When To Set Your Wedding Rsvp Date

When it comes to wedding planning, there are a lot of factors to consider, and one of the most important is the timing of your RSVPs. The response date for wedding invitations is crucial as it helps you finalise the guest list and plan other details such as seating charts, catering, and venue arrangements. Typically, wedding RSVPs should be set for a date that is around three to four weeks before the wedding. This gives you enough time to chase any late responses and finalise the details with your caterers and venue, who usually request the final headcount one to two weeks before the wedding. It is also important to send out your invitations with enough time for guests to respond, usually about six to eight weeks before the wedding. This gives guests ample time to make travel arrangements if needed.

When to send wedding invitations

Timing of Wedding Invitations

Traditionally, wedding invitations are sent out six to eight weeks before the wedding. This gives guests enough time to clear their schedules and make travel arrangements if needed. Sending invitations within this timeframe also means that guests are unlikely to have made other plans, and they will still feel that they have enough time to respond.

Timing of RSVPs

It is recommended that your RSVP date be set at least four weeks before your wedding date, and absolutely no later than two weeks before. This gives you enough time to organize your final guest list and chase up any late responses. It is also important to consider the requirements of your caterer and venue, who will need an accurate headcount one to two weeks before your wedding day. Therefore, you should set your RSVP date two weeks before their deadline to allow yourself enough time to gather any outstanding responses.

Save-the-Date Cards

In addition to wedding invitations, many couples choose to send out save-the-date cards. These are typically sent six to eight months before the wedding, but can be mailed up to a year in advance if you have finalized your wedding details. Save-the-date cards are particularly useful for destination weddings, giving your guests ample time to make travel plans.

Following Up on RSVPs

Even with a clear RSVP date, you may find that some guests do not respond in time. It is recommended to wait about a week after the RSVP deadline before sending follow-ups to these guests. You can also send a friendly reminder to all guests one week before the RSVP deadline to politely nudge them to respond.

How to get guests to RSVP on time

Finalizing your guest list and sending wedding invitations are two big steps, but the work doesn't end there. Here are some tips on how to get your guests to RSVP on time:

Set a deadline and stick to it

Give your guests four to five weeks to RSVP. This is plenty of time for people to figure out if they can attend your wedding and make any necessary travel arrangements. Have your RSVP due date be two to three weeks before the wedding. Your caterer will want a headcount at least one week before the reception, and you'll need a few days to get in touch with people you haven't heard from.

Make it easy for your guests

Include a pre-addressed, pre-stamped return envelope within your invitation suite so that your guests have no reason not to pop that card in the mailbox.

Give guests options for RSVPing

While mail-in cards are still the traditional choice, not everyone uses the mail as they once did. If possible, include an option for guests to digitally submit their RSVP via your wedding website.

Choose the right wording

According to wedding planner Chandra Keel, guests often don't know what RSVP means, nor do they understand that a response is needed, even if they are declining the invitation. Using wording such as, "The favor of your reply is requested by [insert date]" in place of "RSVP" makes it crystal clear.

Make the RSVP date clear

Make sure the RSVP date is in an extremely legible font on the card itself. If you're including an option to RSVP on your wedding website, a countdown ticker is a good option.

Send reminders

Send guests a quick wedding RSVP reminder the week before they're actually due or add a note to your wedding website. If your wedding RSVP deadline has passed, wait about a week before sending follow-ups to guests who haven't responded yet.

How much time to give guests to RSVP

When it comes to wedding RSVPs, timing is crucial. You'll want to give your guests enough time to respond, but not so much time that they put off replying and forget. It's generally recommended that wedding RSVPs are due at least four weeks before the wedding, and no later than two weeks before. This gives you, the host, enough time to finalise the guest list, create a seating chart, and share the final guest count with your caterer, venue and other vendors.

If you're sending out invitations six to eight weeks before the wedding, setting the RSVP deadline at three to four weeks before the wedding should give your guests ample time to decide and make travel arrangements if necessary. This also means that your guests will have a window of about one month to respond, which is considered the "sweet spot" for timely responses.

However, if you're planning a destination wedding, it's a good idea to give your guests more time to respond. In this case, you should send out invitations four months in advance and set the RSVP deadline two months before the wedding. This gives guests enough time to arrange flights and accommodations.

