Organizing Address List For Wedding Invitations
Does it feel like your wedding planning to-do list never ends? Are you trying to figure out how you will keep track of all of those RSVPs? Gifts? Food allergies? Without a rock star wedding organizer, it can be a daunting task.
If you took a sneak peek into my wedding planning and paper obsession, you’ll know that I’m the queen of spreadsheets.
Spreadsheets for addresses are by far the most popular. In this post, I am going to show you how to organize your wedding guest list in Excel or Google Sheets. If you’re feeling overwhelmed and without a wedding planner, then it’s time to learn how to organize your wedding guest list in a power worksheet. (I recommend programs like Excel and Google Sheets.)
You definitely want to be the someone who has it all together. The one who sends thank you cards on time and remembers Aunt Dee’s seafood allergy.
You want to quickly pass along meal selections to your caterer. Know the names of every plus one. And most certainly, you want to make your seating plan in a snap.
Setup your Columns
If you are having addresses printed, most stationers and print companies will require a specific format. They require that you have a separate column for the guest’s name for the outer envelope, inner envelope, street address, city, state and zip code. (This is how I set up envelopes for address printing.) If you already have this divided up in your original spreadsheet, it may save you the trouble of having to copy it over into a new form.
Once you create and set up this form, it becomes pretty useful. Not only is it helpful for wedding invitation addressing, but it will also aid you in developing your seating chart, writing thank you notes, keeping track of RSVPs and meal selections, and getting a final headcount before the big day.
Outer Envelope and Inner Envelope Columns
Wedding invitations are sometimes still sent in two envelopes. The outside envelope is the mailing envelope. This column is used for the guests’ names. These names will be printed on the front of the invitation envelope for mailing. If there is an inner envelope, this column should be used to address the couple or individual. For example, for the outer envelope, Mr. James Henderson would appear on the outer envelope, along with the proper mailing address. Then the inner envelope would display, “Mr. James Henderson and Guest”. If you’re using single envelopes, “and guest” may appear.
Another example: when addressing a couple with children under 18 living at home for the outer envelope Mr. and Mrs. James Henderson. The inner envelope would display Mr. and Mrs. Henderson, Janice and Shawn. If double envelopes are not used, the single envelope can be addressed as Mr. and Mrs. Henderson and Family. The only issue with omitting the use of double envelopes and for the single envelopes is that when the words “and guest” do not appear on the envelope, a recipient may nonetheless assume that he or she may invite another guest or several additional guests with them. The only way to be absolutely unambiguous about inviting guests and children is to use the double envelopes or manage your wedding website RSVP section accordingly to include specific guests when they RSVP.
Did you find this blog post helpful?
If so, you may find my Guest Addressing Template and 15-minute video tutorial helpful for you build your guest list, manage your RSVP process, and most other stationery items you need for your wedding.
This is a Google Sheet; it is set up with formatting and formulas so you can plan for your invitations and manage your RSVPs with ease. Plus, you’ll be able to:
Setup the First 5 sets of guests that should be on your guest list (most forgotten)
Easily determine the number of invitations you need
Preformatted columns to make your envelope-addressing process easy and post office friendly.
Understand the RSVP Card Numbering System if you need to use it
Take advantage of the Built-In Calculator to Track the Total Number of Guests and RSVPs
about the author
Ruby Brewer-Watkins is a Certified Wedding Planner, Chef, and Hospitality Professional specializing in full-service wedding stationery and etiquette. Her guest list planning and creative process created efficiency within her client projects, which allowed her to effectively collaborate, design, and create beautiful wedding invitations and “day of” stationery for countless couples since 2015.
Hi, I’m Ruby, your creative wedding professional. FINALLY, you made it! You can catch a glimpse into a few things I love, specifically how I passionately create wedding invitations and details for the “day of” for couples. I hope that that my blog posts and articles contained within this beautiful space truly inspire you. I offer unfiltered advice and space to give yourself permission to be creative and explore options, and ideas that are available to you to celebrate life's greatest moments.
