RSVP is an acronym for the French phrase “Répondez s’il vous plaît,” which means “Please respond.” When you receive an invitation to an event, it is customary to RSVP to let the host know whether or not you will be attending. RSVPing is a simple way to show your respect for the host and to help them plan accordingly. In this article, we will provide you with step-by-step instructions on how to RSVP to an invitation.
The first step is to determine the RSVP deadline. This information is usually included in the invitation itself. If you are unable to find the RSVP deadline, you can contact the host directly to inquire. Once you know the deadline, make sure to RSVP by that date. RSVPing late can be seen as rude, and it can make it difficult for the host to plan the event. To RSVP, you can either mail the RSVP card that came with the invitation or you can respond online. If you are responding online, you will typically need to provide your name, contact information, and whether or not you will be attending the event.
Formatting the RSVP Line
Crafting a seamless RSVP line on an invitation is an essential etiquette aspect. Here’s a detailed guide to ensure your guests can easily respond:
1. Placement and Content
Locate the RSVP information promintly on the invitation. Typically, it’s placed at the bottom after the invitation wording. Include the following elements:
Request: Politely request your guests to respond. Use phrases like “Kindly RSVP by [date]” or “Please RSVP by [date].”
| Word Choice | Example |
|---|---|
| RSVP | Kindly RSVP by July 15th |
| Regrets Only | RSVP with regrets only by June 30th |
| Accept or Decline | Please RSVP with your attendance by August 10th |
Contact Method: Specify the method of response, such as:
- Phone: “RSVP by phone at (555) 123-4567”
- Email: “RSVP by email to RSVP@example.com”
- Website: “RSVP online at www.example.com/rsvp”
Deadline: Set a clear deadline for guests to respond, allowing ample time for planning and guest convenience.
2. Style and Wording
Maintain a consistent tone with the invitation’s style. Use formal wording for formal invitations and more casual language for informal invites. Keep it concise, clear, and easily understandable. Avoid unnecessary details or confusing instructions.
For example: “Please RSVP by phone or email no later than June 15th” is clear and straightforward.
Proofread carefully before sending out invitations to ensure accuracy and avoid any errors.
Choosing Language for the RSVP Request
When crafting the RSVP request on your invitation, choosing the appropriate language is crucial. The choice of words should strike a delicate balance between formality, politeness, and clarity. Here are some key considerations:
**1. Formal Language:** If your invitation is formal, such as for a wedding or corporate event, use formal language in the RSVP request as well. Consider phrases like “Kindly RSVP by [date]” or “Please confirm your attendance by [date].”
**2. Informal Language:** For less formal invitations, such as casual gatherings or parties, you can opt for more relaxed wording. Opt for phrases like “Let us know if you can make it by [date]” or “Please RSVP to [email address] or [phone number] by [date].”
**3. Specific Instructions:** If you require specific details like food preferences or guest count, clearly state your request. For example, “Kindly indicate your dietary restrictions in the RSVP” or “Please RSVP with the number of guests attending.”
**4. Deadline:** Always include a clear RSVP deadline to avoid confusion. This helps you plan and manage the event effectively. State the date and time by which guests should respond, such as “RSVP by [date] at [time].”
Here is a table summarizing the key language considerations for different invitation types:
Invitation Type RSVP Language Formal “Kindly RSVP by [date]” Semi-Formal “Please confirm your attendance by [date]” Informal “Let us know if you can make it by [date]” Casual “Please RSVP to [email address] or [phone number] by [date]” Handling Dietary Restrictions
When it comes to dietary restrictions, it’s important to be respectful and accommodating to your guests’ needs. Here are some tips on how to handle dietary restrictions on your RSVP cards:
Ask for specific information
Don’t just ask if guests have any dietary restrictions. Instead, ask for specific information about their needs. This will help you make sure that their meals can be accommodated. For example, you could ask:
- Do you have any allergies or intolerances?
- Are there any specific foods that you can’t eat?
- What kind of diet do you follow? (e.g., vegan, vegetarian, gluten-free)
Offer multiple options
If you’re serving a plated meal, it’s a good idea to offer multiple options to accommodate different dietary needs. For example, you could offer a vegetarian option, a vegan option, and a gluten-free option. You could also provide a table with a variety of side dishes that guests can choose from.
Be flexible
Sometimes, guests may have dietary restrictions that you can’t accommodate. In these cases, it’s important to be flexible and work with them to find a solution. For example, you could offer to bring a dish that meets their needs or let them bring their own food.
Dietary Restriction Possible Accommodation Allergy to nuts Serve nut-free appetizers and desserts. Vegan Offer a vegan main course and dessert. Gluten-free Use gluten-free bread and pasta. Setting the RSVP Deadline
Choosing an appropriate RSVP deadline ensures guests have sufficient time to respond while allowing you to finalize arrangements accordingly. Here are some guidelines to consider:
Formal Events: Allow 6-8 weeks for guests to respond to invitations for formal events such as weddings, black-tie galas, and corporate events.
