RSVP reminder wording for a birthday party: Polite messages & examples

As the day of your birthday party draws near, you might still be waiting for RSVPs. How can you check in without sounding rude? Thankfully, you have this Jotform guide with example RSVP reminder wording. We’ll also provide a reminder timeline and templates for each kind of reminder.

RSVP reminders: A quick plan

While you’re considering how to word your RSVP reminder, remember that timing is equally important. Too many reminders might irritate some people; if you send too few, invitees might forget about your party altogether. 

Here’s a quick timeline for sending your initial invite and RSVP reminders:

1. Initial invitation: Send invites three to four weeks before the party, with an RSVP deadline that is one to two weeks before the party.
2. First reminder: Send a gentle nudge one week before the deadline. 
3. Second reminder: Send your final follow-up two to three days before the RSVP deadline.
4. Day-of confirmation (optional): If your venue or caterer requires a precise head count, check in with guests on the day of the party to minimize no-show surprises.
5. Invitation elements to include: On your invitations, and with each subsequent reminder, include the party’s date, time, and location; an RSVP link, a QR code, or a contact name and method to respond; and a warm thank-you.

4 ready-made birthday party RSVP templates

We’ve created birthday RSVP reminder text templates for each reminder stage. Simply copy and paste one of the following into a text or email, and personalize it with the invitee’s name, the party information, and the RSVP link/QR/contact.

1. SMS/chat: First reminder

Hey [Name]! [Child/Host]’s birthday party is [Date, Time] at [Venue/City].

Please RSVP here by [Deadline]: [ShortURL].

Can’t wait to see you!

2. SMS/chat: Final reminder

Quick RSVP reminder for [Child/Host]’s party on [Date].

Head count closes [Deadline/Time]. RSVP here: [ShortURL]. Thanks so much!

3. Email: First reminder (subject & body)

Subject:

Quick RSVP reminder for [Child/Host]’s birthday. 🎉

Body:

Hi [Name], we’re finalizing numbers for [Child/Host]’s party ([Date, Time] at [Venue]).
Kindly RSVP by [Deadline]: [ShortURL].

Notes: [Allergies/parking/plus-one policy]. Thank you!

4. Group chat: Open house style

Drop in [Time window] on [Date] at [Venue].

Please RSVP by [Deadline] at [ShortURL], so we can plan food and seating. 🎂

Line-by-line add-ons

You can add any special requests or considerations to a note at the end of your reminder. Here are a few scenarios for which you might need to use such a note.

Allergies or dietary considerations

It’s considerate to request that invitees provide any dietary restrictions when they RSVP. Proactively asking about allergies or dietary restrictions protects your guests and prevents last-minute panic (or certain guests from being hungry at the event). With advance notice, most venues or caterers are more than willing to provide an alternative dish for someone who is allergic to a common ingredient or follows a strict diet.

Note: If a particular guest has a severe or life-threatening allergy, it’s often safest to keep that allergen off the party menu completely, if possible.

• Example: “Please let us know if you have any allergies or dietary restrictions.”

Plus-one or kids

For intimate parties or venues with limited capacity, it’s best to state explicitly whom you’re inviting. This disclosure helps to avoid confusion and prevent hurt feelings. You can tell the invitees exactly how many seats you have reserved, or you can specifically state the invitees’ names. 

For a child’s birthday party, be sure to let parents know whether they (or the invited child’s siblings) are also welcome.

• Example: “Parents are welcome to drop their child off or stay and enjoy refreshments while the kids play.”

Gifts optional

Some invitees may feel obligated to bring a birthday gift. You can politely and directly indicate in your invite and reminders that gifts are optional. Emphasize the invitee’s presence. That way, all invitees feel comfortable attending regardless of their financial situation.

• Example: “No gifts necessary. Your presence is the best present!”

Venue constraints

If your venue has a strict head-count deadline, note that at the end of your RSVP reminder. If the venue has a maximum capacity, or you’re paying for only a certain number of guests, limiting the guest list is necessary. In that case, politely but definitively inform invitees that due to a limited venue capacity, you can accommodate only the guest(s) named on the invitation.

• Example: “Due to limited seating capacity at [Venue Name], we are able to accommodate only the invited child.”

Simplify gathering responses with Jotform

With our birthday party RSVP tools and these RSVP reminder examples, you only need to copy and paste a template, set a deadline, and include your link or QR code. 

Use our birthday party RSVP app or Party RSVP Form, and email it or pin it in your chat. It’s that easy!