Creating A Postcard Wedding Rsvp: A Simple Guide

Wedding RSVP cards are an important part of the invitation suite. They are a polite way to request guests' attendance and help finalise headcounts, seating charts, meal selections and more. They can be included with the wedding invitation or sent as invite alternatives. RSVP cards can be customised with colours, fonts, photos, graphics, borders, event information, logos, and signatures. They can also be shared online via social media platforms or emailed directly to guests.

Designing your postcard

Choose a Platform

Start by selecting an online platform or software that offers postcard design tools. For example, Canva provides easy-to-use tools and layouts for creating classy RSVP postcards. You can also upload your own photos or choose from stock images, edit text, and add filters. Alternatively, you can use other platforms like VistaPrint, which offers a range of design templates and customisation options.

Select a Theme or Style

Consider the theme or style of your wedding and try to incorporate it into your postcard design. This could be a rustic theme, a floral theme, a classic elegant style, or something more modern and whimsical. Choose colours, fonts, and images that reflect the overall aesthetic of your wedding.

Include Important Information

Make sure to include all the necessary information on your postcard. This includes a clear indication of whether guests will be attending or declining, the number of guests, and any meal choices or special requirements. You may also want to include a deadline for responses and contact information for any queries.

Add Personal Touches

Personalise your postcard with photos, logos, or maps to the venue. You can also add custom signatures or other decorative elements that reflect your style. If you have a completed design, you can upload it to some platforms, or you can start from scratch with their templates.

Finalise and Share

Once you're happy with your design, finalise it and decide on your preferred printing options. Some platforms offer printing and delivery services, ensuring your postcards arrive at your doorstep ready to send out. Alternatively, you can download your design and print it yourself or use a local printing service. Don't forget to include envelopes with your postcards!

Send Out Your Invites

Finally, it's time to send out your wedding invites with RSVP postcards enclosed. It's recommended to send them out 6 to 8 weeks before the wedding date. If you're waiting on some RSVPs closer to the date, you can gently remind your guests. For destination weddings, give your guests more time and send out invitations at least 3 months in advance.

Wording your postcard

The wording of your postcard is an important aspect of the design process. You want to ensure that you include all the necessary information while also maintaining a sense of style and elegance. Here are some key considerations for wording your postcard:

Clear Instructions

Begin by providing clear instructions to your guests. Indicate that you would like to know whether they plan to attend or decline the invitation. If they are attending, be sure to include a space for them to provide the number of people attending. This will help you finalize your headcount for the event.

Meal Choices

If you are offering meal options at your wedding, the RSVP postcard is a great place to include this information. Guests can indicate their meal preference, making it easier for you to plan and organize the catering.

Online RSVP Option

Consider including a link to your wedding website or using a QR code to allow guests to RSVP online. This can be a convenient option for both you and your guests, streamlining the response process.

Mailing Instructions

When sending out your postcard invitations, include a self-addressed stamped envelope to make it easy for guests to respond. This will also help to ensure a quicker turnaround time for responses.

Personalization

Add a personal touch by addressing each guest's name on the wedding RSVP card itself. This will make your guests feel valued and special.

Design and Style

Choose a design and style that reflects the theme of your wedding. You can select from a variety of templates, colors, and fonts to create a stylish and elegant postcard. Consider adding graphics, borders, or even photos to enhance the overall design.

Proofreading

Before finalizing your design, be sure to proofread all the wording on your postcard. This will help to avoid any errors or misunderstandings. You can also create a digital proof to share with others for feedback and input.

Response Tracking

To stay organized, create a spreadsheet to track guest responses. Include columns for guest names, RSVP status, meal choices, and any other relevant information. This will help you keep track of your guest list and make the necessary arrangements.

Adding personal touches

• Custom designs and colours: Choose a design and colour scheme that reflects your wedding theme or your personal style. You can upload your own design or customise a template with graphics, borders, and fonts. Consider incorporating your wedding colours or a motif that ties in with your other wedding stationery.
• Photos: Include photos of you and your partner to make the postcard more personal. This could be a professional engagement photo or a favourite snapshot that captures your personality as a couple.
• Personal message: Write a warm and inviting message on the postcard. You can include a note expressing your excitement to celebrate with your loved ones or a heartfelt message about what their presence at your wedding means to you.
• Names on the postcard: Instead of just including the names on the envelope, add a personal touch by addressing each guest by name on the RSVP postcard itself. This makes each guest feel special and valued.
• Signature: Add your signatures to the postcard for a more intimate feel. It's a simple way to make the postcard feel like a personal invitation from the two of you.
• Custom envelopes: While not technically on the postcard, custom envelopes can add a luxurious touch to your RSVP stationery. You can choose textured linen envelopes or add your custom logo or motif to the envelope flap. Don't forget to include a self-addressed stamped envelope to make it easy for your guests to respond.

