RSVP Reminder Email Sample: How to Write a Polite Reminder Email

Are you fretting over how to remind your guests about the upcoming event and request them to confirm their attendance with an RSVP? Look no further! We have compiled a comprehensive list of the best RSVP reminder email samples that you can use as is or edit as needed to suit your unique requirements.

With the event looming close, sending a friendly reminder email can spark interest among your guests and create a sense of anticipation for the occasion. But writing a gentle nudge reminder can be tricky. You don’t want to sound pushy but at the same time, you want to convey the importance of confirming their attendance.

These RSVP reminder email samples aim to strike the right balance between being polite yet persuasive. You can find various examples ranging from formal to informal that cater to different types of events and audiences.

So whether you’re organizing a corporate event, a social gathering, or a wedding, fret not! Our RSVP reminder email sample guide has got you covered. Read on to explore the examples, and take your event planning game to the next level!

The Best Structure for RSVP Reminder Emails

Sending out reminders for RSVPs can be a tricky task, as you want to strike the right balance between politeness and urgency. To ensure that your reminder emails are effective, it is important to structure them in a clear and concise manner that makes it easy for the recipient to respond promptly. In this article, we explore the best structure for RSVP reminder emails and provide a sample template that you can use.

Opening Paragraph:
The opening paragraph of your RSVP reminder email should be short and to the point. Start by thanking the recipient for their interest in the event, then remind them of the date and time of the event. Emphasize that you are looking forward to having them there and that their presence is important to the success of the event. Be sure to include a link to the original invitation so that they can easily refresh their memory about the event details.

Hello [recipient name],

Thank you for your interest in attending our upcoming event! We are excited to have you there and are looking forward to spending time with you. Just a quick reminder that the event is taking place on [date] at [time], and we would love to have you join us. You can find all the details about the event in the original invitation, which you can access here [insert link to invitation].

Body Paragraph:
The body of your RSVP reminder email should focus on the reasons why the recipient should attend the event. Highlight the value that they will derive from attending the event and the experiences that they can gain. You can also include any updates about the event, such as new speakers or performers, to pique their interest.

As a reminder, attending the event provides a great opportunity to network with other professionals in your field, gain new insights about the industry, and have fun while doing so. We have also recently added a new keynote speaker to the lineup, [insert name], who will be sharing some exciting insights about [topic].

Call-to-Action Paragraph:
The call-to-action paragraph is perhaps the most important section of your RSVP reminder email. This is where you want to clearly and succinctly request that the recipient RSVP to the event. Make it easy for them to RSVP by providing a link to the RSVP form or by including the form directly in the email. You can also include a deadline for RSVPs to create a sense of urgency and encourage prompt action.

We would be honored to have you at the event, and we kindly request that you RSVP by [insert deadline date] using the following link [insert link to RSVP form]. If you have any questions or concerns about the event, please do not hesitate to reach out to us. We appreciate your prompt response, as it will help us better plan for the event.

Closing Paragraph:
In the closing paragraph of your RSVP reminder email, you should express your gratitude for the recipient’s time and consideration. Let them know that you will be following up with them closer to the date of the event and that you look forward to seeing them there.

Thank you for your time and consideration, and we hope to hear from you soon! We will be following up with you closer to the date of the event to provide any additional details or updates. If there is anything else that we can do to make your experience at the event more enjoyable, please do not hesitate to reach out to us.

In conclusion, structuring your RSVP reminder email in a clear, concise, and polite manner will help increase the chances of a positive response from the recipients. Using this simple template can help you craft RSVP reminder emails that are effective, professional and personal.

7 RSVP Reminder Email Samples for Different Reasons

Reminder to RSVP for Wedding Reception

Dear [Name],

We hope this message finds you well. With just a few weeks left until our wedding reception, we wanted to remind you to RSVP if you haven’t already. We need to give our venue a final headcount, and we’d love to have you celebrate with us.

If you could please respond with a “yes” or “no” by [date], we’d be so grateful. We’re really looking forward to seeing you soon!


[Your names]

RSVP Reminder for Company Event

Dear [Name],

We’re excited to host our upcoming company event, and we hope to see you there! As a friendly reminder, please RSVP by [date]. It’ll help us finalize the details and make sure we have enough food and drinks for everyone.

If you have any questions or need further information, please don’t hesitate to contact us. We appreciate your prompt response and look forward to having a great time with you.

Best regards,

[Your names]

Reminder to RSVP for Child’s Birthday Party

Dear [Name],

We’re thrilled that your child will be joining us for our upcoming birthday party! As we finalize our guest list and plan for the event, we kindly ask that you let us know if you’ll be able to attend.

Please RSVP by [date] so we can make sure we have enough party favors and cake for everyone. We can’t wait to celebrate with your child!


[Your names]

RSVP Reminder for High School Reunion

Dear [Name],

We’re excited that our high school reunion is quickly approaching, and we hope you’ll be able to join us. In case you haven’t already, please RSVP by [date] so we can give the venue a final count.

