Organizing any event can be a daunting task, but when it comes to your wedding, you want everything to be perfect. You have carefully planned every detail, from the invitations to the venue and the menu. But there’s one thing that can be tricky to manage: the RSVPs. Sending out invitations is one thing, but tracking down all the responses can be a headache. Even after setting a deadline, there are always a few people who forget or procrastinate. So, what is a nice way to remind people to RSVP? In this blog post, we will guide you through some tips and tricks to get your guests to RSVP in a timely, polite manner.
Why is it important to have RSVPs?
Before we dive into the different ways you can remind people to RSVP, let’s first understand why it is important to have them in the first place. An RSVP is a way for you to know exactly who is coming to your wedding. This information is essential for several reasons, such as:
- Determining the right amount of food and drinks to order for your guests
- Making sure there are enough seats and tables at the venue
- Arranging transportation, accommodations, and other logistics
- Preparing the seating chart and place cards
- Assessing your budget and expenses
Without an accurate headcount, it can be challenging to plan and execute your wedding successfully. That’s why it’s crucial to get your guests to RSVP as soon as possible.
When should you send out your invitations?
The timing of your invitations can affect how quickly your guests will RSVP. Typically, wedding invitations should be sent out at least six to eight weeks before the wedding date. This gives your guests enough time to plan and respond. Of course, if you are having a destination wedding, it’s best to send out invitations even earlier, about three to four months in advance. If you are having a small wedding with mostly local guests, you can afford to send out your invitations closer to the wedding date, but not less than four weeks in advance.
What should you include in your invitations?
Sending out clear and concise invitations can help increase the chances of getting your guests to RSVP. Here are some tips on what to include in your invitations:
- The date, time, and location of the wedding
- Instructions on how to RSVP (e.g., online, phone, or email)
- The RSVP deadline
- A self-addressed and stamped envelope, if you prefer guests to mail their RSVPs
- The dress code and any other important details (e.g., if the wedding is outdoor or if there are any dietary restrictions)
- A personal note or message to your guests to express how much you look forward to their presence
How to remind guests to RSVP in a nice way?
Now, let’s get to the meat of the issue – how to remind your guests to RSVP in a polite, friendly manner. Here are some tips:
1. Follow up with a phone call or text message
If you haven’t received an RSVP from a guest after the deadline, don’t assume they won’t come. A friendly phone call or text message can remind them to respond and save them the trouble of mailing a response card. You can start by saying something like, “Hey, we just wanted to check if you received our wedding invitation and if you could let us know if you can attend or not.” Be sure to thank them in advance and let them know that you understand if they can’t make it.
2. Send reminder emails
A few weeks before the RSVP deadline, you can send out a friendly reminder email to your guests who haven’t responded yet. You can save a template message and personalize it for each guest, thanking them for being a part of your special day and reminding them to RSVP by the deadline. Keep your tone casual and upbeat and let them know how excited you are to see them.
3. Create a sense of urgency
If the RSVP deadline is approaching and you still have a lot of outstanding responses, you can create a sense of urgency by letting your guests know that you need to finalize some details with the vendors soon. You can say something like, “We’re so excited for our wedding day, but we need your help! We’re finalizing our dinner menu, and we need to know how many guests to expect. Please RSVP by [date] so we can give the caterer a final headcount.”
4. Utilize social media
If you have a wedding website or social media page, you can post reminders about the RSVP deadline. You can share pictures and updates about your wedding preparations and encourage your guests to RSVP if they haven’t done so yet. You can also send personalized messages to your guests who have added themselves to the “interested” or “maybe” list.
5. Be gracious and understanding
Keep in mind that your guests lead busy lives and may have legitimate reasons for not being able to attend your wedding. Even if some guests fail to RSVP, try to remain gracious and understanding. Respond to every RSVP you receive, and thank your guests for taking the time to let you know if they are coming or not. Remember, your wedding is about celebrating love, family, and friends, not stressing over the number of attendees.
Conclusion
RSVPs can be a tricky aspect of wedding planning, but with the right approach, you can get your guests to respond in a timely, polite manner. Be sure to send clear and concise invitations, follow up with friendly reminders, and create a sense of urgency when necessary. Above all, maintain a friendly and understanding tone with your guests, and remember that your wedding day is a celebration of love and happiness. With these tips, you can ensure that your wedding planning process runs smoothly and that your wedding day is everything you’ve dreamed of.
FAQ
How do you politely remind someone to RSVP?
RSVP is an important aspect of event planning that allows the host to know how many guests will be attending the event. However, despite sending out the invitations, it is common to have guests who forget to RSVP, which can create a lot of stress and inconvenience for the host. In such situations, sending a polite reminder can help ensure that guests respond in a timely manner.
When it comes to reminding someone to RSVP, it is important to remember that etiquette and politeness are key. The last thing you want is to come off as pushy or rude, especially if the person you are contacting is someone you value or is a guest you are excited to have at your event.
The first step to consider when politely reminding someone to RSVP is to ensure that you have given them an ample amount of time to respond to the invitation. Make sure that the expiration date for the RSVP is clearly indicated on the invitation, preferably about two to three weeks before the event. This will give guests enough time to check their schedules and confirm their attendance.
As the RSVP deadline approaches, send a polite reminder email or message. This email should be friendly and casual, expressing your excitement to have the recipient attend the event and politely reminding them about the RSVP deadline. Use a tone that is upbeat and cheerful, as it is more likely to get a response.
