Whether you have planned a grand party or some casual get-together, RSVP is one of the essential things to consider while planning an event. It helps you determine the number of guests attending the event, and you can make necessary arrangements accordingly. However, sometimes it becomes confusing and challenging when you don’t receive the RSVPs on time. You would have to ask for RSVP after the due date, and it may seem quite tricky. In this blog post, we will discuss how to ask for RSVP after the due date in a gentle and polite manner.
Why RSVP Matters?
Before diving into the main topic, it is crucial to understand why RSVP is so important. RSVP is a French term that stands for “Répondez s’il vous plaît” (Please Respond). It is an invitation’s response provided by the recipient, indicating whether or not they will attend your event and the number of guests they will bring along. As a host or organizer, it is crucial to know the exact number of attendees to prepare for the event appropriately.
RSVP helps in various ways:
- Determines the venue size
- Produces an accurate quantity of food and drink
- Helps in planning activities and entertainment
- Eliminates food wastage and overcosting
Why People Don’t RSVP On Time
It often happens that people forget to RSVP on time or ignore it altogether. It could be due to various reasons like their busy schedule, procrastination, or some other personal reason. Regardless of the reason, it can be frustrating for you as the host. Furthermore, it also leads to other complications, such as not knowing how many guests will show up and how much food to order.
How to Ask for RSVP After the Due Date
Here are some tips that can help you ask for RSVP politely after the due date:
1. A gentle reminder
It is okay to send a gentle reminder to those who haven’t RSVP’d after the deadline is over. You can send them an email or text message mentioning the deadline has passed and that you are still waiting for their response. However, make sure to be respectful and not come across as aggressive or impatient. You could phrase the message along these lines:
“Hello, I hope you are doing well. This is a friendly reminder that the deadline for RSVPing to our event has passed. We haven’t received your response yet, and we’re wondering if you’re still planning to attend. Please let us know as soon as possible.”
2. Express an understanding tone
It is essential to understand that people have different things going on in their lives. It is good to express empathy with their busy schedules or any other reason that could cause them to forget to respond to your RSVP. You could add this statement to your reminder message:
“I understand that everyone has a lot going on, and I don’t want to bother you. However, we would appreciate it if you could RSVP as soon as possible. It would help us a lot in planning the event and making the necessary arrangements.”
3. Explain the situation
It sometimes helps to explain why you are in a hurry to get their response. It could be due to various reasons, such as giving a final headcount to the caterer, deciding on the number of seats required, or making last-minute adjustments to your planning. You could mention this in your message and ask for their cooperation.
“We need to make final arrangements with the caterer, and we would like to give them the exact headcount. It would be of great help if you could let us know your RSVP as soon as possible.”
4. Be polite and respectful
It is essential to be polite and respectful in your message, regardless of whether the recipient responds to your RSVP or not. Keep in mind that they may not be able to attend for personal reasons, and it is crucial to respect their decision.
“Thank you for considering our invitation, and we hope to hear from you soon. Even if you can’t make it, your response would help us make better arrangements for the event.”
5. Follow-up Phone Call
If you have called, sent a message or email and still haven’t heard back, it can be useful to follow up with a phone call. It may seem highly traditional, but it is still a personal and effective way of communication. It also shows that you are genuinely interested in the recipient’s RSVP and want to make the necessary adjustments. It is vital to keep the call short and respectful, and you could use this phrase:
“Hello, I hope you’re doing well. I was wondering if you’ve had a chance to respond to our invitation to our event. We would love to see you there and want to make sure we give the caterer an exact headcount. Please let me know if you have any questions or if there’s anything I can help you with.”
Conclusion
RSVP is an essential aspect of any event planning. If you don’t receive RSVP on-time, it can be frustrating and challenging to make the necessary arrangements. However, it is crucial to ask for RSVP politely and respectfully. A gentle reminder via email or message can go a long way. It is also essential to express understanding and explain the situation while maintaining politeness and respectfulness. Finally, if you still don’t hear back, consider a follow-up phone call. Remember that it is essential to keep things professional and not come across as impatient or aggressive.
FAQ
How do you politely remind someone to RSVP?
RSVPs are an essential part of event planning. It helps organizers to plan appropriately for the size of the guest list and make necessary preparations for the event. However, sometimes, people forget to RSVP, leaving the organizers in a challenging situation. In such cases, reminding the guests politely becomes necessary.
