RSVP form template (free)
A free RSVP form for parties, dinners and meetings. Guests say yes or no, add their plus ones, and you see every reply in one list.
4 questions on 2 pages
Wedding RSVP form template (free)
A wedding guest list rarely matches the replies you get. Cards arrive late, texts say "we're in", and nobody mentions the meal. This wedding RSVP form template collects it all in one place. Send each household its own link with the family name already filled in, and they confirm who is coming, up to four guests, with a name and a meal for each person. They add allergies, say if they want a hotel room or a shuttle seat, and pick the song that gets them dancing. Guests who can't come skip straight to a note for the couple. Sign up for free, open the template and swap in your own menu.
Free plan, free forever. Sign up and the template opens in your workspace.
What's in this form
17 questions on 4 pages. Every question, in order:
Page 1: Your reply
Why we ask: So we can match your reply to your invitation.
| No. | Question | Answer type | Required? |
|---|---|---|---|
| 1 | Household or family nameShort answer, Required | Short answer | Required |
| 2 | Best email for wedding updatesEmail, Required | Required | |
| 3 | Will you be joining us?Multiple choice, RequiredChoices: Joyfully accepts, Regretfully declines | Multiple choice | Required |
Page 2: Who's coming
Why we ask: So the caterer plates the right meal for every guest.
| No. | Question | Answer type | Required? |
|---|---|---|---|
| 4 | How many of you are coming?Dropdown, RequiredCount everyone on your invitation who's coming, children included.Choices: 1, 2, 3, 4 | Dropdown | Required |
| 5 | First guest's full nameShort answer, Required | Short answer | Required |
| 6 | First guest's mealMultiple choice, RequiredChoices: Chicken, Fish, Vegetarian, Child's meal | Multiple choice | Required |
| 7 | Second guest's full nameShort answer, Optional | Short answer | Optional |
| 8 | Second guest's mealMultiple choice, OptionalChoices: Chicken, Fish, Vegetarian, Child's meal | Multiple choice | Optional |
| 9 | Third guest's full nameShort answer, Optional | Short answer | Optional |
| 10 | Third guest's mealMultiple choice, OptionalChoices: Chicken, Fish, Vegetarian, Child's meal | Multiple choice | Optional |
| 11 | Fourth guest's full nameShort answer, Optional | Short answer | Optional |
| 12 | Fourth guest's mealMultiple choice, OptionalChoices: Chicken, Fish, Vegetarian, Child's meal | Multiple choice | Optional |
| 13 | Allergies or dietary needsLong answer, Optional | Long answer | Optional |
Page 3: Travel and the party
Why we ask: So we can book enough rooms and shuttle seats, and fill the dance floor.
| No. | Question | Answer type | Required? |
|---|---|---|---|
| 14 | Would you like a room in our hotel block?Multiple choice, OptionalChoices: Yes, please send the details, No, we've sorted our own stay, Not sure | Multiple choice | Optional |
| 15 | Will you ride the shuttle between the hotel and the venue?Multiple choice, OptionalChoices: Yes, No, Not sure | Multiple choice | Optional |
| 16 | What song gets you on the dance floor?Short answer, Optional | Short answer | Optional |
Page 4: A note for the couple
Why we ask: Because the couple will read every one of these.
| No. | Question | Answer type | Required? |
|---|---|---|---|
| 17 | Your message to the coupleLong answer, Optional | Long answer | Optional |
How the logic works
- Goes to the page “A note for the couple” when “Will you be joining us?” is “Regretfully declines”
- Shows “Second guest's full name” when “How many of you are coming?” is “2”, “How many of you are coming?” is “3” or “How many of you are coming?” is “4”
- Makes “Second guest's full name” required when “How many of you are coming?” is “2”, “How many of you are coming?” is “3” or “How many of you are coming?” is “4”
- Shows “Second guest's meal” when “How many of you are coming?” is “2”, “How many of you are coming?” is “3” or “How many of you are coming?” is “4”
- Makes “Second guest's meal” required when “How many of you are coming?” is “2”, “How many of you are coming?” is “3” or “How many of you are coming?” is “4”
- Shows “Third guest's full name” when “How many of you are coming?” is “3” or “How many of you are coming?” is “4”
- Makes “Third guest's full name” required when “How many of you are coming?” is “3” or “How many of you are coming?” is “4”
- Shows “Third guest's meal” when “How many of you are coming?” is “3” or “How many of you are coming?” is “4”
- Makes “Third guest's meal” required when “How many of you are coming?” is “3” or “How many of you are coming?” is “4”
- Shows “Fourth guest's full name” when “How many of you are coming?” is “4”
- Makes “Fourth guest's full name” required when “How many of you are coming?” is “4”
- Shows “Fourth guest's meal” when “How many of you are coming?” is “4”
- Makes “Fourth guest's meal” required when “How many of you are coming?” is “4”
What people see after sending
Thank you for replying!
