Wedding Guest List and RSVP

Who this is for

Every guest, and whether they are coming. One row per household or party with how many it covers, day or evening, the reply when it arrives, dietary needs, the table they sit at and a tick when a gift is received — heads counted as you go.

Couples and whoever is helping them keep the list — the person who will be asked for a final number by the venue and wants it to be right.

What this helps you track

• Who has been invited, for the day or the evening, and how many each invitation covers
• Who has replied, who has said no and who is still to answer
• How many heads are actually coming, which is the number the caterer needs
• Dietary needs, table numbers and which gifts have arrived, in one place

How to use it

1. Write the couple, the date and the date you asked for replies by at the top.
2. Add one row per invitation — a couple or family on one row with the number of people in the party — and choose day or evening.
3. Tick invited when the invitation has gone. Leave the reply at awaiting until it comes back, then set it to yes or no.
4. When a yes arrives, write any dietary needs in the same row. Table numbers can be filled in later, once the plan is settled.
5. The coming and replied columns and the summary are worked out in the browser and the workbook; on paper, count the yes rows and add up the party sizes.
6. Tick gift when one is received so the thank-you notes can be written from the list.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Should each guest have a row, or each household?

Either works; the party-of column is there so a family of four can be one row. One row per invitation is usually quicker to keep, and the heads-coming figure is the same both ways.

How is heads coming worked out?

The party size of every row whose reply is yes, added up. A row still awaiting a reply is not counted, and neither is a no, so the figure is the number you can actually give the venue.

What about children?

Include them in the party size if they are coming, and note in the dietary column if a child's meal is wanted. The catering numbers and dietary list turns this into the per-sitting figures a caterer will ask for.

Can the list run to more than one page?

Yes. The printed version has a second page of the same table, and the browser and workbook versions take as many rows as you add.