Rsvping To A Wedding Via Email? Here's How To Do It Right

Writing a wedding RSVP email is straightforward. Firstly, check the invitation for RSVP instructions and only respond by email if that is the couple's request. Create a new email draft and carefully type in the host's email address, double-checking for typos. Respond as soon as possible and keep your reply concise, politely letting the host know whether or not you will be attending. Include all details requested by the host, such as dietary restrictions, meal choices, and mailing address. It is also good etiquette to express gratitude and be positive in your response, even if you are declining the invitation.

How to format an email RSVP response

Responding to a wedding invitation is an important duty as a wedding guest. It is the first step in allowing the couple to finalise their numbers, create a seating plan, and confirm their budget. Here is a step-by-step guide on how to format an email RSVP response:

• Check the invitation for RSVP instructions: Only RSVP by email if that is what the couple has requested.
• Create a new email draft: Type in the email address of the host carefully and double-check for typos.
• Respond as soon as possible: It is important to RSVP promptly to give the host enough time to plan and prepare for the expected number of guests.
• Keep your response concise: Let the host know whether or not you will be attending, without going into unnecessary detail or explaining your reasoning.
• Craft your email response: Ensure your message is clear, polite, and expresses gratitude.
• Be polite and formal: Use proper spelling and grammar, and include your contact information.
• Stay positive: Even if you are declining the invitation, remain positive and polite. Remember to thank the host for the invitation.
• Include all the details: Provide all the details requested by the host, such as dietary restrictions, meal choices, and mailing address.
• Respond on time: Send your RSVP promptly to assist the host with their planning.

> "Dear [Host Names],

> Thank you for inviting us to celebrate with you. Unfortunately, we will not be able to attend your wedding on [date].

> Best wishes,

> [Your name(s)]"

If you are accepting the invitation, you can write:

> "Dear [Host Names],

> Thank you for inviting us to join your wedding celebration. We are happy to accept your invitation to the wedding day and the rehearsal.

> In regard to entree choices, we would prefer [food choice].

> Looking forward to the big day!

> Warmly,

> [Your name(s)]"

What to include on a wedding RSVP card

A wedding RSVP card is a crucial part of the wedding stationery suite. It gives your guests a taste of your theme and allows you to gather essential information for the big day. Here's a detailed guide on what to include:

The Basics

• A clear RSVP deadline: It's important to give your guests a deadline to respond by, usually around three to four weeks before the wedding date. This helps with finalising the guest list and planning details such as food and seating.
• A line for guests' names: Traditionally, this is a long blank line starting with "M" for the guest's title (Mr., Mrs., Ms., or Miss). Alternatively, you can use "Name:" for a more modern and casual approach.
• Accept or decline options: This is the primary purpose of the RSVP card. You can get creative with the wording, such as "Accepts with Pleasure" or "Declines with Regret" for a formal wedding, or something more casual like "Our Bags Are Packed!" for a destination wedding.
• Space for the number of guests attending: This is crucial if you're having an adults-only wedding or need to finalise numbers for catering and seating.

Additional Details

• Dietary requirements: If you're serving a sit-down dinner, it's helpful to include a section for guests to indicate their meal choices and any food allergies or dietary restrictions.
• Accommodation details: If you have out-of-town guests, you may want to include a line for them to specify their accommodation arrangements.
• Special requests: You can add a fun twist by including a line for song requests, drink preferences, or even advice for the newlyweds!
• Contact details and dress code: It's a good idea to include your contact information, such as a phone number, email address, or wedding website URL. You can also use this space to provide dress code details if you haven't done so elsewhere.

Remember, the RSVP card is an opportunity to showcase your personality and give your guests a glimpse of your wedding theme. So feel free to add creative touches and make it unique!

What to do if you can't attend after RSVPing yes

So, you've RSVPed 'yes' to a wedding and now you can't attend. It happens! Here's what to do:

Have a Good Reason

Only back out if your circumstances are serious, such as a severe illness, family emergency, or poor weather impacting travel plans. Time and money will have been dedicated to preparing for your presence at the wedding, so don't cancel your attendance lightly.

Let the Couple Know ASAP

An accurate headcount is needed for items such as wedding rentals, food, and beverages. Couples usually need to give a final guest count to the caterer about a week before the wedding, so if you cancel at the last minute, they'll likely still have to pay for your plate.

