REPLIES, DEADLINES AND FINAL NUMBERS

MANAGING YOUR Wedding RSVPs

Keep replies organised, collect the information your suppliers need and follow up missing responses without letting the guest list become a source of unnecessary stress.

1SEND 2TRACK 3CONFIRM
MAKE YOUR RSVP PLAN BACK TO THE PLANNER
✉
An RSVP needs to collect more than a simple yes or no.

Ask for everything you will need at the same time—attendance, guest names, meal choices, dietary requirements and any practical arrangements that affect the day.

GUESTS & INVITATIONS PACK

Download your Invitation & RSVP Tracker

The forthcoming free pack will include a Guest List Planner, Invitation & RSVP Tracker, Meal Choice Tracker and Guest Accommodation List.

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BEFORE SENDING INVITATIONS

Decide How Guests Will Reply

Choose one clear response method and give guests a realistic deadline. Make the process easy for them and straightforward for you to record.

01

Reply method

Choose a reply card, wedding website, email, telephone number or another clearly stated method.

02

RSVP deadline

Set the deadline comfortably before your venue and caterer require confirmed numbers.

03

Questions to answer

Request attendance, full names, meal choices, dietary needs and other essential information.

04

One master tracker

Record every invitation and response in the same place as soon as it arrives.

01
SEND AND RECORD

Log Every Invitation

Mark invitations as they are sent rather than relying on memory. Household entries should clearly show every person included in that invitation.

  • Date the invitation was sent
  • Record the invitation type
  • List every named guest included
  • Note the response deadline given
02
UPDATE EACH REPLY

Record More Than Attendance

Enter the response immediately and check that every requested detail has been supplied. A reply is not complete if important information is still missing.

  • Accepted or declined
  • Correct names of everyone attending
  • Meal choices and dietary requirements
  • Accessibility, transport or accommodation notes
03
FOLLOW UP KINDLY

Chase Missing Replies Calmly

People forget, lose invitations or assume their partner has replied. A friendly personal message after the deadline is usually more effective than a general reminder.

  • Wait until the stated deadline has passed
  • Contact the household directly
  • State when you need the answer
  • Ask for any missing meal information too
04
CONFIRM THE TOTALS

Prepare Supplier-Ready Information

Once replies are complete, produce clear final totals for the venue and caterer. Keep a dated copy of exactly what you supplied.

  • Separate adults and children
  • Separate daytime and evening guests
  • Total every meal and dietary requirement
  • Confirm the deadline for later changes
!
DO NOT ASSUME SILENCE MEANS NO

Confirm every unanswered invitation

Never give final numbers while responses are still uncertain. Contact every non-responder and ask for a definite answer before offering their place to somebody else or removing them from the list.

BEFORE CLOSING THE TRACKER

Five Final RSVP Checks

1

Has every invitation received a definite response?

2

Are the names of all attending guests correct?

3

Are all meal and dietary details complete?

4

Are accessibility and practical needs recorded?

5

Do the final totals match the master guest list?

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