The first step to a successful event? Getting your guests to turn up — and the right RSVP email can make all the difference.
Collecting RSVPs is one of the quickest and easiest ways to increase event registration numbers and keep your guests warm.
Crafting an effective RSVP email does more than confirm attendance — it saves you time, money, and stress. Plus, it becomes a key part of your marketing strategy and provides valuable insights to help you evaluate the success of your event.
Feeling the pressure? Don’t sweat it — we’ve got you covered. With over 800,000 events under our belt, Eventbrite has helped organizers pull off amazing gatherings and pack the house. Now, it’s your turn to shine.
Keep reading to see why RSVPs are essential, how to write an RSVP email that gets results, and grab one of our free templates to simplify the process.
Table of contents
What is an RSVP, and why is it important?
Wording to request an RSVP from potential attendees
How to write an RSVP email like a pro
How to write an RSVP email subject line to encourage responses
5 RSVP email examples to boost attendance
What is an RSVP, and why is it important?
An RSVP email, from the French phrase “Répondez s’il vous plaît” (respond, please), is a type of email that requests confirmation of attendance from people who have received an invitation to an event. If your event invitation was engaging, following up with an RSVP can act both as a marketing device to drive further registrations and as a way to help you plan an event that runs smoothly and adds that personal touch.
If you’ve ever organized a wedding or large event, you know RSVPs are essential for making sure you’re prepared. They allow you to gather important information beyond attendance, like whether guests will bring plus-ones, their arrival times, food allergies, or any special access needs. These details help you ensure every attendee has a positive and seamless experience.
Without accurate RSVPs, you risk over-preparing or under-preparing. According to a Center for Exhibition Research report, only 84.4% of registrants typically attend corporate events, meaning that 15% of your expected guests might not show up. That’s a lot of potential waste — extra food, unused seats, and missed budget allocations.
But it’s not just about logistics. RSVPs also help you ensure guest safety. Knowing about food allergies beforehand allows you to create a safe dining experience, and asking about travel arrangements or sensory needs ensures you have enough parking or quiet areas for neurodiverse attendees.
In short, RSVPs are key to creating a well-organized, enjoyable, and safe event for all — and it all starts with a thoughtful RSVP email.
Wording to request an RSVP from potential attendees
When sending out business or event invitations, 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.
You can adapt the following phrasing options to your deadline:
- RSVP by June 20
- Please respond by June 20
- Kindly reply by June 20
- Your reply is requested by June 20
💡Pro tip: Streamline your event admin by setting up an email inbox reserved exclusively for RSVPs. By creating a separate RSVP inbox, you can collate responses efficiently.
When appropriate, you can also generate an automated reply to confirm receipt. Make sure to hyperlink this RSVP email address within invitations to make the process easy for potential attendees.
How to write an RSVP email like a pro
Writing an RSVP email doesn’t have to be time-consuming. One of the easiest ways to streamline this is to use a ready-made template. A template ensures you won’t miss key details and keeps the tone consistent.
Plus, templates can save you the energy of crafting emails from scratch. We asked Amanda Crawford, our Product Marketing Lead, what made our email platform especially useful for event organizers. She told us that creators make great use of our “Customizable templates so they can easily make event invitations or newsletters to keep their audience engaged.”
With our free RSVP templates, you can simply customize the event specifics and hit send, freeing you up to focus on more important planning tasks.
You should always make it easy for recipients to respond so our templates provide them with a structure 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:
- The event name
- The guest name(s)
- The reply as to whether they can attend
💡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 (we have a template for that, too).
When confirming receipt, it’s email marketing best practice to assure your guests that you will accommodate their needs to the best of your ability.
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 centerpiece 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:
- “I’m putting on my dancing shoes”
- “I’m counting down the days”
- “Can’t wait to see you”
💡Pro tip: Before sending out your RSVP emails, write subject lines that follow best practices. Using tried-and-tested event subject lines can help you increase open rates.
How to send an RSVP email
To ensure your email reaches the right people at the right time, you need an email marketing platform that can handle high-volume sends and offers robust targeting options.
First, choose an email marketing platform that allows you to reach large numbers. Whether inviting thousands of people to a corporate event or a smaller guest list to a private function, having a platform that supports high-volume sends ensures your email won’t get delayed or blocked by service providers.
Look for platforms that can segment your email list based on past interactions, for example:
- Current ticket holders
- Previous attendees
- Subscribers to your newsletters
Eventbrite is an excellent option for this. Our features let you do high-quality email marketing at scale, so you can:
- Send emails to everyone: Eventbrite makes it easy to send high volumes of emails with minimal effort.
