How to Make an Online Invitation With RSVP (Free, Step by Step)
A step-by-step guide to making an online invitation that collects RSVPs: what to write, how to send it by email or link, how to handle plus-ones and dietary needs, and how to get people to reply.
An online invitation does two jobs a paper one can’t: it collects the replies for you, and it keeps everyone’s details in one place. Here’s how to make one that works, from the first line to the last reply.
1. Decide the basics before you design
- Date, start time and, for most events, an end time.
- Place: a full address, or a video link for online events.
- Who’s invited, and whether they can bring someone.
- Reply-by date: a week before is the usual minimum; two to four weeks for weddings and anything with catering.
2. Write the invitation
Lead with the occasion, then when, where and reply-by. Keep the rest to what guests need to plan. For examples by occasion, see the wording guides for birthday parties, baby showers, weddings and housewarmings.
3. Choose a look
A designed cover makes people open it. Pick one that fits the occasion and is readable on a phone, since that’s where most invitations are opened.
4. Decide what to ask
- Going, maybe or can’t: always.
- Plus-ones: allowed or not, and how many. See how to word plus-ones.
- Dietary and accessibility needs, for anything with food or a venue. See how to ask about dietary needs.
- Anything else, sparingly: a meal choice, a song request, what dish someone is bringing.
5. Send it
- By email, each guest gets their own invitation link. Best when you have addresses, and for work events, weddings and older guests.
- By share link, paste one link into the group chat or show a QR code. Best for casual parties. See inviting by WhatsApp or text.
You can do both for the same event.
6. Get the replies
- Put the reply-by date in the invitation itself.
- Follow up once, a few days before the deadline, with only the people who haven’t answered. Reminder wording here.
- Let guests change their reply. Plans change; a list that can’t keep up is wrong by the day.
7. Keep guests updated
If the time or place changes, tell everyone who replied, in one message. Add-to-calendar on the invitation means fewer people forget.
Doing it with TeamRally
TeamRally Invitations does all of the above, free for up to 100 guests and with no ads: a designed cover, email invitations with each guest’s own link, a share link and QR code, plus-ones, dietary and accessibility questions asked with consent, add-to-calendar, update emails and a live guest list. Guests don’t need an account.
Frequently asked questions
How do I make an online invitation with RSVP for free? Use a tool with a free tier, add the details and a reply-by date, and send it by email or link.
What’s the best way to collect RSVPs? One-tap replies, a reply-by date, and one list you don’t maintain by hand.
Do guests need to download an app to RSVP? Not with most tools.