It's also worth noting that some guests may respond late or forget to respond at all. To account for this, you may want to give yourself a buffer of a few weeks to follow up with any non-responders.

Here's a suggested timeline for a non-destination wedding:

• Send save-the-dates: 6-8 months before the wedding
• Send invitations: 6-8 weeks before the wedding
• Set RSVP deadline: 3-4 weeks before the wedding
• Follow up with non-responders: 1-2 weeks before the deadline
• Finalise guest list and share with vendors: 2 weeks before the wedding

What to do about late RSVPs

So, you've sent out your wedding invitations and are now waiting for your guests to RSVP. But what happens when the deadline passes and you're still missing responses? Here's what to do about those late RSVPs:

Set a Clear Deadline:

It's important to set a clear RSVP deadline for your wedding, ideally, three to four weeks before the big day. This gives you enough time to finalise the details and chase any missing responses. Make sure your guests are aware of this deadline by including it on your invitations and wedding website.

Send Reminders:

If your RSVP deadline has passed and you're still waiting on some responses, it's time to send reminders. Send a friendly text or give them a quick call to nudge them gently. You can also add a note to your wedding website or send a reminder email a week before the deadline to reduce the number of late responses.

Follow Up:

If you still haven't heard back from some guests after sending reminders, it's time to pick up the phone. Start following up with these guests about a week after the deadline. While it may feel awkward, it's crucial to get a final headcount as soon as possible. Express your enthusiasm for their attendance and ask for their response to help with your planning.

Finalise Details:

Around two weeks before the wedding, connect with your caterer, planner, venue coordinator, and other vendors who need your final guest count. Finalise the number of table settings, entrees, wedding favours, and other items per guest. With the RSVPs in, you can also start working on the seating chart and deciding who sits where.

Make it Easy for Guests:

To encourage timely responses, make it as easy as possible for your guests to RSVP. Include a pre-addressed, pre-stamped return envelope with your invitations. Also, consider providing an option for digital RSVPs through your wedding website, especially for those who don't use snail mail anymore.

Plan Ahead:

When setting your RSVP deadline, remember that some guests will likely respond late or forget to respond at all. Plan ahead and give yourself a buffer of at least a week or two to gather those late responses and chase any missing ones. This will reduce last-minute stress and help you stay organised.

How to set an RSVP deadline

Setting an RSVP deadline is an important part of wedding planning. Here's a step-by-step guide on how to set an RSVP deadline:

Understand the Importance of an RSVP Deadline:

Knowing the number of guests attending your wedding is crucial for finalizing details with your caterer, venue, and other vendors. It also helps with creating a seating chart and ensuring enough tables, chairs, transportation, and meals for everyone.

Determine the Timeline:

The general rule of thumb is to set the RSVP deadline at least two to four weeks before your wedding date. This allows enough time to chase any late responses and finalize details with your vendors. If you're having a destination wedding, it's recommended to set the RSVP deadline two months in advance to account for travel arrangements.

Send Out Invitations:

Traditionally, wedding invitations are sent out six to eight weeks before the wedding. This gives guests a window of about one month to respond. Sending invitations too early may result in guests putting off their response and possibly forgetting.

Calculate the RSVP Deadline:

Based on the recommended timeline, if you send out invitations eight weeks before the wedding, set the RSVP deadline for three to four weeks before the wedding. This ensures that you have a confirmed guest list to work with as you approach the final weeks before your big day.

Finalize Details with Vendors:

Connect with your caterer, venue, and other vendors about one to two weeks before the wedding. Provide them with the final guest count and make any necessary adjustments to your order.

Follow Up on Late Responses:

Despite setting a clear deadline, there may be guests who haven't responded. About a week after the deadline, start following up with those guests. Send friendly reminders via phone calls, texts, or emails.

Create a Seating Chart:

Once you have a confirmed guest list, you can start working on the seating chart. If you're working with a professional stationer or calligrapher for the seating chart, they may request the final guest list earlier, so be sure to account for that in your timeline.

Remember to include a clear RSVP date on your invitations and wedding website. You can also include pre-addressed and pre-stamped return envelopes to make it easier for guests to respond. Setting an RSVP deadline and sticking to it will help ensure a smooth planning process as you approach your wedding day.

Frequently asked questions