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Jan 18, 2023

Writing

How to RSVP email with 4 samples and template

We explain what RSVP is, how to RSVP by email professionally, and finish with 4 RSVP sample emails.

Blog writer

Lawrie Jones

Writer

Blog writer

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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...

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.

Hi (Recipient's name),

Thank you for your recent invitation to (event details). I want to attend.

I've provided answers to your questions below:
  • Add information on dietary requirements, parking, and anything else you've been asked to provide
Please get in touch with me if you need to ask me anything or require any additional information.

I look forward to seeing you on (insert date).
(Your name)

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.

Hi (Recipient's name),

I have received your invite to (event details) and can confirm that I would like to attend.

I've provisionally added the date to my calendar and will wait to hear from you with further details.

You can contact me here if you choose to reschedule the event for another date.

Kindest regards,
(Your name)

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.

Hi (Recipient's name),

I recently sent an invite to you for the (event name) that's taking place on (insert date) at (venue).

I'm still waiting to receive a response to my RSVP request. I am finalizing details for the event and am contacting you to ask whether you can attend.

Please can you RSVP as soon as is convenient?

If I don't hear from you by (insert date), I will assume that you aren't able to attend.

Many thanks,
(Your name)

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.

Hi (Recipient's name),

Thank you for your invite to (insert details). Unfortunately, I am unable to attend due to a prior engagement.

(You can add information here about why you can't attend, such as the alternative engagement you are attending.)

If my plans change, I will, of course, let you know as soon as I can. Again, I wish you all the best and hope the event is a huge success.

Kindest regards,
(Your name)

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.

Hi (Recipient's name),

I'm delighted to receive your invite to (event name) on the (date).

I can confirm that I can/can't attend.

I have read through the invite and provided answers below to your questions:
  • Answers to all questions
I look forward to seeing you at (even name). Please let me know if anything changes.

Kind regards,
(Your name)

RSVP template with Flowrite

Flowrite is the easiest and fastest way to write simple reply emails, such as RSVP messages.

Say you need to decline an invitation. Here's how Flowrite can help you:

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.

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