- Intelligent audience targeting: You can segment your audience, such as VIP guests, past attendees, or early-bird ticket holders, allowing for personalized outreach that increases response rates.
- Customizable email templates: Eventbrite provides ready-to-use templates to easily add event details, photos, and links to your registration page, saving time while ensuring a professional, consistent look.
- Automated email scheduling: You can automate RSVP sends, reminders, and updates, reducing manual tasks and freeing time to focus on other event planning details.
- Higher email open rates: Eventbrite marketing emails have a 59% higher open rate than the industry average, increasing the likelihood of reaching potential attendees and boosting RSVP numbers.
Ready to start sending?
5 RSVP email examples and templates to boost attendance
Sometimes, all you need is a little inspiration to craft the perfect RSVP email. Whether you’re planning a corporate event, a wedding, or a casual gathering, having a few well-crafted templates on hand can make the process smoother and more efficient.
In this section, we’ve put together five RSVP email examples designed to boost attendance by making it easy and engaging for your guests to respond. These examples are tailored to different types of events and response needs, so you can find one that fits your unique situation.
1. Short and snappy RSVP reply template
Sometimes, less is more. For events where you don’t need much information from your guests — perhaps just a simple “yes” or “no” — a short and snappy RSVP email works wonders. This is especially effective for informal gatherings, last-minute events, or when reaching out to a time-sensitive audience less likely to get through a lengthy email.
Here’s a quick and effective template you can use:
Our [event name] is coming up on [date], and you won’t want to miss it. Here’s why:
[Event benefit #1]
[Event benefit #2]
[Event benefit #3]
RSVP now to secure your place.
[CTA button]
2. Formal RSVP response
For high-profile or formal events like corporate galas, weddings, or charity dinners, you’ll want your RSVP email to reflect the elegance and tone of the occasion.
A formal RSVP request shows professionalism and sets clear expectations for how guests should respond while maintaining the proper etiquette. This type of RSVP email is ideal when you need to gather more detailed responses from your guests, such as whether they’ll be bringing a plus-one or if they have any specific requirements for the event.
Here’s a formal RSVP email template that balances respectfulness with a clear call to action:
Subject: Your presence is requested, [guest name].
Dear [guest name],
We are delighted to offer you an exclusive invitation to join us for our [event name] to celebrate [occasion].
The event will include [event feature #1], [event feature #2], and [event feature #3].
Please note that places are limited and are reserved on a first-come, first-served basis.
Reserve your place to join us on [date] at [time]. We look forward to welcoming you and enjoying your company at [event name].
[CTA button]
Sincerely yours,
[your name]
3. RSVP response template for gathering dietary requirements
When planning a catered event, it’s essential to accommodate guests’ dietary needs.
An RSVP email that asks about dietary preferences and allergies helps prevent last-minute issues and ensures inclusivity.
This is especially useful for weddings, conferences, or large events where vegetarian, vegan, gluten-free, or religious restrictions need to be considered.
Gathering this information upfront allows you to plan menus, avoid risks, and ensure all guests are comfortable.
Here’s a simple RSVP email template designed to gather dietary information:
Subject line: RSVP and let us know about your dietary requirements
Our [event name] is fast approaching, [guest name], and we want you to attend.
It will take place at [time] on [date] and include [event benefit].
Please RSVP and let us know if you have allergies or dietary requirements. This will ensure an amazing, 100% bespoke experience.
[CTA button]
4. RSVP response reminder template
Even eager attendees can overlook your RSVP email, especially in a busy inbox. A polite RSVP reminder can help prompt those who haven’t responded, particularly as you approach the deadline or need final numbers for catering, seating, or venue capacity.
Reminders work well for any event. Sending one about a week before the cutoff ensures guests have one last chance to confirm while giving you time to adjust logistics.
Keep the tone light and friendly. Acknowledge that they may have missed the original email and gently stress the importance of responding by the deadline. This approach maintains a positive relationship while securing the necessary details.
Here’s an example of how to phrase your RSVP reminder:
Subject line: Don’t forget to RSVP, [guest name]!
It’s not too late to secure your place at [event name], but you must act fast.
By attending, you can:
[Event benefit #1]
[Event benefit #2]
[Event benefit #3]
Complete this quick RSVP form to join us. But hurry! You only have until [deadline] to confirm your place.
