How do I organize my wedding guest list?

Track names, contact details, invitation status and the number attending. This template groups people by household. Add separate person-level details when needed for meals, dietary requirements or seating, and keep invited and confirmed totals separate.

How many wedding guests will actually attend?

There is no dependable universal attendance rate. Plan for the number you could afford and accommodate if everyone accepted. Ask guests about travel plans early, then use confirmed RSVPs for supplier headcounts.

When should I finalize my wedding guest list?

Draft your list before comparing venue capacities. Set the RSVP deadline before final numbers are due to your caterer, accommodation providers and transport suppliers. Leave time to follow up, and use the deadlines in your contracts.

Is this guest list template free, and do I need an account?

Yes. Download the CSV or PDF without an account or email address. Replace the three sample rows with your own guests and add or remove columns to suit your plans.

Free templates·Revised 2026-09-12

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Wedding guest list template

A wedding guest list spreadsheet with eleven columns for contact details, invitations, RSVPs, dietary notes, tables and thank-you messages. This template uses one row per household, with three sample rows to show the format. Download the CSV for Google Sheets or Excel, or print the PDF.

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CSV· Opens in Google Sheets or Excel PDF· Print-ready, Letter

Guest details to track

Name

The household’s names exactly as they will appear on the envelope.

Party

The household label and how many seats it holds, e.g. Ross household (3).

Side

Hers, his, theirs, or both, useful for splits and seating, retired after the chart is done.

Address

Full mailing address, confirmed this year, people move more than lists do.

One address per household, for the website link and RSVP chasing.

Phone

For the deadline-week calls, stragglers answer phones, not emails.

Save-the-date

The date it was sent, not a checkmark, dates settle arguments.

RSVP

A state, not a tick: Not sent, Invited, Accepted (2 of 3), Declined, or No reply.

Dietary notes

Allergies, vegetarian or vegan counts, and kids’ meals, the caterer will ask for exactly this column.

Table

Assigned only after RSVPs close; every chart built early gets rebuilt.

Thank-you

The date the note was mailed, the column that saves you in the months after.

Three sample guest entries

Name	Party	Side	Address	Email	Phone	Save-the-date	RSVP	Dietary notes	Table	Thank-you
Margaret and David Chen	Chen household (2)	Hers	414 Alder Street, Portland, OR 97205	mchen@example.com	(503) 555-0142	Sent 12 March	Accepted (2 of 2)	Margaret, vegetarian, no shellfish	Table 4	Sent 3 August
Devon and Alika Ross	Ross household (3)	His	88 Crescent Avenue, Decatur, GA 30030	devon.ross@example.com	(404) 555-0117	Sent 12 March	No reply, call 6 June	One kids’ meal (Nia, 6)
Priya Raman and guest	Raman party (2)	Both	2201 W Belmont Avenue, Apt 3, Chicago, IL 60618	priya.r@example.com	(312) 555-0186	Sent 12 March	Declined			Sent 3 August

How to use it

In this template, each row represents one invitation or household. Use the Party column for the number of people invited and include their names. If you need separate meal choices or table assignments for each person, add individual rows or columns that make those details clear.

Record whether an invitation has been sent and how many people have accepted or declined. Keep dietary notes linked to the person they apply to. Follow up with unanswered invitations before your supplier headcount deadlines.

Invite only as many people as your venue and budget can accommodate. If you plan to invite others after receiving declines, leave enough time for them to make travel plans. Keep notes about invitation decisions private.

Template questions

How do I organize my wedding guest list?: Track names, contact details, invitation status and the number attending. This template groups people by household. Add separate person-level details when needed for meals, dietary requirements or seating, and keep invited and confirmed totals separate.
How many wedding guests will actually attend?: There is no dependable universal attendance rate. Plan for the number you could afford and accommodate if everyone accepted. Ask guests about travel plans early, then use confirmed RSVPs for supplier headcounts.
When should I finalize my wedding guest list?: Draft your list before comparing venue capacities. Set the RSVP deadline before final numbers are due to your caterer, accommodation providers and transport suppliers. Leave time to follow up, and use the deadlines in your contracts.
Is this guest list template free, and do I need an account?: Yes. Download the CSV or PDF without an account or email address. Replace the three sample rows with your own guests and add or remove columns to suit your plans.

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