An example of a polite reminder email for an RSVP might look like this:
“Hey there, we’re just a few weeks away from the big event, and we hope you’re excited as we are! We noticed we haven’t received your RSVP yet, and we wanted to reach out to you one last time and make sure everything is okay. We would love to have you there, but we need to know for sure. If you could kindly respond to let us know whether you’ll be able to make it, we would really appreciate it. Thank you so much and we hope to see you there!”
In addition to a polite email, you may also consider making a phone call to the guest you’re reminding. This will provide them with an opportunity to give you an immediate response if they’re not comfortable with responding through email. When making the call, make sure to reiterate the details of the event and the RSVP deadline, and do not come across as impatient or angry.
Reminding someone to RSVP can be done in a polite manner that expresses your enthusiasm without being pushy or aggressive. With a friendly reminder that is gentle, warm, and respectful, you can get the response you need from your guests without causing any hurt feelings or awkwardness.
How do you ask for RSVP in a message?
When organizing an event, one of the most important steps is to request an RSVP from your guests. The process of RSVP allows the host to better plan the event and ensure that everything is in order for the number of attendees who will be there. Not only does an RSVP help the host in organizing, but it also helps the guest to know that their attendance has been confirmed, and that the host is expecting them.
When asking for an RSVP in a message, it’s essential to be polite and clear. You should start by greeting the recipient and mentioning the type of event, date, and venue. Then, let them know that you are still waiting for their RSVP response so that you can finalize the details for the event.
It’s also a good idea to mention why it’s important to hear back from them, for example, to ensure that the right amount of food or drinks is ordered, chairs and tables, or party favors. It can be helpful to include a deadline for response so that the recipient knows how soon they need to reply.
Here’s an example of how to ask for an RSVP in a message:
“Hi (Recipient’s name), I hope this message finds you well. I recently sent an invitation to you for the (event name) that’s taking place on (insert date) at (venue). I am writing to follow up and check whether you received the invitation, and if you have any questions. I’m wondering whether you can provide me with an RSVP to confirm your attendance. I’m finalizing details for the event, and your response will help me ensure that everything is in order.
It would be great if you could let me know by (insert a specific date and time) whether you can attend or not. Thank you very much, and I look forward to hearing from you soon. If you have any questions, please don’t hesitate to contact me. Best regards.”
Remember to be polite and courteous, and don’t forget to thank the recipient for responding. This way, you can get a more accurate headcount for your event and make sure that everything is ready for when the guests arrive.
How do I tell guests to RSVP online?
When planning an event, you may want to include an RSVP request on your invitations. Traditionally, RSVP requests have been done through mail or phone calls. However, with the prevalence of technology, it has become increasingly popular to request RSVPs online. Not only does it save time and effort for both the host and the guests, but it is also more environmentally friendly.
To tell guests to RSVP online, you can include instructions on your invitation. One way to do this is to state the desired RSVP date, along with a note about how to RSVP. There are a few ways you can phrase the desired RSVP date, including:
– “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.”
After stating the desired RSVP date, you can provide instructions on how to RSVP online. This can be done either through a website, email, or a mobile app. Make sure to include any necessary login information, such as a username or password, along with clear instructions on how to complete the RSVP process.
It is also important to make the RSVP process as user-friendly as possible. Provide clear instructions on how to navigate the online system, and make sure the website or app is easy to use. If there are any potential issues or questions guests may have, provide a help or FAQ section to guide them through the process.
Finally, don’t forget to send reminders close to the RSVP deadline. This can be done through email or text message, reminding guests of the upcoming deadline and providing instructions on how to RSVP online.
Telling guests to RSVP online is becoming increasingly popular and can be done in a variety of ways. By including clear instructions on the invitation, providing a user-friendly system, and sending reminders, you can ensure that your guests RSVP in a timely and effective manner.
How do I set up a digital RSVP?
If you are organizing an event, collecting RSVPs can be a time-consuming and challenging task. However, with the availability of technology, you can easily set up a digital RSVP form through various online platforms. This not only saves time but also makes it easier for guests to RSVP without having to go through the hassle of sending in their replies through traditional channels, such as email or phone calls.
One of the most straightforward and efficient ways to set up a digital RSVP is by using Google Forms. It is free, user-friendly, and provides a wide range of customization options to suit your specific needs. Here are the steps you can follow to set up your digital RSVP using Google Forms:
Step 1: Open Google Forms
Start by logging in to your Google account and opening Google Forms. If you do not have an account, you can easily create one for free.
Step 2: Select a free RSVP online template
To make it easier for you to set up your RSVP form, select a free template from the available options. This will provide you with a pre-designed form that you can customize according to your preferences.
Step 3: Add your questions and answers
Add the questions that you want to ask your guests, such as their name, email address, phone number, meal preference, and any other information that is relevant to your event.
Step 4: Customize the RSVP form to your liking
You can now customize your RSVP form by changing the font, color scheme, and layout according to your preferences. This will make your form more visually appealing and engaging for your guests.
Step 5: Configure the form settings
You can now configure various form settings, such as allowing respondents to edit their responses, restricting responses to one per person, and enabling notifications to be sent to your email every time someone responds.
Step 6: Send out an RSVP link
Once you have set up your RSVP form, you can easily send out the link to your guests through email or social media platforms. You can also embed the form onto your website or blog to make it more accessible to your target audience.
With these simple steps, you can now start collecting digital RSVPs for your event. Google Forms is just one of the many online platforms available that can help you set up your digital RSVP form. Other popular options include Evite, RSVPify, and Paperless Post. Choose the one that best suits your needs, and streamline your event planning process today.