[CTA button]
5. All-round RSVP template
This RSVP email is designed to grab the recipient’s attention right away. Its personalized subject line includes their name and the event, making it feel like an exclusive invitation.
The message kicks off with a friendly prompt to secure their spot, followed by a quick overview of the event’s details—date, location, and a promise of a fantastic experience. It highlights key benefits in a clear, bulleted format, helping the reader easily understand what’s in it for them.
The email further entices the guest with an additional benefit, building excitement for the event. It then wraps up with a time reminder and a direct call to action, encouraging the recipient to RSVP right away by clicking the CTA button.
This all-round RSVP email is designed to be simple, engaging, and focused on getting the recipient to commit to attending.
Subject line: RSVP to [event name], [guest name]!
Ready to secure your place at [event name]?
You’re invited to join us on [date] at [location] for a fantastic experience you won’t want to miss. Here’s what you can expect:
[Event benefit #1]
[Event benefit #2]
[Event benefit #3]
But that’s not all! By attending, you’ll also benefit from [event benefit #4].
[event name] starts at [time], and we’d love for you to join us.
So, what are you waiting for? RSVP and secure your place today!
[CTA button]
Whichever template you choose, it’s only the first step in the RSVP process. Next, you’ll need to send a confirmation to the RSVPs you receive.
How to reply to RSVP emails
A robust RSVP confirmation email template serves many purposes for an event organizer.
In addition to assisting with planning and event marketing, it offers an opportunity to survey invitees who can’t attend to understand their reasons. This data can help improve logistics for future events. Let’s dive into why sending a confirmation email is so important and the key elements to include.
Why you need an RSVP confirmation email
The primary reason to send a confirmation email after an RSVP is to reassure guests their response has been received and processed. Without it, attendees might be unsure if they’re officially registered.
This uncertainty could cause confusion or even lead guests to skip the event. A clear, professional confirmation email eliminates this ambiguity and secures their attendance.
A well-structured confirmation email also helps ensure your event runs smoothly by providing guests with all the necessary information well in advance. It reinforces important event details, sets expectations, and answers questions, reducing back-and-forth communications closer to the event.
What to include in your RSVP confirmation email
A successful confirmation email provides key logistical information to help your guests prepare. Including essential event details can help reduce uncertainty and ensure that attendees know exactly what to expect. Consider incorporating the following elements:
- Event date and time: Reiterate the event date and include clear start and end times, especially for important segments. This prevents any confusion, even if guests know the date when they RSVP.
- Location and directions: Provide the event’s full address along with specific directions or landmarks if the venue is tricky to find. Include details on parking or nearby public transit options to help attendees arrive stress-free.
- Check-in and arrival Instructions: If check-in or security is required, outline the process in the email. Include where to go, what to bring (ID or ticket), and any specific entry requirements to avoid confusion.
- What to bring: Clearly state if attendees need to bring anything — printed tickets, digital passes, or materials for a workshop. Mention any dress code, such as business casual or formal attire.
- Catering and dietary needs: If catering is provided, share meal details and timings. Assure guests with dietary restrictions that their needs will be accommodated, creating a more welcoming experience.
This should provide all the key information your attendees need, so they’re ready to enjoy your event!
Automating your RSVP confirmation emails
Automating RSVP confirmation emails through an event management platform like Eventbrite ensures guests receive timely responses. When someone submits their RSVP, an automated email can be triggered, providing instant acknowledgment.
This saves you time and reduces errors, ensuring no responses are missed. Platforms like Eventbrite also allow you to customize these automated emails to include key event details, enhancing both efficiency and the attendee experience.
RSVP reply sample template
A strong RSVP confirmation reassures guests their attendance is confirmed and provides vital details to ensure they feel prepared.
Our custom template saves time while delivering a professional, personalized message. It covers attendance, event details, dietary preferences, and a reminder to notify you of any changes.
Event organizers can streamline communication with this template, offering clear expectations. Including details like dress code, parking, and public transport ensures guests arrive prepared and ready to enjoy the event.
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 transit guidance are included below.
If your ability to attend changes, please let us know. Otherwise, we will be excited to see you at [event].
Thank you again for your response.
Sincerely,
[Your name]
Watch the RSVPs roll in
Now that you’re armed with some professional tips and tricks for writing an email to confirm RSVPs and attendance, you’re one step closer to registering your next attendees.
Feel free to use our examples or get inspired by them to create your own. If you’re a busy event organizer 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.