When reminding someone to RSVP, it is essential to do it politely yet effectively. A gentle reminder will ensure that you get the response you need without offending your guests. Here are some tips on how to politely remind someone to RSVP:
1. Start Early:
When sending out invitations, set an RSVP deadline that gives you a buffer period. Typically, a week or ten days before the event is ideal. It will give you enough time to follow up with those who haven’t responded without seeming pushy.
2. Personalize Your Message:
It is essential to address the person by name and personalize your message. It creates a sense of importance and shows that you are genuinely interested in their attendance. You can start by thanking them for the invitation and expressing how excited you are to have them attend.
3. Make it Easy for Them:
When reminding someone to RSVP, make it as easy as possible. Provide them with clear instructions on how to RSVP, whether it is through email, phone, or any other method. You can also include a link or QR code to your website or event page, making it easy for them to respond.
4. Highlight the RSVP Deadline:
When sending a reminder, make sure to highlight the RSVP deadline. You can say something along the lines of “The big day is approaching fast..the day our RSVPs are due! Please let us know if you will be attending our wedding by March 10th.” This information will create a sense of urgency and remind them of the importance of responding promptly.
5. Use Positive Language:
When sending a reminder, use positive language. It would help if you avoided being pushy or aggressive. Instead, use phrases like “We hope you can make it” or “We would love to have you there.” This approach sets a positive tone and encourages them to RSVP.
6. Consider a Follow-Up Call:
If you haven’t heard back from the person despite sending reminders, you might consider making a follow-up call. It allows you to inquire about their attendance in a more personalized manner, and it may jog their memory about the RSVP.
Reminding someone to RSVP politely requires a thoughtful approach. Personalizing your message, making it easy for them to RSVP, highlighting the RSVP deadline, using positive language, and considering a follow-up call or message are some of the essential steps to take.
How do you ask for RSVP by email professionally?
When you’re organizing an event, being able to receive a prompt response from invitees regarding their attendance is essential. RSVPs allow you to plan and make necessary arrangements, such as finalizing catering and seating arrangements. However, asking for RSVPs via email can be tricky as they should be polite, professional, and cordial.
To ask for RSVP by email professionally, it’s important that you begin by greeting your invitee politely. Address your recipient by their official name and open with a courteous greeting, such as “Dear (Recipient’s name)”. Next, introduce yourself, and remind your invitee of the event you’re referring to. Include all the relevant details about the event, such as the date, time, and location, as a reminder to your invitee.
After that, politely and professionally request an RSVP from your recipient. Let them know that you’re keenly anxious to have a response soon as it’ll help you to make the necessary arrangements. You should be clear about the deadline as to when you need to have the response. This will give them an idea of how immediately they need to respond and also encourage them to respond at the earliest.
You can conclude your email with a polite closing, sign off with your name and thank them for their time. Politeness is essential in professional emails, and you can use phrases such as “Thank you in advance” or “I appreciate your prompt attention to this matter” to end your request for RSVP on a polite note.
Asking for RSVP by email can be challenging, given the need to find a perfect balance between professional and courteous. However, with proper planning, you can make a polite request for RSVP that will elicit a prompt and positive response from your invitees. By following the above guidelines, you can ensure that you get the best possible responses to your request for RSVP.
Is it correct to say please RSVP?
When sending out an invitation, one might commonly use the phrase, “please RSVP.” However, it is important to note that this phrasing is actually redundant. The term RSVP is an abbreviation of the French expression “Répondez s’il vous plaît,” which translates to “Please respond.” Therefore, when you use RSVP in an invitation, you are essentially saying “Please respond, if you please.” Adding “please” again would be unnecessary and even a bit awkward.
It is also worth noting that the term RSVP should not be used casually in everyday communication. It is considered a formal term that is typically used only for invitations to events such as weddings, business events, or other sophisticated occasions. In all other situations, it would be more appropriate to simply ask someone to reply or respond to a message.
To summarize, while it may be a common practice to say “please RSVP” in an invitation, this phrasing is actually redundant as RSVP already includes the polite request to respond. As with any form of communication, it is important to avoid using overly formal terms in everyday conversation unless it is truly necessary.
How do I request RSVP in Outlook?
RSVP stands for “Répondez s’il vous plaît,” which is a French phrase that translates to “please respond.” Whether you’re planning an event or organizing a meeting, it’s essential to know how many people to expect. Thankfully, with Outlook, you can send an invitation and request an RSVP, and your guests can quickly respond with their attendance status. In this article, we’ll guide you through the steps to request and manage RSVPs in Outlook.
There are two ways to request an RSVP in Outlook: one is by using Outlook on the web, and the other is by using the Outlook desktop app. We’ll go through both methods.