We've got your reply. If your plans change, please let us know.
Built in
- Multiple pages
- Conditional logic
Who it's for
- Couples who want one clean guest list instead of a pile of texts and cards
- Wedding planners who need meal counts for the caterer by a set date
- Parents and friends who help the couple chase replies
- Hosts of a smaller celebration, like a vow renewal or an engagement dinner
When to use it
- Sending each household a personal link in a save the date or invitation
- Counting meals for the caterer before the final headcount is due
- Booking a hotel block and shuttle seats based on real answers
- Gathering dance floor requests before you brief the DJ
Make it yours
- Build one link per household. A link ending in ?household=The+Garcia+Family opens the form with that name already in the first question, so guests never retype it. Keep your links in a spreadsheet and paste one into each invitation message.
- Replace the four meal choices with your real menu. Chicken, fish, vegetarian and a child's meal are only starting points, and the caterer sees exactly what you type.
- Set a close date a few weeks before the wedding. HornetForms stops taking replies at the date and time you choose and shows a closed message that you write yourself, so the final count stays final.
- Connect Google Sheets, free on every plan, so each reply lands as a new row. Sort by the meal columns and you have the caterer's list in a minute.
- Print the form's QR code on the invitation card. Guests scan it with their phone and reply with no account to create, which helps older relatives.
Where the answers go
Every response lands in your HornetForms inbox. From there, send it wherever your team already works.
- Turn on an email to yourself for each new response, on every plan
- A confirmation email to the person who filled it in, when the form asks for their email
- A new row in Google Sheets, a message in Slack or Discord, or a page in Notion, free on every plan
- Connect with Zapier, or send signed webhooks to n8n, Make or your own app
- CSV export on every plan, and Excel export on Pro and Business
Questions people ask
How do I give each household its own link?
Copy the form link and add the household name to the end, such as ?household=The+Garcia+Family. The first question picks the name up and fills it in. You can make one link per invitation in a spreadsheet and paste each into a message or a card.
How many guests can one reply cover?
Up to four. The reply asks how many people are coming, from one to four, and shows a name and meal question for each guest. A bigger family can send a second reply, or you can add more guest questions in the editor.
What happens when someone declines?
They pick the decline option and the form jumps over the guest and travel pages to the note for the couple. They still leave their name, email and a kind message, and they never see questions about meals or shuttles.
Can I ask about children's meals and allergies?
Yes. The meal list has a child's meal option for each guest, and a separate allergies and dietary needs question follows the list. Both appear on the guest page, so the caterer gets every detail in one row of the response table.
Related templates
Event registration form template (free)
A free event registration form that collects names, emails, ticket type and dinner choices, with dietary needs asked only when they apply.
5 questions on one page
Further reading
Online wedding RSVP: set one up free (questions and wording)
Set up an online wedding RSVP for free: what to ask, wording for the card and your wedding website, and a printable wording and question sheet.
Published12 min read- events
- guides
RSVP QR code: a free reply link for printed invites
Make a free RSVP QR code from your reply form, print it with the right card wording, and track every household. Includes printable cards and a tracker.
Published12 min read- events
- guides
Start from a template, finish with your form
Sign up for free, pick a template and change anything you like: questions, logic and design. The Free plan stays free forever, with unlimited responses.