Tracking guest responses

Set a Clear RSVP Deadline:

It is advisable to set an RSVP deadline that is around two to four weeks before the wedding date. This allows ample time for last-minute coordination and gives you a final headcount for the venue and other arrangements. Ensure that the deadline is prominently displayed on the postcard, making it hard to miss.

Number Your RSVP Postcards:

Numbering your RSVP postcards is a useful way to keep track of responses, especially if you have a large guest list. Number them according to your guest list or address book to easily identify who has or hasn't responded. This also helps in following up with guests who have not responded by the deadline.

Know Your Audience:

Consider your guest list when deciding between digital and traditional RSVP postcards. If your guests are tech-savvy and comfortable with digital platforms, online RSVPs can be a great option. However, if you have a more traditional or older guest list, a physical postcard with a pre-addressed and stamped envelope is more appropriate.

Include a Stamp:

Don't forget to include a stamp on the envelope for guests to send back their responses. This small gesture can make a big difference in ensuring timely replies. It also shows consideration for your guests, saving them the hassle of finding a stamp or having to pay for postage.

Follow Up with Guests:

Even with all the right measures in place, there might be guests who forget to respond or miss the deadline. It is generally considered polite to wait for a week after the RSVP deadline before reaching out to these guests. A friendly phone call or email reminder is often enough to get a response and finalize your guest list.

Use a Spreadsheet:

To efficiently organize and track responses, consider using a spreadsheet or a guest list template. This allows you to keep track of names, dietary restrictions, seating arrangements, and other important details all in one place. It also makes it easier to identify guests who haven't responded yet.

Remember, timely responses from your guests are essential for finalizing various wedding details, from catering and seating arrangements to special accommodations. By implementing these tips, you'll be well on your way to a stress-free guest response tracking experience.

Sending out reminders

Timing of Reminders

It is generally recommended to wait until after the RSVP deadline has passed to send out reminders. This gives your guests the chance to respond without being prompted, and you can then focus on those who have not replied. However, some sources suggest that sending a gentle reminder a week or a few days before the deadline is also acceptable, especially if you have given your guests a long RSVP period.

Methods of Reminder

There are several ways to remind your guests to RSVP:

• Phone call: A phone call is considered the most personal method and allows your guests to hear the friendly tone of your voice. It is also a good way to avoid any potential awkwardness that could arise from a written reminder.
• Email: Sending a personal email to each guest is another option. This can be a cheerful message letting them know that you would love for them to attend and that their prompt response is needed for a proper headcount.
• Text message: Sending a text message reminder can be effective, especially for guests you are very comfortable with, such as close friends and family.
• Social media: You can make a subtle mention of the RSVP deadline on your social media, especially if you have been transparent about your wedding planning online. However, avoid tagging or directly messaging guests who haven't responded, as this may cause embarrassment.
• In-person: If you regularly see the guests who haven't responded, you can remind them to RSVP in person. This is also a good opportunity to provide them with an extra response card and write down their response to add to your guest list later.

Wording of Reminders

When reminding your guests to RSVP, it is important to be polite and friendly. Here are some examples of wording you can use:

"We hope you are doing well. We are beyond excited about our upcoming wedding and can't wait to celebrate with you! We want to kindly remind you that your RSVP is due [insert date]. You can RSVP on our wedding website [link to the site here], send your response through the mail, or reply to this email. We hope to hear from you soon!"

"Our wedding is just around the corner, and we're overjoyed that we will get to celebrate with you soon! This is a friendly reminder that our RSVP deadline was on [insert date]. If you can let us know as soon as possible if you will be attending, we would greatly appreciate it! Submit your RSVP on our wedding website [link to the site here] or reach out to us by email or phone [insert phone number]."

Other Tips

• When sending reminders, it is a good idea to set a new deadline, such as adding 3-5 days to the original date. This helps ensure a prompt response and allows you to finalise numbers for catering and other arrangements.
• Keep track of your RSVPs by using a spreadsheet or an online tool like The Knot's guest list manager. This will make it easier to identify non-responders and send out reminders efficiently.
• If you are collecting paper RSVPs, consider discreetly writing an assigned number on the back of each response card before mailing your invitations. This will help you identify which guests have responded, especially if they forget to write their names.

Remember, your guests may simply have forgotten to respond or misplaced the invitation, so a friendly reminder is usually well-received.

Frequently asked questions