Wedding guest list: the template, the method and RSVP tracking
The guest list decides the venue, the budget and the catering. Here's a template with the right columns, a method to build it without arguments, and how to track replies.
Which columns belong in a wedding guest list?
One row per household, with the number of people, the side (partner 1, partner 2, both), the circle and contact details. Then add reply columns: attending, meal, accommodation.
| Column | Example | What it's for |
|---|---|---|
| Household | The Smiths | One invitation per household |
| Adults / kids | 2 / 1 | Catering and seating |
| Side | Partner 1 | Balancing both families |
| Circle | Close family | Deciding if you need to trim |
| Contact | phone or email | Sending the link |
| Attending | Yes / No / Maybe | The final count |
| Meal | Meat, Fish, Veggie | The caterer's order |
| Accommodation | Yes / No | Room blocks |
How do you build the list as a couple?
In circles, from closest to furthest: close family, close friends, wider family, friends, colleagues, plus-ones. Each of you fills in your side, then you compare.
Set a realistic cap first (based on budget and venue), then fill the circles in order until you reach it. That's easier than starting from a list that's too long and crossing names out.
How do you trim a list that's too long?
Agree on shared rules rather than judging name by name. Rules apply to everyone, which avoids hurt feelings.
- Plus-ones only for couples, or for everyone, but decide once
- Kids: all, none, or close family only
- Colleagues: only those you see outside work
- A B list: people you invite if A-list guests decline early
How do you track RSVPs without a spreadsheet?
Add your list to an online invitation and limit the link to your list: each household has a personal link, and the "attending" column fills itself in. Meal and accommodation questions fill the others.
With Big event (€29.90 once, up to 500 guests), you get ten questions and Excel/CSV export for the caterer. Details in the digital wedding invitation.
How many guests should you expect to drop out?
There's no reliable percentage: it depends on distance, date and your guests. The safest approach is to ask for a firm reply before a deadline and chase anyone who hasn't answered.
We explain how to estimate and reduce no-shows in guest no-shows, and how to chase replies in chasing RSVPs.
How do you handle kids and plus-ones on the list?
Agree on one rule before you send anything, and apply it to everyone. Case-by-case exceptions are what cause tension.
On the invitation, the rule becomes a setting: the maximum number of plus-ones per guest. Set it to zero for a single guest, one for a couple, more for a family with kids. Say the rule in the message too ("we're having an adults-only wedding, thank you for understanding") so it's clear before anyone replies.
Couples who live together are usually invited as a unit, even if you only know one of them: naming both on the invitation removes any doubt about who is welcome.
How do you keep the list tidy until the big day?
Keep one source of truth. Once replies start, update the online invitation rather than a separate spreadsheet, and export when you need a fresh copy for the caterer or seating plan.
When someone answers in person, enter it in the dashboard straight away. Remember that on Invitotte the event and replies are deleted 12 months after the date, so keep an export if you want the list afterwards.
Frequently asked questions
One row per person or per household?
Per household for sending, with the number of adults and kids. On Invitotte, that's what plus-ones are for: one guest replies for their household.
When should the list be final?
Before booking the venue and caterer, since it sets the size. It can still move afterwards with the B list.
Do we have to invite colleagues?
There's no rule. One shared rule (only those you see outside work) avoids awkwardness.
Is my guest data kept?
On Invitotte, the event and its replies are deleted automatically 12 months after its date. Export the list first if you want to keep it.