When planning an event, sending out invitations is just the beginning. To ensure a successful event, you also need to receive RSVPs. However, asking for RSVPs can be a daunting task, especially if you are not sure how to ask for them politely and effectively. In this post, we will provide you with tips on how to ask for RSVP in an email.
Why are RSVPs important?
The acronym RSVP stands for “répondez s’il vous plaît,” which means “please respond” in French. In the context of event planning, RSVP is an important step in determining the number of guests that will attend your event. Knowing the number of attendees will help you plan the event, including catering, seating arrangements, and other logistics. Failing to receive RSVPs can put you in a difficult position as you may end up over or underestimating the number of guests attending your event.
How to ask for RSVP in an email
Asking for RSVP in an email can be tricky since you want to make sure you come off polite. Here are some tips to help you ask for RSVPs effectively:
1. Be clear on what you are requesting
In your email, make sure to state clearly what you are requesting from your guests. Keep in mind that your guests may not know what RSVP means, so it’s essential to explain what you mean by RSVP. You can include a brief statement like “Please let us know whether you will be attending the event” or “Kindly respond with your attendance status.”
2. Provide a specific deadline
Setting a deadline is a good way of ensuring that you get RSVPs in good time. In your email, be sure to specify a deadline for responding so that your guests can plan accordingly. Make the deadline at least a week before the event so that you can have enough time to finalize the preparations.
3. Use a clear subject line
Your email subject line should be clear and concise and communicate the purpose of the email. This will help your guests to prioritize responding to your email. A subject line like “Please RSVP for [Event Name]” or “RSVP Request for [Event Name]” can work well.
4. Be polite and friendly
Your email should come off as polite and friendly, not demanding or rude. Thank your guests for considering attending the event, and express your excitement about their attendance. You can also add a personal touch to the email by addressing your guests by name. Add a complimentary closing, such as “We look forward to seeing you at the event” or “Thank you for your consideration. We hope you can make it.”
5. Make it easy for guests to respond
Make it easy for guests to respond to your email. You can include a simple RSVP form or provide a link to a Google Form or other online survey tools. Make sure the process of responding requires minimal effort.
Conclusion
Asking for RSVP in an email can be a challenge, but it’s a vital step in planning a successful event. By following the tips outlined above, you can ask for RSVPs politely and effectively. Remember, the key is to be clear on what you are requesting, provide a specific deadline, use a clear subject line, be polite and friendly, and make it easy for guests to respond.
FAQ
How do you politely ask for an RSVP?
Whether you are planning a wedding, a corporate event or a birthday party, it is important to have an accurate headcount to ensure everything runs smoothly. But what do you do when guests fail to RSVP? How can you politely ask them to respond without sounding pushy or rude? Here are some tips to help you ask for RSVPs in a polite and effective way.
1. Give a Reason
When reaching out to guests, it is important to give a reason why you need them to RSVP. For example, you may need to confirm the final headcount for catering, seating or other logistics. Let guests know that their response is important so you can make any necessary adjustments.
2. Be Clear and Direct
When reaching out to guests, be clear and direct in your message. State what you are asking for and when you need a response. For example, you could say something like, “I am following up on your RSVP for our wedding. We need a final headcount by next Monday, so please let me know if you are attending by Friday.”
3. Use Friendly Language
When asking for an RSVP, use friendly and polite language that makes your guests feel comfortable responding. Avoid using language that implies you are angry or frustrated, even if you are. For example, instead of saying, “Why haven’t you responded to my RSVP yet?” try saying, “I wanted to follow up on your RSVP to see if you had any questions or concerns.”
4. Provide Multiple RSVP Options
Make it easy for your guests to RSVP by providing multiple options. You could give them the choice of sending an email, making a phone call or filling out an online form. Provide clear instructions on how to RSVP and any necessary information, such as a deadline for response or how many guests are allowed to attend.
5. Follow Up
If you have not received a response from a guest after reaching out once or twice, it is appropriate to follow up. Send a friendly reminder email or give them a call to see if they have made a decision yet. Remember that guests may forget or procrastinate, so be patient and understanding.
