RSVP Timeline: What to Do and When

Getting the right number of guests on the day starts with a solid RSVP timeline. A clear plan helps you avoid last‑minute panic, lets vendors know the headcount, and keeps your budget on track. Below is a simple step‑by‑step schedule you can follow, no matter how big or small your wedding is.

12–10 Weeks Before the Wedding: Send the Invites

After you finalize the guest list, send out the invitations. Give people at least ten weeks to respond. Most couples find that a ten‑week window allows guests to check calendars, book travel, and ask any questions they have.

Include a clear RSVP deadline on the invite—usually three weeks before the big day. Mention how you want replies (online form, email, or card) and provide a convenient address or link.

8–6 Weeks Before: First Reminder

If you haven’t heard back from a guest by the eight‑week mark, send a gentle reminder. A short email or text works better than a phone call for most people. Keep the tone friendly: "Just checking if you’re still able to join us. Let us know so we can finalize numbers. Thanks!"

Use a spreadsheet or a free RSVP tool to track who’s responded, who’s pending, and any special meal requests. This is the time to start finalizing menu choices and seating plans.

4–3 Weeks Before: Second Reminder & Final Count

At the four‑week point, send a final reminder to anyone who’s still silent. Let them know the deadline is coming up and that you need a firm answer for catering and venue logistics.

Once the deadline passes, lock in your headcount. Notify your caterer, florist, and venue of the final numbers. If you’ve got a few unconfirmed guests, consider a small buffer (5‑10% of the total) for unexpected arrivals.

2 Weeks Before: Confirm Details

Reach out to guests who have responded “yes” and ask for any missing information—like dietary restrictions or transportation needs. Send a short email with a checklist: "Please let us know if you need a ride, have any food allergies, or plan to bring a +1."

This is also a good time to share a simple itinerary with your guests so they know when to arrive, where to park, and what to expect.

Day Before & Day Of: Last‑Minute Touches

If a guest calls in the last minute, try to accommodate them if you have space. Otherwise, politely explain that you’ve reached capacity. On the day of the wedding, have a printed RSVP list at the welcome table so your coordinator can check guests off as they arrive.

Having a clear timeline means you won’t be scrambling for numbers at the last second. It also shows your guests that you’re organized, which makes the whole experience smoother for everyone.

Follow this timeline, adjust it to fit your own schedule, and you’ll have the RSVP process under control. Happy planning!