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Whether you're looking to host an intimate gathering with close family and friends or a larger celebration, selecting your guest list and guest count can be one of the most challenging parts of planning your wedding. Your guests are the people that will be sharing one of the most special days of your life with you and your partner, so agreeing on this list together is a must! Your guest list should be decided right away as it will determine other factors like venue capacity, food choices, guest experiences, and your overall budget.

Below, we're walking you through how to organize your wedding guest list to seamlessly send to your stationer for save-the-dates and invitations, as well as navigate some of the awkwardness around who to invite to your big day. Ready to dive in? Let's go!


First things first? Let's get organized! As you and your fiance agree on names to your list, you will need a system to add them into. Create an Excel or Google spreadsheet to organize all of your guest information. This will not only save you time and stress in the long run but also be the best format to send to your stationer as they prepare your save-the-dates, invitations, seating charts, and more!

  • COLUMN 1: Guest Names

  • COLUMN 2: And Family or And Guest

  • COLUMN 3: Street Address

  • COLUMN 4: City

  • COLUMN 5: State

  • COLUMN 6: Zip Code

  • COLUMN 7: Number of Guests Invited

  • COLUMN 8: Number of Adults Attending

  • COLUMN 9: Number of Kids Attending

  • COLUMN 10: Dietary Restrictions

  • COLUMN 11: Food Choice

  • COLUMN 12: Assigned Table Number


We recommend starting by adding in your list of guests that you're 100% confident in inviting. After this list, some couples choose to have a secondary guest list of people to invite once they hear back from those unable to attend from their initial list. There are varying opinions on this option, but it's truly up to you and your partner if a "B-List" is something you want to consider.

If you do plan on mailing your invitations in stages, we recommend sending your initial invitations earlier than usual so that your second round of invitations isn't sent too close to the wedding day. Consider asking guests to reply online via email or your wedding website to expedite the process!

If you are concerned that someone may find out they are on your B-List, it is recommended not to have family or friends that know each other on the two separate lists.

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Looking for more help in planning your special day? Download our FREE Planning Companion workbook to help walk you through each step of the way!