- Write “RSVP” or “Reply by” next to the deadline in a large, eye-catching font on your invitation. Then, tell your guests where and how to RSVP.
- Get out invitations 2-8 weeks before your event and set the RSVP deadline for 1 week before your event.
- Send quick, polite reminder messages to guests a few days after the deadline passes.
Adding RSVP to an Invitation
Make the “RSVP” and RSVP date clear on your invitation. Use all caps, italics, underlining, or a special font to draw your guests' attention to the RSVP deadline. Or, get really creative and add an engaging design around the date. Your goal is just to make sure your guests don’t miss it! Keep it simple with an “RSVP by” or “Please RSVP by” at the bottom of your invitation. Or, get fancy and write out the RSVP acronym: “Répondez s'il vous plaît.” In French, this means “Please reply.” If "RSVP" isn't your thing, write “Reply by,” or “Kindly reply by” instead. To account for late responders, set a "soft" deadline on your invitation and have a real deadline for following up with them.
Explain how guests should RSVP. To save you and your guests the headache, make it super clear how you’re collecting RSVPs. Are they mailing in an RSVP card, going to your website or Facebook page, or giving you a call? Some guests might be more comfortable sending an email, while others might enjoy the convenience of a text response. So, if you have the time, give your guests multiple ways to RSVP to help ensure more responses. When adding an RSVP card to your invitation for formal events like weddings, anniversaries, and reunions, include a return envelope that’s pre-addressed to your address. All the guest has to do is make their RSVP selection and put the envelope in the post. For a more formal wedding or party, provide spaces for guests to check “Accepts with pleasure” and “Declines with regret.” If your party or wedding is more casual, make your RSVP fit your vibe! Write RSVP choices like “Yes! Wouldn’t miss it for the world,” and “No, and this is the worst decision of my life,” or “Can’t wait to put on my dancing shoes!” and “Sorry, party on without me!”
Ask your guests to only respond if they can’t come as an alternative. If you have a large guestlist or just want to make handling RSVPs easier, write "RSVP regrets only" instead. This tells your guests that they only have to RSVP to your event if they are not able to attend. If you’re going this route, make the words "RSVP regrets only" prominent and clear on the invitation. This way, no guest accidentally RSVPs no when they meant yes!
Make the date, purpose, and location of the event easy to find. If there is too much text or confusing wording on your invitation, your guests might misinterpret the purpose of your invitation or think you’re only informing them about the event. Get creative and make your invitations fun and personable, but keep the information to the point. Limit your invitation to only necessary information like: Who is holding the event, what the event is for, where the event will be, when it will be, and why it is being held.
Verify your contact information. A simple typo or outdated auto-fill settings in your web browser can cause your guests to contact the wrong person or send the RSVP to the wrong place. Check and double-check your address, phone number, email address, website, or any other contact information on your invitations before you send them out.
Ensuring Guest Responses
Send invitations out 2-8 weeks in advance, depending on your event. Let your guests know about your event as early as possible so they have plenty of time to clear their schedules and mark their calendars. If gifts are involved or they need to bring party supplies, this also gives them time to go shopping. For forgetful guests, sending the invitation early enough helps remind them about it whenever they check their schedules. For weddings, send your invitations about 6 to 8 weeks before your wedding date. For birthday parties and graduations, send your invitations about 2 to 4 weeks before your event. Most wedding planners recommend sending out a "save the date" card about 6 months before the date. This is then followed up later by the formal invitation.
Set the RSVP date for 1 week before your party, depending on the event. RSVPs are super important for getting an accurate guest headcount. The number of guests attending your party tells you how much food you need, how many seats you need to plan for, and ultimately, how much you’ll be spending for the event. Setting the RSVP deadline a little before the day of your party leaves your guests with plenty of time to make their decision, and gives you some leeway to make the final headcount. For formal events like weddings, make your RSVP deadline 2-4 weeks before your date. The venue and caterer typically want an official guest headcount 1 to 2 weeks before your date, so this gives you an extra few weeks to track down guests that haven’t responded.
Send electronic invites when your guests are more likely to read them. If your guest gets an e-vite while they’re working, they might accidentally delete it while cleaning out their email. So, wait to send your invitations during your lunch break or after work hours in the evening. Or, plan to send off your invites on the weekend. Sending an invitation very early in the morning or late at night is more likely to bring it to the top of your guests’ inboxes and make it more visible.