Request RSVPs in Outlook on the web
Here’s how to request an RSVP in Outlook on the web:
1. Open Outlook on the web and create a new event or meeting invitation.
2. Fill in the details of the meeting or event, including the date, time, location, and any other relevant information.
3. Click on the “Scheduling assistant” tab to see the availability of the attendees.
4. Add attendees by clicking the “Add people” field, and select the attendees from your contact list.
5. Check the “Response requested” checkbox, located below the attendees’ list.
6. After you’ve finished creating the invitation, click “Send” to send it to your attendees.
When the attendees receive your invitation, they’ll see the option to accept, decline, or propose another time. Their response will automatically update your calendar and send a notification to you and the other attendees.
Request RSVPs in Microsoft Outlook Desktop App
Here’s how to request an RSVP in the Microsoft Outlook Desktop App:
1. Open Outlook and click on the “Calendar” tab.
2. Click the “New Meeting” button at the top left of the screen.
3. Fill in the details of the meeting or event, including the date, time, location, and any other relevant information.
4. Add attendees by clicking the “To” field, and select the attendees from your contact list.
5. Set the “Response options” by selecting “Request Responses” from the drop-down menu.
6. After you’ve finished creating the invitation, click “Send” to send it to your attendees.
When the attendees receive your invitation, they can accept, decline, or propose another time. Their response will automatically update your calendar, and you’ll receive a notification.
No matter which version of Outlook you use, requesting an RSVP for meetings, events, or appointments is easy and straightforward. You just have to remember to check the Response Requested box or set the Response options to “Request Responses.” With a simple click, Outlook will take care of every other detail, and you’ll always know who can attend and who can’t.
How do I send an RSVP message?
RSVP stands for “Répondez s’il vous plaît,” which means “please respond”. This acronym is often used on invitations to indicate that the host needs to know whether you plan to attend the event or not. If you received a mail invitation with no response card, you can call, email or send a handwritten note to the host with your response. It is essential to respond to an RSVP request as promptly as possible, as it helps the host with head counts, seating charts, and catering arrangements.
If the invitation provides an email address, it is best to send an email to the host. Email is a convenient method to respond to the RSVP request and works well for invitations that request an electronic response. When crafting your email response, make it clear whether or not you’ll be attending the event. Additionally, thank the hosts for the invitation and extend your best wishes. This is an excellent opportunity to express your gratitude and reaffirms your commitment to the event.
If the invitation provides a phone number, you should call the host to RSVP. When calling the host, be concise, and state your name, along with your response to the cordial event invitation. As always, thank the host and express your enthusiasm for the forthcoming event. Phone RSVPs are a quick way to respond to invitations, and allow the host to receive a quick response in real-time.
Handwritten notes are the most traditional method of responding to RSVP requests. If you opt for this method, ensure that all pertinent information is included, such as the event date, your name, and your response, either accept or decline. Keep in mind that if you choose this method, you’ll need to send the response via mail or deliver it to the host in person. This method takes longer than email or phone calls, but is an excellent way to add a personal touch to your response and shows appreciation for the invitation.
How you respond to an RSVP request will depend on the type and style of the invitation. Regardless of the method you choose, it is essential to ensure that your response is timely and that it’s clear whether you’ll be attending the event or not. Remember, the host is counting on you!
How do you politely ask for an invitation?
Asking for an invitation can sometimes be awkward, especially if you’re not sure how to express your desire to be invited without coming across as rude or pushy. Fortunately, there are a few strategies that you can use to increase your chances of getting an invitation politely.
First, it’s essential to make sure that you’re asking in a friendly, non-threatening manner. You could start with a positive, genuine compliment or statement about the person you want to invite you. For example, you could say something like “I love your parties; they are always so fun and well-organized. I was wondering if you’re having one soon, and if so, may I ask for an invitation?”
Next, it’s a good idea to be specific about what you’re looking for. You might say something along the lines of “I’m interested in getting to know more people in the same industry as me, and I was hoping to attend a few more networking events. Do you know of any coming up or have any plans for one that you could invite me to?”
Make sure to be gracious and understanding if the person you’re talking to can’t extend an invitation. Remember that everyone has different schedules and commitments, and there might not always be room for one more guest. Saying something like “I completely understand if it’s not possible, thank you for considering my request” can help you keep the conversation positive and friendly and prevent any awkwardness.
Lastly, it’s important to be respectful of people’s boundaries. If you’ve asked for an invitation and the answer is no, don’t press the person further by making it seem like they owe you an invitation. Instead, show your respect by letting the conversation end gracefully and looking for other opportunities to socialize and network.