Keeping up with hundreds of RSVP cards can be a daunting task. Use my index system to keep your guests in check and save your sanity.
First, you’ll need to put your entire guest list into one concise spreadsheet. Each row should be one household that is to receive an invitation, i.e. The Smith Family or Mr. and Mrs. Brown. The first column should be index numbers. Fill numbers down your entire spreadsheet: 1-# of households/invitations. The next column should contain the full mailing addresses, including formal names, as your outer envelopes are to be addressed. In the next column, list names for the inner envelope (as you address the person(s), i.e. Aunt Sally). You’ll then want to have a ‘number’ column that includes the total number invited on that index, i.e. ‘5′ for Mr. and Mrs. Smith and their 3 children. Next to this, have an RSVP column. As your cards come back, you will update this column with the number reserved on each one. You can also add columns for hotel rooms needed, rehearsal dinner invites, email addresses or any other notes you may need.
Download my template here to get started. This template also includes a sortable list for tracking gifts received and thank you cards sent. It’s even complete with a tab to list children and totals for your guest and plate count.
Once your guest list is complete, you can address and send invitations. Here is where we add a step that will save you time and heartache. Have a copy of your guest list printed out as you are stuffing, sealing and stamping. Before you put the RSVP card in to be mailed, turn it over, and using a fine-point, black pen, write the index number of that guest in the bottom right-hand corner or another inconspicuous place. Pencil can rub off or be erased, so be sure to use something permanent that won’t smear! (I’m addicted to the Sharpie pens).
Now, as the cards come in, even if you can’t read your fiance’s third cousin’s hand writing and there is no return address, you can track the index number on the card back to your spread sheet and know exactly where it came from.
Great tips!