Asking for RSVPs is an important part of event planning, but it doesn’t have to be stressful or awkward. By giving a reason, being clear and direct, using friendly language, providing multiple RSVP options, and following up appropriately, you can politely ask for RSVPs and ensure that your event runs smoothly.
Is it correct to say please RSVP?
When it comes to events or gatherings, it is common practice to send out invitations in advance to ensure that your guests are able to make plans to attend. One important aspect of invitations is to request that the invitees reply with their intentions to attend. This request is generally made by using the term RSVP, which stands for répondez s’il vous plaît, which means “Please respond”. The phrase RSVP was created in French and has been widely used in English since the mid-19th century.
However, it is important to note that when writing out an invitation, it is not necessary to use the term “please” when requesting an RSVP. This is because the term RSVP already includes the request to respond, indicating that the invitee should let you know whether or not they will be attending the event. Therefore, using the phrase “please RSVP” is actually considered redundant and unnecessary.
In addition to being redundant, another reason to avoid using “please RSVP” is that it can make the message sound less professional. When sending out an invitation to a formal event, such as a wedding or a corporate function, the wording and phrasing of the invitation can set the tone for the entire event. Using overly casual language or making mistakes in proper etiquette can be off-putting to guests and may undermine the success of the event.
When sending out an invitation, it is best to skip the phrase “please RSVP”. Instead, simply use the term RSVP in the invitation and make sure to provide clear and concise instructions on how to reply. This will not only help to avoid redundancy but also ensure that your invitation is clear and professional, setting the right tone for your event.
What can I say instead of RSVP?
If you are sending out invitations for an event, you might be wondering what to include in the RSVP section. While the traditional phrase “RSVP” is commonly used, there are other options available that can convey the same message. If you are looking for alternatives to “RSVP,” consider using phrases such as “Please respond,” “Kindly let us know,” or “We kindly request your response.” “Please let us know as soon as possible” and “Your response is appreciated” are additional examples of wording that can be used in place of “RSVP.” Another option is to use the French phrase “répondez s’il vous plaît” (which translates to “respond if you please”), or the initialism “RRSP” (which stands for “Répondez, s’il vous plaît” in French).
When choosing the wording for your invitations, consider the tone of your event and your own personal style. A more formal event might call for a more traditional phrase like “RSVP,” while a casual gathering might be better suited to a more relaxed request. Remember that the wording you choose should be clear and easy to understand, so that your guests know exactly what is expected of them. By providing clear instructions and options for responding, you can ensure that your guests will be able to RSVP in a timely and appropriate manner.
How do I tell someone to RSVP online?
If you’re hosting an event and want to have an accurate headcount of the attendees, sending out invitations with an RSVP option is a common practice. The good news is that you can now easily create and manage electronic RSVPs, saving yourself a lot of hassle, and even better, it’s eco-friendly!
When sending invitations, make sure to include all the important details related to the event like the date, time, location, and responding instructions. As for the RSVP request, there are various ways to ask for it. Here are some suggested ways to encourage your guests to RSVP online:
– RSVP by the Twentieth of June.
– The favor of a reply is requested by June 20th.
– Please respond by June 20th.
– Kindly reply by June 20th.
– Your reply is requested by June 20th.
You can send these instructions alongside your invitation or follow up with a reminder email to those who haven’t responded yet.
It’s also important to provide clear and straightforward instructions on how to RSVP online. There are numerous tools and platforms that offer online RSVP services, such as Google Forms, Eventbrite, and Evite. When choosing a service, make sure it suits your needs and is user-friendly enough for your guests. You can either link the RSVP form or email it directly to the invitees.
Lastly, it’s always a good idea to follow up with your guests, especially those who have not responded. A gentle reminder through email or phone will give them a nudge to RSVP and give you better insight into how many people to expect at your event.
So, by following these steps and suggestions, you can efficiently communicate the importance of RSVPing and ensure that your event planning goes smoothly.
