minimalist design with a muted color palette, or a rustic, boho-inspired card with floral illustrations. You could also opt for a sophisticated, elegant design with a two-tone color block, or a dreamy art deco-inspired card with geometric accents.
When asking for meal choices, it's a good idea to give your guests plenty of time to respond. Send out your invitations and RSVP cards at least eight weeks before the event. You could also offer multiple ways to RSVP, such as by email, phone, text, or through your wedding website.
If your RSVP deadline is approaching and you still haven't heard from some guests, you can start reaching out. Send a friendly reminder by email, text, or phone call, letting them know you're hoping to see them at your wedding and that your caterer needs a final headcount.
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Send reminders before the deadline
Sending reminders before the RSVP deadline is a great way to ensure that you receive responses from your guests. Here are some tips to help you with this process:
Firstly, it is important to maintain communication leading up to the RSVP deadline. You can do this by providing multiple RSVP options, such as RSVP cards, email, text, or online through your wedding website. This makes it more convenient for your guests to respond. You can also add the deadline to your wedding website and online event pages to reinforce its importance.
In the weeks leading up to the deadline, you can send casual reminders via text, social media, or email. For example, "Hi! Our wedding is coming up, and we're sending a friendly reminder that the RSVP deadline is only [insert number] days away. Please RSVP through our wedding website [link] or by mail. We hope to celebrate with you!" You can also use social media posts or Instagram stories as subtle reminders, creating a sense of excitement and inclusion.
If you are close to the guest, you can simply bring up the RSVP in conversation the next time you see them. For guests you don't know well, consider asking someone with a mutual connection to follow up with them. When reaching out, it is essential to ask how they are doing before jumping into the topic of the RSVP.
If you still haven't received a response after sending reminders, it is appropriate to mark them as a "no." However, it is a good idea to give your coordinator a heads-up about the number of non-responses in case of any surprise appearances.
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Contact non-responders individually
Contacting non-responders individually is a common and often necessary step in the wedding RSVP process. Here are some tips and suggestions to help you navigate this situation effectively:
Timing is Key
It is advisable to start reaching out to non-responders about a week before the RSVP deadline. This gives your guests a gentle reminder and allows you to gather responses before the deadline passes. Sending reminders too early may not be effective, as people's plans and circumstances can change. However, if the RSVP deadline has already passed, you can still contact non-responders and politely explain that you need a final headcount for your venue and caterer.
Choose Your Medium
There are various ways to contact non-responders, including phone calls, text messages, emails, and social media messages. Phone calls can be an excellent way to connect personally and avoid miscommunication. Texts and social media messages are more casual and may be preferred by younger guests. Emails provide a written record of your communication and can be a more formal option. Consider your relationship with the guest and their preferences when choosing a medium.
Craft Your Message
When contacting non-responders, it is essential to strike a balance between politeness and assertiveness. Express your excitement about the wedding and your hope that they will attend. Clearly state the RSVP deadline and explain that you need their response to finalise plans with your vendors. You can also mention that their presence is essential to you, and you would love to celebrate with them. For example, you could say, "Hi [Guest's Name]! We're only [insert number] weeks away from the big day, and we're finalising our guest list and menu. We would love to celebrate with you, so please let us know if you're able to make it by [RSVP deadline]."
Be Organised
Keep track of your guest list and responses to identify non-responders easily. Create a spreadsheet or use a wedding planning app to record responses and meal choices. This helps you stay organised and ensures you don't accidentally contact someone who has already responded. Additionally, consider assigning numbers to each guest and writing them on the back of their response cards. This discreet approach allows you to track responses without relying solely on names, which can be helpful if handwriting is illegible or names are missing from RSVP cards.
Delegate if Needed
If you feel uncomfortable or stressed about contacting non-responders directly, consider delegating this task to someone in your bridal party or a close friend or family member. They can act as a point of contact and handle any last-minute cancellations or additions. This can take some pressure off you during the busy wedding planning period.
Remember, it is normal to have to contact non-responders, and many guests appreciate friendly reminders. Choose a communication style that suits your personality and wedding theme, and don't be afraid to assertively request their response when necessary.
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Be persistent but polite
It is common for wedding couples to be left waiting for a handful of guests to RSVP. To avoid this, be sure to clearly state the RSVP deadline on your invitations and wedding website. Maximize your chances of getting RSVPs on time by giving people multiple ways to respond, such as via email, phone, or text. You can also add the deadline to a social media event for the wedding as a low-pressure reminder.
If you still haven't heard from several people past the RSVP date, it's time to follow up. Give guests one week after your wedding invitation response date before you contact them. This is because some guests may have mailed their response cards out on the RSVP date, assuming they are still within the deadline. Calling is often more effective than emailing, as your email might end up in your guest's spam folder. When you make a phone call, your polite message of "Just calling to see if you'll be able to attend our wedding" will yield the best results, as the guest can hear in your voice that you're not angry.
If you are sending a written reminder, keep your tone kind but give a hard deadline and mention that no reply by a certain date will mean they are not coming. For example, you could say, "Our wedding is coming up in a few short weeks, so we're sending a friendly reminder that the RSVP deadline is only [insert number] days away from today. Please RSVP through our wedding website [link to the site] or by mail so we know if you'll be celebrating with us."
If you are leaving a voicemail, get right to the point: "Hi [Guest name], this is [Your name]. I'm finalizing the guest list for our wedding, and I don't have an RSVP from you. Can you give me a call or send me a text to let me know if you can make it on [Date]? We're so excited to see you."
If your guests still do not respond, it is acceptable to be more persistent. Let them know that your venue and caterer need a final headcount, and that you will need their response in order to have them at the wedding.
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Frequently asked questions
It is important to maintain communication leading up to the RSVP deadline. You can send out friendly reminders via email, text, or social media. If you have a social media event for the wedding, you can create a quick post for a low-pressure reminder. You can also give your guests a gentle nudge by mentioning that the caterer needs a final headcount.
If you haven't heard back from some guests after the RSVP deadline, it is appropriate to follow up with them. Depending on your relationship with the guest, you can bring it up in person, or through a text, call, or email. It is recommended to wait 1-2 weeks after the deadline to start following up, as some responses may still be in the mail.
If you have made multiple attempts to contact a guest and still haven't received a response, it is reasonable to mark them as a "no." Inform your wedding coordinator about the number of non-responses, in case any of these guests make a surprise appearance.
Make it convenient for your guests to respond by offering multiple RSVP options, such as online through a wedding website or by mail. You can also include pre-addressed and pre-stamped return envelopes with the invitations. Additionally, providing a clear and visible deadline on the invitations and website will help guests stay on track.
