How to write an RSVP email
Been asked to RSVP to an event but need to know how to respond?
Understanding how to RSVP through email is a great skill, and it's easier than you think! In fact, you could simply say yes – but we'll show you how to make the impression when responding to an invite.
We explain what RSVP is, show you how to RSVP by email professionally, and finish with 4 RSVP reply samples and a template. So let's get started and secure you a place.
What is RSVP?
Before we get started creating RSVP response emails, just what does RSVP mean? It stands for Répondez s'il vous plaît, and, yes, it's French. It came into use as people wanted to add extra class to their invites.
Today, RSVP has a life of its own, but it still means the same thing. Roughly translated into English, it means reply as soon as you can.
Simply put, the person who has sent the email invite wants you to reply to them as soon as possible.
Do the decent thing and RSVP ASAP!
When to RSVP
If you've been asked to RSVP, it's professional to do it as soon as you can. It doesn't matter if your response is positive or negative; it's essential to send an RSVP reply as soon as possible. This enables the person to confirm numbers and continue in total confidence with their planning.
Using our RSVP advice, samples and template will make crafting an RSVP reply should only take a few minutes.
How to RSVP via email
You can RSVP in person, on the phone, or through IM, but it's essential to do so in an email. Mistakes can happen. Phone calls, texts, and messages can easily go missing. An email is a digital record that the person can save and store.
This should stop embarrassing situations where you're expected to attend a meeting, event, or ceremony.
We also recommend always sending an RSVP, even if you've already told someone you can't attend.
So we know what RSVP is and when you should RSVP (as soon as possible), now it's time to explain how to write an RSVP via email.
RSVP email format
The RSVP email format is easy to understand and straightforward to write. It starts with a clear RSVP subject line where you explain whether you can or can't attend.
In some cases, people will read your subject line and file your message away, but you should still take the time to craft an email. For example, if you can't attend an important event such as a birthday celebration or wedding, you may want to explain why.
Some RSVP messages will ask for details like dietary requirements, access needs, etc. If someone asks you a question, provide answers in your email.
Finally, sign off your email, say goodbye, and wish them well.
Example RSVP email subject line
If you've been asked to RSVP to an event, the easiest thing to do is to hit reply. But that can be confusing for the recipient. They may assume it's a bounceback or miss it, particularly if they're receiving large numbers of responses.
Instead, we recommend you create a new email. Of course, if you do, you'll need to write a suitable RSVP subject line.
Here are some suggested RSVP subject lines if you're accepting an invitation:
- Accepting your invitation for (event name)
- I'm delighted to confirm my attendance at (event name)
- I'm coming! Can't wait to join you on your special day
Here are some suggested RSVP subject lines if you’re declining an invitation:
- I'm declining your invitation to (event name)
- Unfortunately, I can't attend (event name)
- Please accept my apologies...
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🪄 MailMaestro tip:
Use MailMaestro's Improve existing email feature. Customize any of the email examples below to suit your needs. Or, enter a quick sentence explaining the message you'd like to convey. After filling in the placeholders, use MailMaestro's Improve existing email option. Then, paste your draft into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished email ready to send!
RSVP email examples
It's important that you understand the fundamental parts of the RSVP email format, as it makes it easier to write your own messages. In this section, we bring these principles to life in 4 RSVP email examples.
These cover several everyday situations you may need to send an RSVP response via email. Be sure to adapt these to your circumstances and add the extra info where it's needed.
1. How to RSVP by email sample
This standard RSVP sample is a polite and professional way to accept an invitation. We've provided the basic building blocks for creating email RSVP replies, including space to add your extra info. Cut and paste this message to suit your situation.
2. RSVP confirmation email sample
Sometimes you may be asked to confirm your attendance before someone starts planning an event. For example, event organizers often check on numbers before they agree on a date or make firm plans for an event.
You can use this attendance RSVP confirmation email template if this is the case.
3. RSVP reminder email sample
If you're organizing an event but are still waiting for responses to your RSVP request, this one is for you. We're all busy and often find it easier to leave things, so you may need to send a polite reminder.
This RSVP reminder email sample is a gentle way to get you a response.
4. How to respond to RSVP email sample
If you cannot make an event or appointment, always send a polite RSVP response to let them know. This example details how to respond to an RSVP email when you can't attend an invite.
In addition, we've provided a gap for you to add an explanation. While there's no requirement for you to add a reason you can’t attend, we think it's the polite thing to do.
RSVP email template
Hopefully, you've found our RSVP samples easy to use. However, if you can't see a sample email that fits your need, then you can use this proven email template to create your own.
You should work through each stage and fill in the gaps. We've created a template that should be suitable for all situations, but be careful to strike the right tone of voice! And always proofread your RSVP emails before sending them.
Final words on RSVP emails
Understanding how to respond to RSVP emails is an essential skill for everyone, and it's easier than ever with our examples and samples.
The key is to send a reply as soon as possible (even if your RSVP response could be better). Follow our guidance, stick to the structure, and be honest and open in your RSVP responses, and you won't go wrong.
