When To Expect Wedding Rsvps

Planning a wedding can be stressful, and one of the most important tasks is finalising the guest list. Knowing when to set the RSVP deadline is crucial to ensure you have enough time to organise your guest list and notify the venue and caterers of the final numbers. So, when is the best time to set the RSVP cut-off date?

Invitations should be sent 6-8 weeks before the wedding

Sending out wedding invitations is one of the most exciting parts of wedding planning. But it's important to get the timing right. Send your invites too early, and your wedding might slip your guests' minds as the day draws closer. Send them too late, and you risk not giving your guests enough time to plan their attendance. So, when is the best time to send out wedding invitations?

The Ideal Timeline for Sending Out Wedding Invitations

The general consensus is that wedding invitations should be sent out six to eight weeks before the wedding. This gives your guests plenty of time to clear their schedules and make any necessary travel arrangements. It also means that you can request RSVPs sooner, which is essential for staying organised and ensuring your wedding plans run smoothly.

There are several reasons why sending invitations six to eight weeks in advance is beneficial. Firstly, it gives your guests a reasonable timeframe to respond. If you send invitations too early, there's a higher chance of guests forgetting or changing their plans. Sending invitations within this timeframe reduces the likelihood of unexpected changes and helps you get a more accurate guest count.

Secondly, sending invitations within this timeframe allows you to receive RSVPs earlier, which is crucial for finalising details with your vendors. Caterers, transportation companies, and other vendors typically require a final guest count before the big day. Sending invitations six to eight weeks in advance gives you enough time to collect RSVPs and provide vendors with accurate numbers.

Exceptions to the Rule

While the six-to-eight-week timeline is standard, there are a few exceptions to consider. If your wedding falls around a major holiday, such as Christmas, it's advisable to send invitations earlier. This is because guests may need more time to plan during busy holiday periods. Sending invitations three months in advance, or even earlier, is acceptable in such cases.

For destination weddings, it is also recommended to send invitations earlier. Aim for at least eight weeks, but preferably 12 weeks or more, in advance. This gives guests ample time to request time off work, book flights, and make the necessary travel arrangements.

The Bottom Line

Sending wedding invitations six to eight weeks in advance strikes a balance between giving guests enough time to plan and reducing the chances of last-minute changes. This timeline allows you to collect RSVPs earlier, finalise details with vendors, and ensure a more accurate guest count. However, for holidays and destination weddings, earlier timelines are often necessary to accommodate guests' travel plans.

RSVPs should be due 3-4 weeks before the wedding

Planning a wedding can be a stressful task, especially when it comes to finalising the guest list and sending out invitations. One of the most important things to keep in mind is setting an RSVP deadline and ensuring that your guests respond on time. Here are some reasons why your RSVPs should be due 3-4 weeks before your wedding:

Finalising Guest List and Vendor Counts

Firstly, setting an RSVP deadline about a month before the wedding gives you, as a couple, enough time to finalise your guest list and figure out who has not responded yet. This is crucial because you will need to provide a final headcount to your wedding vendors, including the caterer, venue and transportation company. They will require this information to plan for meals, order the correct number of tables and chairs, and ensure there is enough transportation for all your guests.

Allowing Enough Time for Guests to Respond

When setting the RSVP deadline, it is important to consider the time frame that your guests will need to make their plans and respond. Sending out invitations 6 to 8 weeks before the wedding and setting the RSVP deadline 3 to 4 weeks in advance strikes a balance between giving your guests enough time to respond and not leaving too much time for them to put off responding and possibly forgetting.

Following Up with Guests

Even with a clear RSVP deadline, there may be guests who do not respond on time. By setting the deadline a few weeks before the wedding, you allow yourself enough time to follow up with these guests without feeling rushed. You can send friendly reminders or make phone calls to politely nudge them to respond. This also gives you a buffer to account for any late RSVPs that may come in.

Creating a Seating Chart

With the guest list finalised after receiving RSVPs, you can then begin working on the seating chart. Deciding who sits where can be a time-consuming task, and having a few weeks before the wedding allows you to create a thoughtful seating arrangement without feeling rushed.

Reducing Last-Minute Stress

The weeks leading up to your wedding will undoubtedly be busy, with various last-minute tasks and details to finalise. By having the RSVPs due 3 to 4 weeks in advance, you can tick one major item off your to-do list and reduce some of the stress and pressure during the final weeks of your wedding planning journey.

In summary, setting the RSVP deadline 3 to 4 weeks before your wedding strikes a balance between giving your guests enough time to respond and allowing you to have a confirmed guest list to work with for your vendor counts, seating arrangements, and other wedding preparations. This timeline also helps to reduce last-minute stress and ensures that you have a clear picture of who will be celebrating your special day with you.

Send save-the-dates early for destination weddings

Planning a wedding is an exciting time, but it can be stressful too. Sending out save-the-dates and invitations, and waiting for RSVPs, can be a real source of anxiety for couples. But there are ways to make the process smoother.

