How to track wedding invitations and RSVPs

What to record for each invitation

• Who is on the invitation, name by name
• Email or phone number
• Whether a save the date and invitation went out
• Their reply, and how many are coming
• Dietary needs and allergies
• Their table, once you know it

Keep replies in one place

Replies arrive by message, email, phone and in person. Whichever way they come, enter them in the same list straight away, and ask one person to be in charge of it.

An online RSVP form saves you most of this work, because guests give the answers in the same format. Include their full name, so you can match each reply to its invitation.

A simple timeline

1. At least six to eight weeks before: invitations should be out by now. Many couples send them earlier, especially for a destination wedding.
2. A week before your deadline: remind everyone who hasn't replied.
3. On the deadline: call or message those who are left.
4. After that: confirm final numbers with your venue and caterer.

These are common starting points. Your venue's deadline for final numbers comes first, so count back from that date.

How to chase without being awkward

Keep it short and friendly: "We're confirming numbers with the caterer this week. Will you be able to join us?" A personal message usually works better than a group one.

Common questions

What is the best way to track RSVPs?

One shared list grouped by invitation. A spreadsheet can do it, and a planner adds totals, seating and reminders.

What should we do about guests who never reply?

Contact them directly by the deadline. If you still hear nothing, tell them you'll need an answer by a certain date, and check with a close relative if needed.

How do we track guests who reply for several people?

Give each invitation one row or group, with each person listed, and mark who is really coming.