Wedding guest list template
A wedding guest list in Excel: names, group, address, invited to which events, RSVP, meal choice, table and thank-you sent, with head counts.
- ๐บ๐ธ US format ยท Letter size
- Free
Pick your options and the preview updates. The file opens in Excel, Google Sheets or Numbers.
The file is built in your browser. Nothing is uploaded or saved.
Sheets
- How to use
- Guest list: name, guests, group (dropdown), address, invited to, save the date sent, invitation sent, RSVP (Attending / Declined / No reply), meal (dropdown), table #, thank-you sent, notes; attending / invited at the top
- Summary: invited, attending, declined, no reply, households, mailings sent and a count per meal option (SUM, SUMIF, COUNTIF)
Color key
- Yellow cells: fill these in
- Blue cells: formulas, leave them as they are
- Gray rows: examples you can delete
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Wedding guest list
| Name | Guests | Group | Address | Invited to | Save the date | Invitation sent | RSVP | Meal | Table # | Thank-you sent | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Sam and Casey Park | 2 | Bride's family | 12 Oak St, Austin, TX 78701 | Both | Yes | Yes | Attending | Chicken | 1 | No | Aunt and uncle |
| Riley Chen | 1 | Friends | 880 Market St, Apt 3, San Francisco, CA 94102 | Both | Yes | Yes | No reply | No | Follow up by phone | ||
| Taylor Nguyen and guest | 2 | Coworkers | 500 Congress Ave, Austin, TX 78701 | Reception only | No | Yes | Declined | No | Sent a card | ||
Summary
| Count | Number |
|---|---|
| Invited (people) | (auto) |
| Attending | (auto) |
| Declined | (auto) |
| No reply yet | (auto) |
| Households (rows with a name) | (auto) |
| Save the dates sent | (auto) |
| Invitations sent | (auto) |
| Thank-you notes sent | (auto) |
| Meal: Chicken | (auto) |
| Meal: Fish | (auto) |
| Meal: Vegetarian | (auto) |
| Meal: Kids meal | (auto) |
This shows the first part of each sheet as it prints on Letter paper. The file also has a how-to sheet and formulas, and every column fits one page width when you print from Excel.
How to use it
Type the couple's names, the meal options the caterer offers and how many rows you want. The guest list has one row per household with the count of people, their group, the address for the invitations, which events they are invited to and three mailing columns: save the date, invitation and thank-you. As replies arrive, pick Attending or Declined in the RSVP column and the meal they chose.
The Summary sheet does the arithmetic the venue and caterer keep asking for: how many are invited, attending, declined and still silent, plus a count per meal. Share it in Google Sheets so both families can fill in their side of the list.
Things to watch
Decide the plus-one rule before you type names, and put the plus one in the Guests count rather than as a separate row unless they get their own meal. Around 15 to 20 percent of invited guests decline, more for a destination wedding, so the invited count is not your final head count. The file holds home addresses, so be careful where you post it.
Calculators that go with this
Frequently asked questions
How do I handle a family of four with two kids?
One row, Guests = 4, Group = Bride's family or Groom's family. If the kids get a kids meal, give the children their own row with Guests = 2 and Meal = Kids meal so the caterer count is right.
Can I add more RSVP states, like Maybe?
Keep to the three. The Summary counts Attending and Declined and treats everything else as No reply, which is what a Maybe is until the deadline. Put the detail in Notes.
Where do gifts go?
In the wedding gift log template, which tracks who gave what and whether the thank-you note went out by event. This sheet only has a Yes or No for the note.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.