How to word response cards for a wedding reception & hotel stay

Written by krystal wascher
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How to word response cards for a wedding reception & hotel stay
Print hotel information on a separate card from the invitation response card. (Luxury handmade wedding card image by Andrejs Pidjass from

It is common wedding etiquette to include response and informational cards with your wedding invitation. The response card contains spaces for each guest to fill in to let the reception host know who will be attending and the meal selections if the event involves a sit-down dinner. Informational cards provide relevant information to guest such as local hotel accommodations for guests who will be travelling in from out of town. Place hotel information on a separate card from the response card.

Skill level:


  1. 1

    State “The favour of a reply is requested on or before (requested return date)” in the top centre of your reply card. The requested return date should be spelt out in long hand, for example, May 30, 2011, rather than shorthand (05/30/11).

  2. 2

    Skip two lines and place the “name line” in the following form: “M__”. The name line should stretch the full length of the card with the exception of uniform margins on the right and left sides. The name line is where your invited guests will write in their names regardless of whether they will be accepting or declining your invitation.

  3. 3

    Skip two lines, and create your first return option in the following format: “__Accepts with pleasure”. Skip one line and create your second return option: “Declines with regret”. It is important to provide a lined space before each option so that your guests can respond by placing a simple check mark next to the option that they choose. An alternative option is to place both options on the same line in the following format: “ __Accepts Regrets”. Either option is acceptable; however, the first option is the more formal of the two.

  4. 4

    Skip two lines, and state your meal options if you are having a sit-down dinner with alternative selections. Again, you can place your meal selections on separate single spaced lines or on the same line. Each meal selection should contain a “marking line” before the selection for your guests to write in the number of specific meal options requested.

  1. 1

    Place the title “Accommodations” at the top-centre of your information card in bold, italicised font. Placing a descriptive title at the top of the card will help your guests identify the function of the card and the information that it contains without confusion.

  2. 2

    Skip one line, and place a descriptive message directly below the card heading. For example, “Blocks of rooms have been reserved at the following hotels” or “Accommodations are available at the following locations” is an acceptable descriptive phrase for this purpose. If you have reserved a block of rooms at a particular hotel at a reduced rate, you should instruct your guests to reference a particular name, such as the “Smith wedding” or a reservation code provided by the hotel when making their reservation. If guests need to make reservations by a particular date in order to receive a discounted room rate, state the reservation deadline in this section as well.

  3. 3

    List the name of the hotel in bold, italicised fonts. Skip one line, and state the address of the hotel in normal font. If there is a special room rate that your guests may qualify for, state the rate under the hotel's address. Skip one line, and provide the phone number for the hotel. Repeat this step for each hotel that you have reserved or that is convenient to the location of your wedding reception.

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