Crafting Wedding Response Cards: A Step-By-Step Guide

Response cards are an important part of your wedding stationery suite. They are included with a wedding invitation to give you an accurate guest count for the reception. They are not used for ceremony-only invitations. Response cards can be purchased as part of a set or individually to complement an existing invitation. They are usually engraved or printed in the same style and paper stock as the invitation, but in a smaller size. Response cards typically include a blank line for guests to write their names, a way for guests to indicate their meal preference, and a deadline for guests to respond by.

Include a blank line for guests' names

Including a blank line for guests to write their names is an important feature of wedding response cards. This guarantees that you know who is attending and how to correctly spell their names on the seating chart. On a formal response card, it is customary to write an "M" at the start of the line to indicate that guests should include their proper honorific (Mr., Mrs., Ms., or Miss) before their name. For example, if the envelope is addressed to "Mr. and Mrs. Smith", the response line should state, "Mr. and Mrs. Smith". This also indicates that only two guests were invited to the celebration. If the envelope is addressed to "Mr. and Mrs. Smith, Maggie and Drew", then the response would include: "Mr. and Mrs. Smith, Maggie and Drew". In this case, the couple and their two children would have been invited.

It is also important to consider the number of guests who will be attending. To avoid misunderstandings, the response card can be worded to indicate the exact number of guests invited. For example, instead of just saying "_ attending", you could say "_ of _ attending", with the second space pre-filled with a number. This helps to prevent guests from adding extra guests to their response.

Additionally, it is a good idea to include a "reply by" date on the response card, usually about two to four weeks before the wedding. This gives the hosts time to follow up with guests who have not yet responded and provides an accurate headcount for vendors such as caterers.

Finally, some response cards may also ask guests to pre-select a meal option or note any dietary restrictions. In this case, guests should choose a meal for each attendee and denote any allergies or food restrictions.

Ask guests to accept or decline

Response cards are a critical part of your wedding stationery suite. They are included with a wedding invitation to give you an accurate guest count for the reception. They usually take the form of a checkbox, circling or fill-in-the-blank lines. Here are some tips for asking guests to accept or decline:

Wording

The accept and decline lines are traditionally worded as "accepts with pleasure" and "declines with regret". Less formal options include "joyfully accepts" / "regretfully declines" or "will attend" / "will not attend". You can also add a ""number attending" line to specify how many people are included in the invitation.

Timing

It's important to set an RSVP deadline, usually around two to four weeks before the wedding, to give you and your vendors time to finalise the details. This deadline should be clearly featured on the card.

Meal preferences

If you are offering an entrée choice, it's a good idea to include this on the response card. Guests can indicate their preference by writing their initials next to their selection.

Follow-up

It's a good idea to follow up with guests who have yet to reply once the RSVP deadline has passed. This gives you time to confirm final numbers with your vendors.

Provide a deadline for responses

It's important to include an RSVP deadline on your wedding response cards. This deadline should be around two to four weeks before your wedding date. This will allow you and your vendors to finalise any last-minute details that depend on the total guest count, such as the amount of food and drinks needed and the seating plan.

Your RSVP deadline should be clearly and prominently displayed on the response card. For example, you could write "Kindly reply by [insert date]" or "Please respond by [insert date]". This could even be the largest text on the card!

If you're asking guests to RSVP online, you'll still need to include the deadline on your wedding invitations. This can be included at the bottom of the invitation, or on a separate enclosure or response card. Here are some examples of how to word this:

• "Kindly respond by May 15th at www.theknot.com/ourweddingwebsite"
• "RSVP online at www.theknot.com/ourweddingwebsite by May 15th"
• "Please visit www.theknot.com/ourweddingwebsite to respond by May 15th"

Remember, it's likely that not everyone will respond by your deadline. So, give yourself a couple of weeks to follow up with any late responses. You can also send out a reminder a week or so before the deadline to ensure guests don't forget to RSVP.

