The value of RSVPs for event creators can be tremendous. An acronym derived from the French term “répondez s’il vous plait,” which translates in English to “please answer,” RSVPs are crucial to estimating head counts for events, which helps event planners determine the budget, venue size, and more.

Crafting an effective RSVP email template to tailor for encouraging replies and confirming attendance will save you time, money, and stress. These emails should form part of your marketing strategy and can later help you collect valuable data to evaluate your event’s success and uptake.

Wording to request an RSVP from potential attendees

When sending out event invitations, be sure to highlight the RSVP cutoff date for the event. While the ideal response time may vary depending on the nature and size of the event, two to three weeks is generally a good time frame for getting a head count, particularly if dealing with seating charts or hiring a catering service. Avoid demanding that your guests respond on an overly tight deadline, as this might dissuade some people from answering at all.

You can adapt the following phrasing options with your deadline:

Pro tip

Streamline your event admin by setting up an email inbox reserved exclusively for RSVPs. By creating a separate RSVP inbox, you’ll be able to collate responses efficiently. When appropriate, you can also generate an automated reply to confirm receipt. Hyperlink this RSVP email address within invitations to make the process easy for potential attendees.

How to write an RSVP email to encourage responses

Make the response process as straightforward as possible for potential guests by providing them with a template to use when RSVPing. Remain consistent with the same style and tone that you’ve set in your RSVP invitation email, and include the following:

Pro tip

If your event includes catering or other food services, ask guests to note food allergies and other dietary requirements, such as adherence to a vegetarian or vegan diet or religious restrictions. When confirming receipt, assure your guests that you will accommodate their needs to the best of your ability.

Looking for more guidance? Discover more about email best practices for event marketing.

How to write an RSVP email subject line to encourage responses

Encourage replies by using an engaging subject line. This sparks excitement around the upcoming event. Getting creative with your subject lines will help set the tone you’re aiming for with your event. Informal language and casual turns of phrase may help guests relax and prepare for a laidback, dress-down event. On the other end of the spectrum, formal language may set the mood for an elegant black-tie or white-tie affair. Finally, references to specific event activities – such as dancing or music – help attendees remember the centrepiece of your event and why they should look forward to attending.

Something as simple as having RSVP email templates can be effective in your overarching event content marketing strategy.

Examples of options for subject lines you might consider include the following:

Pro tip

Before sending out your RSVP emails, take a look at some of our subject line do’s and don’ts.

RSVP email sample for confirming attendance

A robust RSVP confirmation email template will serve many purposes for an event creator. In addition to helping out with plans and event marketing, it provides an opportunity to survey invitees who can’t or won’t attend for reasons why. This gives the creator useful data for planning the logistics for the next event. A good email template for an RSVP confirmation might look like this:

Subject: RSVP for [event name]

Dear [guest name],

Thanks for your response to our invitation. We look forward to welcoming you to [event name]. We are so pleased to confirm that you and [insert name of plus one, if one has been confirmed for the event] will be joining us on [date] at [location]. We have also noted [dietary requirements, preferences, and food allergies, if any].

The itinerary for [event name] will include [activities] at [time]. The dress code will be [provide dress code details here]. Don’t forget to bring [any items necessary for activities on the event agenda]. Parking and public transport guidance have been included below.

If anything changes with regard to your ability to attend, please let us know. Otherwise, we will be excited to see you at [event].

Thank you again for your response.

Sincerely,

[Your name]

Use an event management platform to track RSVPs

An event management platform helps event creators keep track of their administrative needs when getting ready to host. At Eventbrite, we provide users with a multipurpose dashboard that helps them manage emails regarding upcoming events. Using the dashboard, creators can see the status of all invitees and RSVPs. The dashboard even includes a function that allows users to resend invites to potential guests who haven’t yet provided an RSVP – all it takes is the click of a button.

The dashboard also has the option to import contacts and addresses from your preferred channel of communication. Manually add new addresses, schedule emails ahead of time, and easily copy existing invitations. By using these tools, you can enjoy the comfort of your default email settings while leveraging the convenience of the Eventbrite dashboard.

Explore the myriad ways that an event management platform like Eventbrite can help you consistently knock your events out of the park, no matter the size or type.

Watch the RSVPs roll in

Now you’re armed with some tips and tricks for how to write an email template to confirm RSVPs and attendance, you should be feeling confident and ready to throw the event of the year.

We hope our RSVP email sample helps you craft your own. If you’re a busy event creator looking for a way to keep track of everything before hosting an event, consider using the wealth of tools available on Eventbrite. Give the platform a try before your next event rolls around, and get ready for a flood of RSVPs to hit your new inbox.