Tell your guests why their response is important. When an invitation shows up at your door, it's easy to put off your RSVP or glance at it without realizing all the planning and effort that goes into a party. Writing why you need a response in the invitation, such as providing enough food or party favors, might tap into your guests’ scarcity mindset, making them more likely to respond! Depending on the event and whether it’s casual or formal, write something like: “To ensure there is enough food and drink for everyone, please send a response to this invitation.” “So we can prepare enough seating for everyone, please reply whether or not you can make our party.” "Please respond so we have enough cupcakes for your children."
Send a small gift with your invitation. Adding a small gift or some party pizazz like confetti to your invite gets your guests excited and shows them that you want them there. Plus, if they’re getting something free, they might feel a little more obligated to respond. Your gift doesn't have to be extravagant at all, though! Simply add a personable touch to your invitation by including things like: A pin from the dollar store. A balloon. A sticker. A handwritten note.
Offer a bribe for sending the RSVP on time. If your party guests are notorious for responding late, there’s nothing like the prospect of winning something free to motivate them. Plus, a tiny bribe might help your event stick in the minds of your guests. Along with your invitation, let your guests know that they’ll be entered into a raffle if they RSVP by the deadline. Again, your prize doesn’t have to be expensive—a small gift will do just fine. For example, offer up: A bottle of wine. A $5 gift card Extra party favors.
Sending RSVP Reminders
Shoot a quick, polite text or email to individual guests past the deadline. It can be frustrating to track them down, but things come up and your guests might let the deadline slip by. Just keep your message short and sweet, giving the guest a specific deadline to answer you by. If you’re feeling a little awkward or uncomfortable, that’s totally normal. Just use the caterer or venue as an excuse! “Hi Hannah! We wanted to make sure you got our wedding invitation for May 1st. I haven’t heard if you’re able to make it yet and we need a final guest headcount. We’d love to see you there, so please let me know by next Friday if you can make it.” “Hey Kai! I hope you got my invitation for May 1st! The caterers need to make a final headcount for the party, so please let me know if you’re able to come by tomorrow at the latest.” “Hi Aisha! Just reaching out to see if you got our invitation for May 1st! Our vendors need an official guest headcount, so please let me know if you can make it by next week. Hope to see you there!”
Add a reminder to your update posts a few weeks before the deadline. If you’re keeping your guests updated about the progress of your wedding or party, slip in an RSVP reminder at the end of your email, website update, or social media post. Or, after your guests receive their invites, send out a message that you’re excited to see them and direct them to where they make their RSVP response. For example: “Hi everyone! We just finalized the menu with our caterer and are so excited for you to eat, drink, and dance with us! Only 5 weeks until the wedding, can you believe it? We just wanted to remind everyone that you can RSVP by emailing us or mailing your card. We’re so excited to see you!” “Our invitations are all sent out and we’re so excited to share our happiness with you! It’s going to be a night to remember and we wouldn’t want to spend it with anyone but you all! We wanted to remind everyone to please RSVP via mail, email, or text if you’re able to celebrate with us. We can’t wait to see you in a few weeks!”
Send an email or make a post on social media 1 week before the deadline. This helps you catch responses from a few straggling guests. Send your message to all your guests by putting the reminder on your website, typing up an email, or making a post on social media. Just keep your reminder positive and polite. “Hi everyone! The big day is getting closer and closer and we’re so excited to see everyone! This is just a friendly reminder that our RSVPs are due on April 5th, which is 1 week from today. If you haven’t already, let us know if you’re able to attend by checking our website, emailing us, or sending us a text. We can’t wait to see you soon!” “Everything’s coming together for us to celebrate on May 1st! We can’t wait to party with you all! We just wanted to remind you that our RSVPs are due in 1 week. Please let us know if you’re able to make it by April 5th. Feel free to send us a text or email if you haven’t already. We look forward to seeing you all in a few weeks!”
Tell guests you’ll assume they can’t come with a final quick reminder. This message is a last resort if you’re running out of time for a final guest headcount. Either text, email, or call each individual guest to let them know that this is their final chance to RSVP. Otherwise, you have to consider them not attending. Just keep your message short, polite, and firm. “Hello Camila, I hope you received my invitation. I haven’t received your RSVP yet but would love for you to come and celebrate. I need to submit my final guest headcount by April 15th. Unfortunately, I will have to count you as not attending if I don’t hear from you by then. I hope that’s not the case, so I look forward to hearing from you before the deadline.” “Hi Rohan! I need to get a final headcount to my vendors by April 15th. I haven’t heard from you if you’re able to make it, so if I don’t hear from you by the deadline, I’ll unfortunately have to assume you can’t make it. I’d love it if you could still come, so I look forward to getting a response before the deadline.”
Comments
0 comment