Simple and Efficient Methods for How to Communicate With Wedding Guests

When you're planning your celebration, you need to know how to communicate with wedding guests efficiently and politely. And let's face it, there are numerous ways you can go about this. From making a phone call to using The Knot App, you and your partner must figure out how to remind guests to RSVP without causing drama or accidentally forgetting to speak to someone. To help you, we've provided tips for which method of contact is the best for every wedding scenario and how to do so using The Knot planning tools. So, if you want to spread the word to the right people quickly, keep reading to set a wedding communication plan that'll make everything a piece of cake.

In this article: Different Ways to Communicate With Wedding Guests | How to Communicate With Wedding Guests on The Knot

Different Ways to Communicate With Wedding Guests

There isn't only one way to communicate with wedding guests about all your details. Below are several options to-be-weds can choose from to keep their guests in the know.

1. Use Your Wedding Website

It's important that you share your wedding website with guests because your wedding website will get tons of views leading up to the celebration. Many people misplace invitations or forget to bring them along while traveling and rely on the wedding website for last-minute information. Ensure the main page of your site (where your wedding website welcome message likely lives) contains any new information guests should know.

2. Take Advantage of Your Save-the-Dates and Invitations

Your save-the-dates should include key specifics about your wedding, such as the date, general location, who's invited and your website (or a wedding QR code directing to your website). Should you end up needing change-the-dates, they will have the same information. These paper products allow potential guests to decide if they can attend your event. That's why sending save-the-dates at least six to eight months before the wedding date is crucial. Later on during your planning journey, you'll need to send your wedding invitations about six to eight weeks before the ceremony. Your invitations will inform guests about the date, essential times and exact destination.

3. Hire a Text Coordination Service

Now, there are lots of ways you can text your guests all at once. So if finding each invitee one at a time and adding to a group chat doesn't sound fun to you, consider trying a coordination service via The Knot Vendor Marketplace like Text My Wedding or WedTexts. These companies offer bespoke services to make sending text blasts and prewedding updates to guests simple and easy.

4. Type an Email

Did you know that you can utilize The Knot Guest List Manager to send mass email reminders to guests? Whether you want to send a wedding RSVP reminder or let folks know about a last-minute change to the wedding transportation schedule, a message through The Knot is a seamless way to do just that. You can send a message from your laptop or even via The Knot App if you're in a rush and on the go.

5. Speak Over the Phone

When in doubt, pick up the phone. Ashley Mason, a wedding planner and the owner of Saunter Weddings, says you should always consider the demographic of your guests when deciding how to reach out to them. "If you have some 'seasoned' attendees that are less tech-savvy, emails likely won't go over well if you need a quick reply." For these conversations, feel free to divide and conquer by asking your planner or VIPs to call guests. Another reason a phone call may be more appropriate is because some conversations revolve around sensitive matters. "If someone close to you RSVP'd with kids at a no-kid event or your partner's recently divorced parents want to bring dates you don't know, you'll need to have a voiced conversation."

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6. Contact Through Private Social Media Groups

Keep guests tapped in by creating a private group on social media, which you can do on Facebook and Instagram. This is ideal for people who know lots of their guests often use those platforms. You can use this platform to share dates, times, photos, initiate icebreakers and much more. Mason says social media can be a great mechanism in another way. "This may be unconventional, but if a lot of your guests follow you on social media, posting a notice on your stories stating, "Wedding guests: Check your texts," may do the trick and aid the cause. We all have that friend or family member who rarely texts back, but you see their name in your viewed insights." We suggest if you go this route you make those stories private and only allow "close friends" (a list you can craft yourself and limit to wedding guests) to view them.

7. Let Circumstances Dictate Communication Methods

Think hard about each specific scenario before you communicate with a guest because some situations require more etiquette or urgency than others. "If rain suddenly comes out of nowhere and changes the outdoor plan, call or text––don't email. This is where keeping a roster of guests' lodging at your hotel blocks can come in handy in case you need them to message your guests," Mason says.

How to Communicate With Wedding Guests on The Knot

You know those handy communication methods we just outlined? The best part is that The Knot has tools to help you accomplish all your correspondence with ease.

How to Email Guests on The Knot

Concerned you'll miss a couple of people while getting the correct info out? Don't worry, that's where knowing how to use The Knot App comes in handy. With this helpful planning source you can access your guest list manager and use The Knot email feature. Send an email as formal or casual as you'd like in a few touches by following the simple steps below.

• Log into The Knot App and tap the "Planning" tab.
• Press the "Guest List" bubble on the left side of the screen.
• Tap the "Messages" tab and scroll down to the "Choose a Template" section.
• Pick the template that fits your situation. This includes "Share your website," "Collect addresses," "Custom message" and "Remind guests to RSVP."

How to Communicate With Guests Through Your Wedding Website

You'll need to create a wedding website to communicate with your guests. Once you've made your your wedding website, ensure it does the heavy lifting for you and communicates as much information as possible so you don't have to have the same conversations over and over again with every guest. Here's a look at the key ways you can communicate with your guests through your wedding website.

• Ensure guests know what to wear with a wedding website dress code guide.
• Answer FAQs once and for all with a wedding website FAQ page.
• Thoughtful no-kids wedding website wording to let parents know to leave the littles at home.
• Save yourself from telling your story a million times with an "Our Story" wedding website page.
• Ensure guests know how and where to shop for wedding gifts by sharing this registry information for guests.
• Make it clear which friends are in the wedding party with a simple wedding party bio page.

Additional reporting by Hannah Nowack