What should a wedding guest list template include?

At minimum, one row per invited party with the name, group, contact number, number of seats, the date invited and the reply. Useful extras are a tier (A, B or C), dietary needs and a table number.

How do you make a wedding guest list in Excel or Google Sheets?

Create one row per invited party, add the columns from the template, and give each row a group and a tier. Sort by tier to see who to cut first, and add a reply column you update as answers come in.

How do you organize a wedding guest list?

Sort names into tiers: immediate family, entourage and closest friends first, extended family and close colleagues second, and everyone else third. Then label each name with a group such as family, friends or work so you can filter and count each side quickly.

How do you track wedding RSVPs?

Give every guest one status: not invited, invited with no reply, attending, not attending or maybe. Check the statuses weekly and follow up personally with the pending ones instead of waiting for the deadline.

Can I import my guest list from a spreadsheet?

Yes. Imbitasyon Ko imports a CSV file with the columns name, group, phone and pax, and each imported guest gets a personal invitation link. You can download a starter template inside the guest list screen.

How do I work out my final wedding headcount?

Count the guests who confirmed yes as your floor, then add every pending guest to get your ceiling. Give your caterer the confirmed number and update it as replies arrive.

How should I list children and plus ones on a guest list?

List each invited party on one row with a seats number that counts every person named on the invitation. That number becomes the cap on how many people can confirm for that row.

Wedding Guest List Template + How to Manage It (Philippines)

A wedding guest list works best as a table with one row per invited party (a guest, a couple or a household) and a fixed set of columns. Copy the template below into Google Sheets or Excel, or import the four-column CSV straight into Imbitasyon Ko. Then keep the reply column current, because that is the number your caterer, venue and seating plan depend on.

Copy-ready wedding guest list template: 14 columns

#	Column	What to enter
1	Name	The name as printed on the invitation
2	Party	Household or couple this row belongs to
3	Group	Family, friends, work, church, neighbors
4	Side	Bride, groom or both
5	Tier	A, B or C (see below)
6	Phone	Mobile number used to send the invitation
7	Messenger or email	Backup contact
8	Address	For printed cards or guests abroad
9	Seats	Number of people named on the invitation
10	Invited on	Date the invitation was sent
11	Reply	Attending, not attending, maybe, no reply
12	Confirmed	Number of people confirmed
13	Dietary needs	Allergies and restrictions
14	Table	Table number, filled in last

Paste this header row into the first line of your sheet:

Name,Party,Group,Side,Tier,Phone,Messenger or email,Address,Seats,Invited on,Reply,Confirmed,Dietary needs,Table

A filled example, with fictional names:

Name	Group	Tier	Seats	Reply	Confirmed
The Reyes Family	Family	A	4	Attending	4
Maria Santos	Friends	B	1	No reply	0
Engr. Jose Cruz	Work	C	2	Not attending	0
Dr. Ana Lim	Church	B	2	Maybe	0

The A, B and C tiers come from the A-list and B-list approach that guides such as planning.wedding and Bliss & Bone use, and a household column and meal notes are typical additions in Bliss & Bone's template.

Tier the list before you invite anyone

Tier	Who	When it gets its invitation
A	Immediate family, entourage, closest friends	First
B	Extended family, close colleagues, church friends	After A replies
C	Everyone else you would like to include	Only if A and B leave room

Sorting by tier makes cutting mechanical instead of personal. Our guide to cutting your guest list explains the order, and the plus one policy covers what to write in the Seats column. If the list shrinks to just your two witnesses, the elopement wedding guide covers the legal steps.

Import the list into Imbitasyon Ko

The guest list screen imports a CSV by column name. It reads name, group, phone and pax, where pax is the number of seats for that guest. If you export the 14-column sheet above, rename Seats to pax first; Name, Group and Phone already match, and the other columns are ignored. You can also keep just four columns like this and use Add Guests, then Import CSV:

name,group,phone,pax
Maria Santos,Friends,0917xxxxxxx,1
The Reyes Family,Family,0917xxxxxxx,4
Engr. Jose Cruz,Work,,2

A few details from the import:

The phone can be left blank. Guests without one get a copy-message button for Messenger instead of an SMS button.
If pax is blank it defaults to 2, and the value is kept between 1 and 10.
An import reads up to 500 rows.
Imports count toward your plan's guest limit (Free is 20), and an import that would go over the limit is rejected as a whole, so check the count first.
You can also add guests one by one or paste a list with one name per line.
You can import before publishing.
Sending needs the invitation to be published first, because personal links only work once it is live.

What each guest's status means

Status	Meaning	Your next move
Not invited	No invitation sent yet	Send it
Sent, not opened	Sent, link not opened	Check the number, resend
Opened, no reply	Opened but no answer	Follow up personally
Attending	Confirmed, with a headcount	Add to the caterer count
Not attending	Declined	Free up the seat
Maybe	Undecided	Set a deadline
Checked in	Arrived on the day	Nothing

Guests who reply by text or a call can be recorded on their row, so the answer still counts toward the RSVP summary. Send invitations one by one by SMS, Viber or WhatsApp, or copy the message to Messenger. There is no automated mass sending.

Work out your headcount

Step	Example
Invited seats	100
Confirmed attending	62
Declined	18
Pending	20
Headcount to give the caterer now	62
Possible ceiling	82

These figures are a worked example, not a benchmark. Give the caterer the confirmed number, keep the ceiling in mind for seating, and update both as replies arrive. The final headcount guide covers follow-ups and the RSVP guide covers how to ask.

Why spreadsheets break down

Several people edit one file. Duplicate rows and overwritten phone numbers appear quickly.
Replies arrive elsewhere. Texts, chats and word of mouth all need copying back into the sheet.
There is no single latest version. Coordinator, parents and caterer each hold a different copy.
Entourage and guests share the same columns. Roles need their own list.

A spreadsheet is a snapshot. If you want a live record, Imbitasyon Ko keeps the guest list, replies and entourage together. Each guest gets a personal link, groups and tags filter the list, and notes stay private to you. You can export everything as CSV at any time. The Free plan takes up to 20 guests, and the paid plans do not cap guests, per our pricing page.

A weekly routine before the wedding

Build the list early, in one place. See how to collect guest contact details.
Keep the entourage separate from the general guest list.
Send invitations on channels your guests already use, and set a reply deadline. See how to share your invitation and when to send wedding invitations.
Check statuses weekly, not only before the deadline.
Follow up on pending replies personally.
Share the live count with your caterer and venue.
Seat last. Build the seat plan once replies settle.

Your guest list touches seating, catering, invitations and budget. Keep one row per party, one status per row, and one place where the list lives.