If you can no longer attend, contact the couple personally and apologise, giving a brief reason without going into too much detail. For example: "I am so sorry I have to rescind my RSVP to your wedding. I have a work obligation that I cannot get out of that wasn't on my calendar when I responded with a 'yes.'"

Don't Bother the Couple if it's the Wedding Day

If you need to cancel on the day of the wedding, don't reach out to the couple. Instead, inform the wedding planner, maid of honour, or best man. The couple should be focused on getting married, and distractions like these will only cause stress.

Make it Up to the Couple

Although you likely have a valid reason for missing the wedding, you may still feel guilty. Following up with a heartfelt note or phone call is a nice gesture. Make sure to express your apologies and avoid giving a long list of excuses. It's also a good idea to send a wedding gift or take the couple out for dinner after the wedding to celebrate.

How to decline a wedding invitation

It is completely normal to decline a wedding invitation. There are many reasons why you might need to decline, from financial constraints to scheduling conflicts, and you should never feel pressured to go into debt or put yourself in a difficult situation to attend a wedding. Here is a step-by-step guide on how to politely decline a wedding invitation:

• Think about it: Before doing anything, take a few days to think about your decision. Consider your relationship with the couple and whether you want to decline in person, over the phone, or via an RSVP card.
• Be prompt: Don't leave it until the last minute. The couple will be disappointed if you can't make it, but if you delay your response, they may also be inconvenienced and unable to invite someone else in your place.
• Express gratitude: It is essential to thank the couple for inviting you. You could say something like, "Thank you so much for the invitation. I really appreciate it, and it means a great deal."
• Be honest but vague: It is generally a good idea to be honest about why you are declining. However, depending on your relationship with the couple and the reason for your decline, you may want to keep it vague. You could say something like, "I have some conflicting commitments," or "I have prior commitments on that date."
• Be firm: If you are sure you want to decline, use purposeful language to avoid any awkwardness or the couple trying to persuade you to change your mind.
• Sample phrases: Here are some phrases you could use:

• "Thank you for thinking of me. I regret to tell you that I won't be able to attend due to another commitment, but please accept my warmest congratulations."
• "I would love to attend, but I have prior commitments on that date."
• "I've given it a lot of thought, and unfortunately, I won't be able to make it."

• Follow up: Even if you don't know the couple well, consider following up with a call, email, or text to show your disappointment and diffuse any potential awkwardness.
• Optional gestures: Depending on your relationship with the couple, you may want to send a gift, arrange to celebrate with them another time, or be there in spirit by sending a bottle of champagne or a video message.

Remember, it is perfectly acceptable to decline a wedding invitation, and as long as you are thoughtful and polite in your communication, you can do so without causing any hurt feelings.

How to respond to an invitation you accept

When responding to a wedding invitation, it is important to be prompt and polite. Here is a step-by-step guide on how to respond to an invitation that you would like to accept:

• Check the invitation for RSVP instructions: Before responding, ensure that the hosts have requested an email RSVP. If they have provided an email address, carefully type it into the "To" field of your email draft. Double-check for typos to ensure your response reaches the correct recipient.
• Respond as soon as possible: It is important to respond promptly to a wedding invitation. This allows the hosts to plan and prepare, and if you are unable to attend, they may be able to invite someone else in your place.
• Keep your response concise and courteous: In your email, simply express your gratitude for the invitation and confirm your attendance. You do not need to go into great detail or explain your reasoning unless you wish to.
• Include all requested details: Ensure you provide all the information requested by the hosts, such as dietary restrictions, meal choices, mailing address, etc.
• Use proper spelling, grammar, and a formal tone: Use a respectful and positive tone in your email. Include your contact information, and if needed, the details of any guests you are bringing along.
• Example of an acceptance email:

> Dear [Host Names],

>

> Thank you for inviting me/us to join your wedding celebration. I/We are delighted to accept your invitation and look forward to sharing your special day with you.

>

> Kind regards,

> [Your Name/Your Names]

By following these steps, you can gracefully and enthusiastically respond to a wedding invitation while also providing the hosts with the information they need to plan their special day.

Frequently asked questions