Ask guests to indicate their meal choice

When it comes to asking guests to indicate their meal choices on wedding response cards, there are several important considerations to keep in mind. Firstly, clarity and conciseness in the wording are crucial to avoid confusion and time-consuming follow-up calls. Here are some instructive and focused guidelines for including meal choices on response cards:

Wording and Layout:

It is essential to use clear and concise language on the response card. A simple instruction such as "Please indicate your meal choice" or "Check your preferred option below" provides a straightforward prompt for guests. The meal options should be listed clearly, with a line, box, or space next to each choice for guests to mark their selection. If the final menu is not yet finalised, listing the main ingredient (e.g., chicken, steak, vegetarian) is a good option. Otherwise, providing the full meal description (e.g., chicken tenderloin, filet mignon) can be helpful for guests to make an informed decision.

Individual or Family Invites:

Consider whether the invites are directed towards each individual guest or an entire family. For individual invites, guests can be asked to mark their meal choice with an X or their initials. If the invite is for a family, the response card should indicate that a quantity is required for each meal option. This can be specified by writing "Please indicate the number of each meal option required for your family" or something similar.

Placement of Meal Options:

The meal options can be listed directly underneath the RSVP information on the front of the card or on the back of the card. If there is limited space, consider including a separate enclosure card within the invitation suite dedicated to meal choices.

Tracking Responses:

Numbering the response cards can be a useful way to keep track of them, especially if a guest has poor handwriting. This helps to clarify their response and ensures an accurate count of meal preferences.

Special Considerations:

It is important to count the number of vegetarian, vegan, and children's meals required. A vegetarian option can be included as a choice for everyone or specified only for vegetarians and vegans. Consider including a "kids-only" option for parents to select. If offering a children's meal, indicate the age range, such as "(for kids under 12)" to clarify who is eligible for that choice.

Allergies and Dietary Restrictions:

In addition to meal choices, consider asking guests to list any serious food allergies or dietary restrictions to ensure that everyone can be accommodated. A section titled "Please advise of any food allergies or dietary restrictions:" with a blank line for guests to fill in can be included on the response card.

Online RSVP:

If using an online RSVP system as part of a wedding website, create additional fields to request each guest's meal choice and any dietary restrictions. This method saves paper and can make it easier to collect and organise food preferences.

Include a special request line

Including a special request line on your wedding response cards is a great way to make the process of receiving RSVPs more fun for you and your partner. It's also an opportunity to gather additional information from your guests that could be useful for your wedding planning.

Song Requests

Asking your guests to include a song request on their response card is a fun way to get them involved in planning the entertainment for your wedding. This can help ensure that your guests enjoy the music played at your wedding and encourage them to get up and dance.

Drink Preferences

Including a request for guests' drink of choice can help you decide how to stock your bar. This information can be useful for estimating how much alcohol to purchase and what types of drinks to offer. It can also help you create a signature cocktail for your wedding that your guests are sure to enjoy.

Favourite Memory or Relationship Advice

A unique way to personalise your response cards is to ask guests to share a favourite memory of you as a couple or offer relationship advice. This can add a heartfelt touch to your wedding planning and provide you with a collection of meaningful messages to look back on after the wedding.

Dietary Restrictions

If you plan to serve dinner at your wedding, it's essential to accommodate your guests' dietary needs. Including a line for dietary restrictions on the response card is a straightforward way to collect this information. This can help ensure that all your guests are well-fed and that any serious allergies or dietary requirements are considered.

Transportation and Accommodation Details

If you're offering transportation to and from the wedding venue or have a hotel block for guest accommodations, you can include a special request line to gather this information. Asking guests to indicate their transportation preferences or whether they plan to stay in the hotel block can help with planning and ensuring that everyone has a smooth travel experience.

Remember, the special request line is an optional feature of your response cards, and you can choose to include any combination of these ideas or create your own unique requests tailored to your wedding.

Frequently asked questions