RSVP is french for “répondez s’il vous plaît”, which is a formal request for you to respond to the invitation. Responding to a formal invitation via RSVP, is quite simple but here are some simple steps to make sure you maintain proper etiquette.

Yes or No

The RSVP is not a simple headcount, which you only need to respond when in the affirmative. Regardless of whether you plan to attend or not, it is proper to respond promptly.So, if this is an event that you would like to attend, then you will need to find out if the time and date works for you. If you know this is something that you would rather not attend, then it is also important to politely decline.

Check Your Calendar

The first thing you need to do is check your schedule and see if you are going to be able to attend. Conflicting appointments are not always proper basis for declining the invitation. Keep in mind the magnitude of the event, such as a wedding or graduation ceremony. If your conflict arises from a trival event, or an appointment which is easily rescheduled, then take the appropriate steps to avoid the conflict. That being said, an medical appointment which has taken months to schedule is indeed important, and should be given the proper weighting in your decision making.

Be Short, Polite and Concise

The most important thing to keep in mind when respond to a formal RSVP invitation is to keep your answer short, and to the point. A single sentence is often more than adequate. If you will be attending, simply answer in the affirmative. If applicable, make sure to specify how many will be attending, and for how long. If you plan to decline the invite, then it is important to specify that you will be ‘unable’ to attend. This is important so that the host does not feel feel you are ‘unwilling’ to attend.

An example for accepting an invite would be;

Ms. Jane Smith accepts with pleasure the invitation to Mr. and Mrs. Jones 25th Wedding Anniversay on  Saturday, October Fifth at the Shaddy Acres Country Club.

An example for decling an invite would be:

Mr. and Ms. Johnson will regretably be unable to attend Mr. Sykes Graduation Ceremony on Friday, Eighteenth of November.

Don’t ask Trivial Questions

Unless vitally important, avoid respond to your invitation with preconditions or further questions. Many of these formal occasions are difficult enough to plan and organize, having to respond to numerous inquiries can be time consuming and pointless. Unless there is something which can not be avoided, refrain from asking questions or setting any preconditions on the event. There is a time and place for everything, and in most cases, this is not the time for unrelated discourse. Special dietary requirements are the exception if applicable.

Be Prompt in Response

Respect the fact that a formal engagement can be difficult to organize, and it becomes vastly more difficult when the host needs to track down who is going to attend. Within a reasonable time frame, determine whether or not you will be able to attend the event and then reply promptly. This is perhaps the most thoughtful gesture you can make towards your host, as it will eliminate on more thing they need to do.

Should circumstances change, and you find that an invitation you had initially declined can now be accepted, the proper procedure is to contact the events host immediately. This should be done over the telephone if at all possible.

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