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

Wedding reply cards are a crucial part of the wedding planning process, helping to keep track of guest attendance and dietary requirements. They are usually included as part of a wedding invitation suite, with guests expected to fill in their names, the number of seats they will use and whether they accept or decline the invitation. Reply cards can be pre-printed or left blank for a more personal message, and it is considered good etiquette to include a short note to the couple. Reply cards should be sent out with the invitations, with a deadline for responses around two to four weeks before the wedding to allow the couple to finalise details with vendors.

Include a blank line for guests' names

Including a blank line for guests' names on your wedding reply card is a crucial step in the process of creating your wedding stationery suite. Here are some tips and guidelines to consider when formatting this section of the reply card:

The "M" Line

The "M" line is a traditional element in wedding reply cards, where guests are expected to write their names. The "M" serves as an indicator for guests to include their proper honorifics or social titles, such as Mr., Mrs., Miss, or Ms., before their names. For instance, "Mr. and Mrs. James Bailey". This not only ensures you know who is attending but also helps with the correct spelling of names for the seating chart.

Name Format

When guests are filling out the "M" line, they should write their names exactly as they appear on the invitation envelope. This helps to clarify the number of guests invited and their names. For example, if the envelope is addressed to "Mr. and Mrs. Smith", the response would be "Mr. and Mrs. Smith", indicating that only two guests were invited. However, if the envelope includes additional names, such as "Mr. and Mrs. Smith, Maggie, and Drew", the response would include all four names, confirming the attendance of the couple and their two children.

Number of Attendees

In addition to providing their names, guests should also specify the number of attendees or seats they will be using. This is especially important if you have reserved a certain number of seats for them. For instance, if two seats are reserved for a couple, they should indicate if they are using both seats or just one. This helps the couple finalise their catering count and create an accurate seating chart.

Alternative Approaches

While the "M" line is traditional, some couples may opt for a less formal approach by using "Name(s)" or a blank line instead. Others may prefer a free-form style, providing a blank card for guests to write a personal message. This approach is considered more old-school but is still proper etiquette. When responding in this format, guests should include their full names and the number of attendees in a sentence, such as, "Mr. and Mrs. Smith, Maggie, and Drew will attend. The four of us wish everyone the best and look forward to joining you in May."

Add a deadline for responses

Adding a deadline for responses to your wedding reply card is crucial to finalising the details of your big day. Here are some tips to consider when setting a deadline for your wedding reply cards:

• Timing: It is recommended to set the deadline for responses around two to four weeks before the wedding date. This timeframe allows enough lead time for you and your vendors to finalise any last-minute details that depend on the guest count, such as food quantities and seating arrangements. It's important to check with your caterer and venue to determine when they need the final headcount to ensure you set a realistic deadline for responses.
• Prominence: Ensure that the deadline is prominently displayed on the reply card. Consider making it one of the largest texts on the card, placing it front and centre, so your guests can easily spot it.
• Reminders: Since formal wedding invitations are typically sent out six to eight weeks before the wedding, it's a good idea to plan reminders for your guests to respond to the reply cards. Send these reminders about a week before the deadline to prevent guests from forgetting and ensure a timely response.
• Follow-ups: Even with a deadline in place, there may be guests who don't respond by the specified date. In such cases, it's essential to allow for some extra time and be prepared to follow up with those guests. This follow-up period will give you a chance to confirm their attendance and make any necessary adjustments to your plans.
• Wording: When mentioning the deadline on the reply card, consider using traditional phrasing such as "The favour of a response is requested by." Alternatively, you can go for less formal options like "Kindly reply by" or "Please respond by."

Specify how many guests are invited

When creating your wedding reply card, it's important to be clear about the number of guests invited to avoid any confusion or misunderstandings. Here are some detailed instructions and tips to specify the number of guests on your wedding reply card:

Clearly Communicate the Number of Guests

To ensure your guests understand how many people are invited, consider mentioning it in multiple places. This includes not only on the outer envelope and invitation card but also on the RSVP card itself. By providing this information in several locations, you reduce the likelihood of misunderstandings or assumptions about additional guests or plus-ones.

Address the Envelope Properly

When addressing the main envelope, be sure to include the names of all invited individuals. For example, if you are inviting a family with children, you can print "Mr. Jason & Mrs. Stacey Miller and Family." If you are inviting only the adult couple, you can print "Mr. Jason & Mrs. Stacey Miller." This clear addressing helps to set expectations and avoid any assumptions about extra guests.

Specify the Number of Reserved Seats

On the RSVP card, you can explicitly state the number of seats that have been reserved for the invited guests. Instead of leaving an open line for the number of guests attending, you can fill in the number of seats yourself. For example, "We have reserved ___ seats in your honour" or "____ of _____ attending." This way, your guests will know exactly how many people are included in the invitation.

Include a Line for Each Guest

Another effective way to specify the number of guests is to include a separate line for each invited individual on the RSVP card. Instead of a single line for names, provide multiple lines to indicate the expected number of attendees. For example:

"Name _______________________________

_______________________________

_______________________________"

By doing so, you make it clear that only the specified number of guests is invited, reducing the likelihood of unexpected additions.

