How to reply to an RSVP for an event
What does 'RSVP' mean?
RSVP stands for the French expression “répondez s'il vous plaît,” meaning “please reply.” When you receive an invitation with RSVP, the host is requesting that you let them know whether or not you will be attending the event. It allows the planner to get an accurate headcount for the catering and activity arrangements.
The best ways to respond to an RSVP
- Reply promptly. As soon as you receive the invitation, check your calendar and reply right away. Waiting too long could mean extra work for the host to follow up.
- Reply clearly. State clearly whether you will attend or regret that you must decline. Do not leave room for confusion. For example, say “Thank you for the invitation. I will be attending.” or “Thank you for thinking of me. Unfortunately, I have to regretfully decline the invitation.”
- Ask any questions. If you need additional details about the event to make your decision or if anything is unclear, ask right away. Send your questions when you reply.
- Thank the host. Be mindful to thank the host for the invitation regardless of whether you can attend or not. Express your appreciation for being included.
What are the considerations when responding to an RSVP?
Some things to keep in mind:
- Check whether there is a deadline to RSVP and be sure to reply by the specified date. Late replies can be an inconvenience.
- Once you have declined an invitation, your decision is final. Only contact the host again to confirm your attendance if there is a change in your plans.
- Provide an explanation if declining, especially if it is for a special occasion. But keep reasons brief without too many details.
- Consider offering to help or volunteer if you are unable to attend. For example, say “Unfortunately I must decline but please let me know if there is any way I can assist from afar.”
- Ask about a plus one or dates if the invitation does not specify. Do so when you reply to avoid confusion later.
- Keep a record of your reply in case there are any follow up questions. Note the date you responded and details of your response.
Specific examples of replying to an RSVP
Case 1: Invitation to a friend’s wedding -
Reply: “Thank you so much for the wedding invitation. I am delighted to attend and celebrate this special day with you. Please let me know if there is anything I can do to help. Congratulations again!”
Case 2: Invitation to an office party -
Reply: “Thank you for including me in the plans for the holiday party. Unfortunately, I have a previous family commitment out of town that day so I must regretfully decline. Wishing you all the best for a successful event. I appreciate being thought of.”
Case 3: Invitation to a fundraiser -
Reply: “Thank you for the invitation to support this important cause. I wholeheartedly plan to attend. Please let me know if donations or raffle items are still needed. It would be my pleasure to contribute in any way possible to help make this a successful fundraiser. Count me in!”
Summary
Replying promptly and clearly to an RSVP invitation is a simple courtesy that goes a long way. Take the time to check your availability, provide an answer, ask any clarifying questions, and thank the host for including you. Your thoughtful response will be greatly appreciated and help the planning process go smoothly. With all the work that goes into event organizing, a quick reply can make a big difference.