Semi-Formal Events: Set a deadline of 4-6 weeks for semi-formal events like engagement parties, bridal showers, and business cocktail receptions.
Informal Events: For casual gatherings like birthday parties, potlucks, and informal social events, a deadline of 1-2 weeks is usually sufficient.
Event Type RSVP Deadline Formal Events 6-8 weeks Semi-Formal Events 4-6 weeks Informal Events 1-2 weeks Remember, the RSVP deadline should be reasonable and allow guests ample time to make arrangements. Consider factors such as travel distance, special accommodations, and other commitments that may affect their ability to attend.
Providing Contact Information
Clearly indicate the preferred method of RSVPing by including specific contact information for the host or their designated representative. This information should be easily accessible and prominently displayed on the invitation.
Here are some effective ways to provide contact information:
Method Example RSVP to email@example.com Phone Number RSVP by calling (123) 456-7890 Website RSVP online at www.example.com/rsvp Additional Tips:
- Use specific wording, such as “Please RSVP by” or “Kindly indicate your attendance by,” to emphasize the need for a response.
- Include a deadline for RSVPs to ensure timely planning.
- Consider providing multiple contact options to accommodate guests’ preferences and technological capabilities.
Using an Online RSVP System
Online RSVP systems offer a convenient and efficient way to track guest responses. Here are the steps to use an online RSVP system:
1. Choose an RSVP System: Research and compare different online RSVP systems to find one that meets your needs and budget.
2. Create an Account: Sign up for an account with the chosen RSVP system and provide your event details, including date, time, and location.
3. Customize Your Invitation: Customize the online invitation with your own text, images, and branding.
4. Share the Invitation: Distribute the online invitation via email or social media to your guests.
5. Track Responses: The RSVP system will automatically track guest responses and send notifications to you as they come in.
6. Manage Guest Lists: Online RSVP systems allow you to easily manage your guest lists, export them to different formats, and send reminder emails to non-respondents. Most RSVP systems offer the following features:
- Customizable RSVP Form: Tailor the RSVP form to collect specific information from guests, such as dietary restrictions or +1s.
- Real-Time Guest Tracking: View RSVP statuses and guest details in real-time to stay organized.
- Automated Reminders: Send automated email reminders to guests who have not yet responded.
- Export and Import Options: Easily export guest information into spreadsheets or import it from other sources.
- Integration with Other Services: Connect your RSVP system to other platforms, such as email marketing or CRM software, for seamless data sharing.
By following these steps and utilizing the features of online RSVP systems, you can streamline the RSVP process and ensure a smooth and efficient guest management experience.
Sending Reminders
Once you’ve sent out your RSVP cards, don’t be afraid to follow up with guests who haven’t yet responded. Polling your guests will help you make informed decisions about catering, seating arrangements, and other important details. Here are some tips for sending polite and effective reminders:
- Send a reminder email or text message: Approximately two weeks before the event, send a friendly reminder to guests who haven’t RSVP’d. See Sample 1
- Make it personal: Address guests by name and refer to the specific event you’re reminding them about.
- Provide clear instructions: Remind guests of the RSVP deadline and provide a link or instructions on how to respond.
- Offer assistance: If guests are having trouble RSVP’ing, offer to help them resolve any issues.
- Be respectful: Avoid being overly pushy or demanding. Instead, use a polite and friendly tone.
- Send a second reminder: If you still haven’t received a response from some guests, send a second reminder a few days closer to the event. See Sample 2
- Use a phone call as a last resort: If you’ve exhausted all other options, you may consider calling guests who haven’t RSVP’d to confirm their attendance. However, be sure to do this with caution and only as a last resort.
Tracking RSVPs
Once you’ve sent out your invitations, it’s important to track the RSVPs so you know how many people are coming. There are a few different ways to do this:
Online RSVP
Many online invitation services allow guests to RSVP online. This is a great way to track RSVPs because it’s easy for guests to do and it gives you a real-time view of who’s coming. Some popular online RSVP services include:
- Paperless Post
- Evite
- RSVPify
Email RSVP
If you’re not using an online invitation service, you can ask guests to RSVP via email. This is a good option if you want to keep things simple. However, it can be more difficult to track RSVPs this way because you have to manually enter each one into a spreadsheet or database.
Postal RSVP
You can also ask guests to RSVP by mail. This is a more traditional method, but it can be more time-consuming for both you and your guests. To make it easier, you can include a pre-stamped, self-addressed envelope with each invitation.