Numbering the RSVP Cards

To avoid confusion and keep track of responses, consider numbering the RSVP cards. Assign each guest or family a unique number and discreetly add it to the back of their RSVP card. This way, if you receive any nameless responses, you can easily identify who they are from by referring to your key. This system helps ensure an accurate headcount and simplifies the process of following up with guests who have yet to reply.

Set a Clear Deadline

It is essential to set a deadline for responses, usually two to four weeks before the wedding. This allows you time to follow up with guests who haven't replied and provide final numbers to your vendors. Make sure to feature the RSVP deadline prominently on the card, and consider making it the largest text to ensure it doesn't go unnoticed by your guests.

Ask about dietary requirements

Asking about dietary requirements is an essential part of your wedding reply card. This is a great way to ensure that your wedding is inclusive and that all your guests' needs are met. Here are some tips and suggestions on how to go about it:

Wording and Format

It is important to be clear and direct when asking about dietary requirements. You can use phrases such as "Please let us know if you have any dietary requirements" or "Kindly indicate any dietary restrictions". You may also want to specify if you are referring to allergies, intolerances, or food preferences. For example, "Please indicate any food allergies or dietary restrictions".

You can include a line for guests to write their dietary requirements or provide checkboxes for common options such as vegetarian, vegan, gluten-free, etc. If you are offering a plated dinner with specific entrée choices, you can also ask guests to initial their selection. This ensures that you know exactly which meal each guest prefers and makes it easier for the caterers.

Online RSVP

If you are using an online RSVP platform, you can include a section for dietary requirements. Some platforms may have limitations on how guests can input their requirements, so it is essential to test this beforehand. You can also provide your email address or contact information and request that guests with dietary restrictions reach out to you directly.

Timing and Communication

It is recommended to include a reply-by date on your wedding reply card, usually two to four weeks before the wedding. This gives you enough time to follow up with guests who have not responded and to provide final numbers to your caterers. Communicate the deadline clearly and prominently on the card.

Working with Your Caterer

It is essential to communicate with your caterer about the dietary requirements you receive from your guests. They can advise you on how to accommodate different dietary needs and ensure that the appropriate options are available.

Some caterers suggest not asking about dietary restrictions on the reply card, as people tend to list preferences rather than actual restrictions. Instead, they recommend that guests with true dietary restrictions will contact you in advance, regardless of the reply card wording. Ultimately, the decision is yours, and it may depend on your guest list and how comfortable they would feel reaching out about their dietary needs.

Sample Wording

"Please indicate any dietary restrictions or food allergies:

[ ] Vegetarian

[ ] Vegan

[ ] Gluten-free

[ ] Other: __________"

Remember to include a line for guests to write in their specific requirements if they do not fall into the provided categories.

By including a section for dietary requirements on your wedding reply card, you are taking an important step towards ensuring that all your guests feel welcomed and accommodated at your wedding celebration.

Include a special request line

A special request line is a fun and useful addition to your wedding reply card. It's a great way to make your guests feel involved in the planning process and can help you gather some extra information to make your big day even more special. Here are some ideas and tips for including a special request line:

• Song Requests: Ask your guests to request their favourite songs to create the ultimate wedding playlist! This is a common addition to reply cards and can get your guests excited about celebrating with you. It's also a great way to ensure your dance floor stays packed all night long.
• Drink Preferences: If you're stocking your own bar, why not ask your guests about their drink of choice? This can help you cater to their preferences and ensure you have a well-rounded selection. It's also a fun way to get a sense of your guests' tastes and plan a memorable event.
• Favourite Memories: Include a line for guests to share their favourite memories of the couple. This is a heartwarming addition that can evoke special moments and stories from your loved ones. It's a wonderful way to incorporate your guests' voices into your celebration and can even provide some laughs or tears during the reception.
• Relationship Advice: Ask your guests for their best relationship advice or words of wisdom. This interactive approach can engage your guests and result in some meaningful and lighthearted responses. It also adds a personal touch to the reply process and can make your guests feel more connected to your journey as a couple.
• Dietary Restrictions: While this may not seem like a "special request," per se, it is essential to include a section for guests to detail any dietary restrictions or allergies. This will help you plan your menu accordingly and ensure that everyone can enjoy and safely consume the food at your reception.

When creating your special request line, consider the following:

• Keep it concise and clear: You don't want to overwhelm your guests with a lengthy request. Make sure your prompt is straightforward and easy to understand.
• Make it optional: Not all guests will want to provide a special request, and that's okay! Make sure the line is optional to avoid putting anyone on the spot.
• Have fun with it: This is your chance to get creative and add a unique touch to your reply cards. Choose a request that reflects your personality as a couple and ties into your wedding theme.

Remember, the special request line is an excellent opportunity to involve your guests and make your wedding planning even more enjoyable. It adds a layer of interactivity to the traditional reply card and can result in some wonderful contributions from your loved ones.

Frequently asked questions