Wedding RSVP checklist

Before you send invitations

• List every function. Write its date, start time, location and who is invited. Use month names, such as 19 June 2027, to avoid day/month confusion.
• Make one household record. Use a stable household ID and one contact. Agree named invitations, children and any permitted additional guests before asking for replies.
• Work backwards from supplier deadlines. Ask when final numbers are required, then set your reply deadline early enough to follow up and check the count. There is no single deadline that suits every wedding.
• Check the invitation. Include the relevant functions, clear reply instructions and a contact for questions. Ask a helper to read it before sharing each household’s invitation.

When replies arrive

• Record each function separately. Keep “not replied” distinct from “declined”. A partial answer needs a follow-up; it is not a complete household reply.
• Check the numbers. Compare confirmed attendance with invitations and venue capacity. Resolve unexpected additional guests before ordering or promising a place.
• Track changes once. Update the existing answer rather than adding the same household again. Note when you last checked and tell the relevant supplier about agreed changes.

This is four unique people and ten attendances across the functions. Give each supplier the number for its function. Adding the rows together does not create a wedding guest count.

A polite reminder you can adapt

Hi [name], we’re finalising the plans for [celebration]. Could you confirm who is coming to [functions] by [day, month and date]? Please use your invitation link or reply to [contact]. If your plans have changed, just let us know. Thank you!

Send this only to people whose answer is still needed. Share a household’s private invitation with the intended recipient; use this public guide when sharing general advice.

Example final-count schedule

If a supplier needs numbers on 10 June, you might request replies by 3 June, follow up on 4 June and reconcile changes on 8 June. Confirm your own supplier’s dates and leave enough time for your guests. Keep a dated copy of the final count and a contact for event-day changes.