We’re looking forward to reminiscing about old times and catching up with everyone. If you have any questions or concerns, please let us know. We hope to see you soon!


[Your names]

Reminder to RSVP for Business Conference

Dear [Name],

We’re thrilled that you’ve decided to attend our upcoming business conference. With only a few weeks left, we wanted to remind you to RSVP if you haven’t already. This will help us plan for seating arrangements and materials for the event.

We know it’ll be a great chance for you to network and expand your knowledge, so we’re looking forward to having you there. Please let us know if you have any questions or need further assistance.


[Your names]

RSVP Reminder for Annual Gala

Dear [Name],

We hope this message finds you well and excited for our upcoming annual gala. As we approach the event, we want to remind you to RSVP by [date] so we can finalize our guest list.

We have an incredible evening planned, with great food, entertainment, and company. We hope you’ll join us for a memorable night and support our cause. Please reach out if you need additional information or have any questions.

Warmest regards,

[Your names]

Reminder to RSVP for Baby Shower

Dear [Name],

We’re so excited to welcome our new addition to the family, and we can’t wait to celebrate with you at our baby shower. As we plan for the event, we kindly ask that you RSVP by [date] so we can prepare accordingly.

We value your presence and can’t wait to share this special moment with you. If you have any dietary restrictions or preferences, please let us know, and we’ll make sure to accommodate. Thank you for being a part of our journey!

With gratitude,

[Your names]

Tips for a Successful RSVP Reminder Email

Sending a follow-up email to remind guests about an upcoming event is an important step to ensure maximum attendance. Here are some tips for creating a successful RSVP reminder email:

  • Start with a friendly greeting. Address each guest by name and take a personable approach. This can help encourage people to RSVP in a timely manner and give you the information you need.

  • Be Direct. Be clear and concise in your email. Remind guests about the event details and encourage them to RSVP with a clear call to action. Don’t forget to include the RSVP deadline date, so guests know when they need to respond by.

  • Provide additional details – It might be a good idea to provide additional details in the RSVP reminder email. This can help clarify any confusion or uncertainties that guests have. This could include information about parking, dress code, dietary restrictions, and other logistical details of the event.

  • Make it easy for people to RSVP – Include a link or a button with a concise and clear call-to-action to make it easy for guests to RSVP. Consider using an online RSVP tool that allows guests to respond easily and track their response.

  • Send reminders – Sometimes people forget about the event they have RSVPed for. Schedule a couple of reminder emails to follow up on the initial RSVP reminder email. This ensures that guests don’t forget and miss the event.

  • Add a Personal Touch – Consider adding some personality in the follow-up email. This can help create an emotional connection with your guests and encourage them to attend. Use catchy subject lines, personalize your email based on past experiences or interests and add a note thanking guests for their time that they have given to attend your event.

By following these simple tips, you can increase the likelihood of receiving timely responses and maximize attendance at your event.

RSVP Reminder Email Sample FAQs

What is an RSVP reminder email?

An RSVP reminder email is an email sent to guests who have not yet responded to an invitation requesting them to RSVP. It is intended to remind the guests of the invitation and encourage them to respond.

What should the subject of an RSVP reminder email be?

The subject of an RSVP reminder email should include the event name and the phrase “RSVP Reminder”. This will help guests quickly identify the purpose of the email.

When should you send an RSVP reminder email?

You should send an RSVP reminder email at least one week before the RSVP deadline. This gives guests enough time to respond and make arrangements to attend the event.

What should be included in an RSVP reminder email?

An RSVP reminder email should include the event details, the deadline for responding, and a clear call-to-action. You may also include a brief message about how much the host is looking forward to seeing the guest at the event.

How should you phrase an RSVP reminder email?

You should be polite and friendly in your RSVP reminder email. Use a tone that expresses enthusiasm for the event and gratitude for the guest’s attendance. You may also include a gentle reminder that their response is needed.

Should you send multiple RSVP reminder emails?

You can send one or two follow-up emails if guests have still not responded after the first reminder email. However, make sure not to spam your guests with too many emails as this can be annoying.

What should you do if a guest still doesn’t RSVP after multiple reminder emails?

You should contact the guest directly by phone or email to check if they received the invitation and to ask if they plan to attend. If they still do not respond, assume that they will not be attending the event.

Can you customize the RSVP reminder email template?

Yes, you can customize the RSVP reminder email template to better fit the tone and style of your event. You may also add additional information, such as dress code or directions to the venue.

Is it appropriate to include a deadline in the RSVP reminder email?

Yes, it is appropriate to include a deadline in the RSVP reminder email. This lets guests know when their response is needed and helps manage the event planning process.

That’s a Wrap!

And that’s it, folks! We hope this RSVP reminder email sample helps you in your event planning and saves you from last-minute guest count headaches. Remember to personalize your invitations and follow up with friendly reminder emails, just like you would do with your pals. Thanks for reading and we are looking forward to seeing you again for more fun, practical tips. Cheers!