"How many people are coming?" The venue asks it, the caterer asks it, and a large part of the wedding budget depends on the answer. Overestimate and you pay for empty seats. Underestimate and some guests have nowhere to sit. The solution is RSVP. This article explains how to make it simple for guests and accurate for you.
What is RSVP? #
RSVP comes from a French phrase meaning "please reply". It means the guest tells you whether they will attend or not, and how many are coming with them, before a date you set. With paper invitations this was done with a reply card or a phone call. Today a button inside the digital invitation is enough.
Why isn't an estimate enough? #
- Catering is charged per head: every extra or missing seat has a cost.
- A seating plan needs names, not approximate numbers.
- Plus-ones can double the count without you noticing: one guest on the list may mean four people in the hall.
Three ways to collect RSVPs #
1. Phone calls #
Accurate and personal, but exhausting with a list of two hundred guests or more. It suits senior family members and guests who don't use a smartphone.
2. Replies to a WhatsApp message #
Easy for the guest, but it quickly turns into chaos: replies scattered across many chats that you have to collect by hand.
3. An RSVP button inside the digital invitation #
The guest opens the invitation, taps "I'll attend" or "I can't make it", and chooses the number of people if you allow it. The reply lands in one organised list. This is the easiest method for both sides, especially when each guest has a link in their own name, so you know exactly who replied and who didn't.
How do you get guests to actually reply? #
- Set a deadline about two weeks before the wedding, and state it clearly.
- Make replying a single tap: every extra step reduces the number of replies.
- Send the invitation in the guest's name: a personal message makes them feel their answer matters.
- Follow up with those who haven't replied with a kind message before the deadline.
- Thank those who decline: an early "no" helps you more than it disappoints you.
Ready-made wording for requesting an RSVP #
For the invitation itself:
Kindly confirm your attendance by Thursday, 12 December.
A softer version:
We would be delighted if you could confirm your attendance, so we can prepare to welcome you properly.
For a follow-up message:
Hello Umm Khaled, we hope the invitation reached you. Please confirm your attendance through the link so we can arrange your place.
What about plus-ones? #
This is one of the most sensitive points at Arab weddings. You have two options:
- A fixed number per invitation: you decide that the "Hassan family" invitation is for four people, for example, and the guest simply confirms or declines.
- The guest chooses the number within a maximum you set.
The first is more accurate for weddings with limited seats, and the second suits friends and acquaintances. If the wedding is adults-only, that needs tactful wording: see adults-only wedding invitation wording.
Once the replies are in, what do you do with them? #
- Add a small margin for people who turn up without confirming.
- Plan the tables using the confirmed names.
- Send those attending a reminder two days before the wedding.
On Koroty, every guest who confirmed can receive an entry ticket with a QR code and their table number if you wish, so you know who has arrived at the door.
Setting the reply date #
The deadline drives the whole count. How to choose a wedding RSVP deadline works back from your caterer's final number, with wording for the deadline line.
The bottom line #
RSVP is not an administrative detail. It protects your budget and makes welcoming your guests orderly. Make replying a single tap, set a clear deadline, and follow up with those who haven't answered. See how to send the invitation in each guest's name, or start your invitation for free and follow the replies from one dashboard.
Frequently asked questions #
What does RSVP mean on a wedding invitation? #
It stands for a French phrase meaning "please reply". It asks guests to tell you whether they will attend, and how many people are coming, by a date you set. More in what RSVP means.
How much extra should I allow on top of confirmed guests? #
There is no fixed percentage; it varies between families and cities. Look at recent weddings in your own family for how many came without replying or cancelled late, and ask the venue for a small margin rather than over-booking.
What do I do about guests who haven't replied? #
Send them a short message by name a few days before the deadline, and call older relatives. Anyone who still hasn't replied goes in your reserve count, not the confirmed one.
Should I set the number of seats on each invitation? #
For weddings with limited seats, yes: write the party size on the invitation so guests only confirm or decline. For larger celebrations you can let guests choose a number up to a limit you set.
When do I give the venue the final count? #
After the RSVP deadline and after following up with anyone who hasn't replied, on the date your venue contract sets. That contract date matters most, so plan the RSVP deadline backwards from it.