For destination weddings, it's a good idea to send out those save-the-dates early. This is because guests will need to arrange time off work, sort out travel and accommodation, and potentially book time off school for their children. Sending out save-the-dates six to eight months before the wedding is a good idea. This gives your guests plenty of time to get organised, and it also means you'll have a better idea of numbers when it comes to finalising details with caterers and transport companies.

If you're worried about guests forgetting the date, or losing their save-the-date, you could consider sending a reminder. You could also include an option for guests to digitally submit their RSVP via your wedding website. This makes it easier for them to respond, and for you to keep track of responses.

For a destination wedding, it's recommended that you send out the official invitations 12 weeks before the wedding. This gives your guests about four months to RSVP, which should be plenty of time. It's a good idea to make the RSVP date clear, and to give a deadline of two months before the wedding. This gives you a buffer to make sure everyone is accounted for, and to plan pre- and post-wedding events.

So, for a destination wedding, send save-the-dates six to eight months in advance, invites 12 weeks in advance, and set an RSVP deadline of two months before the big day.

Use a wedding website to make it easy for guests to RSVP

When it comes to wedding planning, creating a wedding website is a great way to communicate essential details and enhance the overall guest experience. Here are some tips for using a wedding website to make it easy for guests to RSVP:

Choose a User-Friendly Platform

Select a wedding website platform that offers customizable RSVP features. Look for options that allow guests to RSVP online, such as RSVPify or Joy. These platforms provide user-friendly interfaces and tools to manage guest lists, track responses, and collect important information from guests.

Design a Visually Appealing Website

Create a website that reflects your style and personality. Choose from various design templates, or customize your own with flexible design tools. Consider incorporating your wedding colours and themes to make it unique and engaging.

Provide Clear and Concise Information

Ensure that crucial information is prominently displayed on your website. This includes your names, wedding date, location, and key event timings. Provide a clear event timeline, including pre-and post-wedding festivities, to keep guests informed and help them plan their attendance effectively.

Offer Multiple RSVP Options

Give guests the option to RSVP online through your wedding website or via traditional mail-in response cards. Including multiple options ensures that all guests, regardless of their comfort with technology, can respond easily.

Customize RSVP Questions

Go beyond simple attendance questions and create custom RSVP questions to gather the information you need. Ask about meal choices, dietary restrictions, travel plans, song requests, or any other details that will help you plan your big day.

Group Guests for Efficient RSVP'ing

Organize your guest list by grouping households or couples into one RSVP group. This way, any member of the group can respond on behalf of the entire party, saving time and effort for both you and your guests.

Set a Clear RSVP Deadline

Clearly communicate the RSVP deadline on your wedding website. Ideally, the "RSVP by" date should be three to four weeks before your wedding. This gives you enough time to finalize details with vendors and create a seating chart.

Send Reminders and Announcements

Use the website to send reminders to guests who have not yet responded. You can also make announcements, such as sharing updates or changes to the wedding schedule or other important information.

Protect Guest Privacy

Ensure that your wedding website has robust security and privacy features. Control who can access certain information and limit access to invited guests only. This helps maintain the privacy of your event and guest list.

By following these tips, you can create a wedding website that not only makes it easy for guests to RSVP but also enhances their overall experience leading up to your big day.

Follow up with guests who haven't responded after the deadline

It's important to set an RSVP deadline for your wedding to ensure that you can confirm numbers with your vendors and suppliers. The deadline should fall around three to four weeks before your wedding, and ideally, your wedding invitations should be sent out six to eight weeks prior to the big day. This gives guests a window of about one month to respond.

However, it's likely that you'll need to follow up with some guests who haven't responded by the deadline. Here are some tips to help you with this:

Be Proactive

Give yourself a buffer by setting your RSVP deadline at least a week before your vendors need final numbers. This will give you time to follow up with any stragglers. It's also a good idea to start following up on the day of the RSVP deadline, or the day after, to give guests a nudge.

Contact Guests Directly

Rather than a blanket email or social media post, it's best to contact guests individually by phone, text, or email. This shows that you're keen to hear from them and makes it more difficult for them to ignore your request.

Be Friendly and Polite

When reaching out, be mindful of your tone. You want to come across as friendly and polite, not snarky or aggressive. A simple and direct message is best. For example, "Hi, I'm just reaching out to confirm if you will be attending our wedding because we need to provide an accurate headcount to the caterer."

Be Persistent

Don't be afraid to be persistent. It might take a few follow-up touchpoints to prompt a response. However, it's important not to appear rude or annoying, so try to space out your messages by a couple of days.

Provide a Clear Call to Action

Make a clear ask, so your guests know exactly what you want them to do. For example, "Please let us know if you can make it to the wedding or not. No hard feelings either way. We just need to know!"

Give Guests an Out

While you want to encourage guests to attend, it's a good idea to give them an easy way to decline. This demonstrates humility and eases any potential discomfort. For example, you could say, "If we don't hear back from you, we will assume that you are not attending."

Frequently asked questions