Phone RSVP
If you want to get RSVPs quickly, you can ask guests to RSVP by phone. This is a good option if you have a small guest list. However, it can be more difficult to track RSVPs this way because you have to keep track of who you’ve spoken to and who hasn’t RSVPed yet.
Spreadsheet or Database
Once you’ve collected RSVPs, you’ll need to track them in a spreadsheet or database. This will help you keep track of who’s coming and who’s not. You can also use this information to create a seating chart, order food, and send out reminders.
Method Pros Cons Online RSVP Easy for guests to do, real-time view of who’s coming Can be more expensive than other methods Email RSVP Simple and easy to implement More difficult to track RSVPs, guests may not respond promptly Postal RSVP Traditional and elegant Time-consuming, guests may lose or forget to return RSVP Phone RSVP Quick and easy to get RSVPs Difficult to track RSVPs, guests may not be available to answer phone calls Common RSVP Acronyms
Regretfully Declines
RSVP with “Regretfully declines” when you cannot attend an event.
Regrets Only
RSVP with “Regrets Only” if you are only attending if you cannot make other arrangements.
Response Requested
RSVP with “Response Requested” when you need to know how many people will be attending an event.
RSVP
RSVP with “RSVP” to confirm your attendance at an event.
Save the Date
RSVP with “Save the Date” to indicate that you will not be attending an event but would like to be kept informed of any changes.
With Pleasure
RSVP with “With Pleasure” to confirm your attendance at an event.
Yes
RSVP with “Yes” to confirm your attendance at an event.
No
RSVP with “No” to indicate that you cannot attend an event.
Maybe
RSVP with “Maybe” to indicate that you are not sure if you can attend an event.
RSVP Acronym Meaning RSVP Response Requested Yes Confirming attendance No Declining attendance Maybe Unsure of attendance Regretfully Declines Cannot attend Regrets Only Only attending if cannot make other arrangements Following Up after the Event
Once the event has taken place, it’s important to follow up with your guests to thank them for attending and sharing a special moment with you. Expressing your gratitude shows appreciation and makes your guests feel valued.
Here are some ways to follow up after the event:
**1. Send a Thank-You Card:**
A handwritten thank-you note is a personal touch that shows your guests you appreciate their presence.**2. Send a Group Email:**
Send an email to all the guests thanking them for their participation. Include a few highlights from the event, such as special moments or speeches.**3. Post on Social Media:**
Share a message on social media thanking your guests and including photos or videos from the event.**4. Call or Visit Your Guests:**
If you host a smaller event, you may consider calling or visiting your guests personally to thank them.**5. Offer a Small Gift:**
As a token of appreciation, consider offering a small gift to your guests, such as a personalized keychain or photo album.**6. Ask for Feedback:**
Send a survey or email asking for feedback on the event. Use the feedback to improve future events.**7. Share Photos and Videos:**
If you took any photos or videos of the event, share them with your guests so they can relive the memories.**8. Plan a Future Event:**
If the event was successful, consider planning a similar event in the future and invite the same guests.**9. Stay in Touch:**
Keep in touch with your guests through email, social media, or phone calls to maintain the connection you made during the event.**10. Go the Extra Mile:**
To show your utmost gratitude, go the extra mile by doing something unexpected and thoughtful. This could include creating a personalized video message, writing a poem, or arranging a special gift basket. By going above and beyond, you’ll leave a lasting impression and make your guests feel truly appreciated.How to Put RSVP on an Invitation
RSVP stands for “répondez s’il vous plaît,” which translates to “please respond” in French. It is a polite way to request a response from guests so that you can plan for the event accordingly. There are a few different ways to include an RSVP on an invitation, but the most common is to include a line that says “RSVP to [email address or phone number]” at the bottom of the invitation.
You can also include additional information on the RSVP line, such as a deadline for responding or a website where guests can RSVP online. If you are having a formal event, you may want to use a more formal RSVP format, such as “The favor of your reply is requested by [date].”
People Also Ask About How to Put RSVP on an Invitation
How do I choose an RSVP method?
The best RSVP method for your event will depend on the formality of the event and your personal preferences. If you are having a formal event, you may want to use a more formal RSVP format, such as “The favor of your reply is requested by [date].” For less formal events, you can use a more casual RSVP format, such as “Please RSVP to [email address or phone number].”
What should I include on the RSVP line?
At the very least, the RSVP line should include a contact method for guests to respond. This can be an email address, phone number, or website. You can also include additional information on the RSVP line, such as a deadline for responding or a dress code for the event.
How do I track RSVPs?
There are a few different ways to track RSVPs. You can use a spreadsheet to keep track of who has responded and who has not. You can also use an online RSVP system, which will automatically track RSVPs for you. If you are using a paper RSVP, you can ask guests to mail their RSVPs back to you in a self-addressed stamped envelope.
