Lyla Dejesus
Planning a wedding can be stressful, and one of the most important steps is deciding on a deadline for your wedding RSVPs. This is a crucial step in the process, as it will allow you to finalise the table plan, seating chart, and communicate the final headcount to your caterers. While you want to give your guests enough time to figure out their schedules, you also need to leave enough time to chase up any late responses and finalise the details.
| Characteristics | Values |
|---|---|
| Importance of setting an RSVP deadline | Knowing who is and who isn't attending your wedding will allow you to design the table plan and decide how to lay out your ceremony room. |
| When to set the deadline | The deadline should be at least four weeks before the wedding, and absolutely no later than two weeks before the wedding day. |
| How much time to give guests to RSVP | Four or five weeks is plenty of time for people to figure out if they want/are able to attend your wedding, as well as to figure out any necessary travel arrangements. |
| When to send out invitations | Send your invitations out between 6 and 10 weeks before your wedding date. |
| What to do if people don't respond on time | Start contacting guests or hurrying up those forgetful relatives if your info deadlines are approaching. |
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What You'll Learn
Setting an RSVP deadline
When setting an RSVP deadline, it's essential to consider the time needed for your guests to respond. On average, the majority of RSVPs are received within the first five weeks of invitations being sent out, with Week 3 being the most popular week for responses. Therefore, it is recommended to send out invitations between six and ten weeks before the wedding, with an RSVP deadline of around four to five weeks. This gives your guests enough time to figure out their schedules, travel arrangements, and other necessary details.
However, it's important to note that not all guests will respond by the deadline. It is common to have late responses or guests who don't respond at all. To account for this, set your RSVP deadline at least two to three weeks before the wedding, giving yourself enough time to chase up any late responses and finalise the details. This will also allow you to invite any potential replacement guests if needed.
Additionally, consider including a friendly reminder for your guests to RSVP about a week before the deadline. This can be done through a phone call, text, or a note on your wedding website. It's also a good idea to provide multiple ways for guests to respond, such as a paper RSVP card or an online RSVP option through your wedding website.
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Sending out invitations
Firstly, you need to finalise your guest list. This is a big job in itself and it's important to take your time to ensure you don't leave anyone out. Once you have your list, it's time to choose your invitations. Whether you opt for a traditional paper invitation or a digital version, make sure you include a clear RSVP deadline. This will let your guests know when you need to hear back from them. The majority of RSVPs are received within the first five weeks of invitations being sent out, with the most popular week for responses being week three. So, it's a good idea to set your deadline for around four to five weeks after you send out your invites.
It's also worth bearing in mind that some guests will need more time to plan, especially if your wedding is abroad or if they have a lot of other commitments. In this case, it's a good idea to send out your invitations a little earlier – around 10 to 12 weeks before the wedding. This will give your guests plenty of time to make the necessary arrangements. You should also consider including a friendly reminder to RSVP about a week before the deadline, to ensure you get a response from everyone.
Finally, don't forget to factor in your own planning. You'll need time to finalise your table plan, communicate with your caterers and lock in your final numbers with your venue. So, make sure you set your RSVP deadline for at least two to four weeks before the wedding. This will give you enough time to chase any late responses and finalise all the details.
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Allowing guests enough time to respond
It's worth noting that the number of guests you're inviting can impact the RSVP deadline. With larger weddings, there are likely to be more guests who miss the deadline or don't respond at all. Therefore, it's advisable to build in extra time to chase up late responses and finalise the guest list.
To increase the chances of receiving timely RSVPs, consider including a friendly reminder about a week before the deadline. Additionally, offering multiple response options, such as a paper RSVP card or an online RSVP through your wedding website, can improve response rates.
While setting a deadline is crucial, it's also important to be flexible and understanding. Some guests may need a gentle reminder, while others may require a little more time to respond. It's a good idea to start following up with guests who haven't responded about two weeks before the wedding. This gives you enough time to finalise the seating chart, communicate with your caterer, and make any other necessary arrangements.
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Following up with guests who haven't responded
It is important to set an RSVP deadline for your wedding guests. This will allow you to design the table plan, decide on the layout of the ceremony room, and communicate with your caterer. While it is recommended that invitations be sent six to eight weeks before the wedding, giving guests four to five weeks to respond, it is likely that you will be left waiting for a handful of non-responders.
Before following up with guests who have not responded, wait a few days, especially if you have provided them with a card to post back, as their response may be in the mail. Then, give them one week after the RSVP deadline before you contact them. This will make you look more in control than if you were to call on the deadline.
When following up, call your guests instead of emailing. Your email might end up in their spam folder. When you call, be polite and calm. You could say something like, "Just calling to see if you'll be able to attend our wedding". You could also mention that you will need to give final numbers to your venue and caterer soon. If you don't hear back from them by a certain date, you can assume they are unable to attend.
If you have a large number of guests, you may want to ask someone to help you make the calls.
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Finalising the guest list
Set an RSVP deadline
It is essential to set a deadline for your guests to respond by. This deadline should be clearly communicated on the invitation and your wedding website. The deadline should be at least four weeks before the wedding and no later than two weeks prior. This timeframe allows you to finalise the guest list and identify non-respondents. It's a good idea to build in extra time, especially if you have a large number of guests, as you may need to chase up late responses.
Send out invitations
The recommended timeframe for sending out invitations is between six and twelve weeks before the wedding. This gives your guests ample time to figure out their schedules, make travel arrangements, and respond to your RSVP request. If you're having a destination wedding, consider sending invitations even earlier, around 10-12 weeks in advance, to accommodate your guests' travel plans.
Follow up with guests
Even with the best planning, some guests may forget or delay responding to your RSVP. It is a good idea to send a friendly reminder about one week before the RSVP deadline. If the deadline has passed, wait about a week before reaching out to guests who haven't responded. A polite phone call, text, or email can gently nudge them to respond. You can also add a note to your wedding website or use social media to chase down stragglers.
Finalise the guest list
Once the RSVP deadline has passed, it's time to finalise your guest list. This includes confirming the number of table settings, entrees, wedding favours, and other items per guest. With the confirmed headcount, you can communicate the final numbers to your caterer, planner, venue coordinator, and other vendors. This information is typically required about one to two weeks before the wedding.
Create a seating chart
With your finalised guest list, you can now work on the seating chart. Decide who will sit where, taking into account any specific guest requests or seating arrangements. If you're working with a professional stationer or calligrapher for the seating chart, they may request the final list of names earlier than other vendors.
Remember, it is essential to stay organised and proactive throughout this process. Keep track of responses, follow up with guests, and express your enthusiasm for their attendance. By following these steps, you'll be well on your way to finalising your guest list and ensuring a smooth and enjoyable experience for both you and your guests.
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Frequently asked questions
It is recommended that you send out your invitations 6-10 weeks before your wedding date and set your RSVP deadline to be around 3-4 weeks before the wedding. This gives your guests 4-5 weeks to respond and you enough time to organize your final guest list and seating plan.
You can send guests a quick wedding RSVP reminder the week before they are due. You can also add a note to your wedding website. It is also a good idea to follow up with all guests who haven't RSVP'd at least two weeks before the wedding.
Before you order your invitations, ask your venue for a firm deadline so you can work backward from there. Set your RSVP deadline to be at at least two weeks before this date so you have time to track down any late responses.
