Guests and RSVPs
How to Send Digital Invitations by Text, WhatsApp or Email
Sending digital invitations is quick, but the channel, the message and the timing decide how many people actually reply. Here is how to send them by text, WhatsApp or email, with a checklist and follow-up plan.
Par The einvitation team6 min de lecture
Nos articles sont rédigés en anglais.
To send digital invitations, create the invitation online, copy its link, and share that link with each guest by text message, WhatsApp or email along with a short personal note. Guests open it on their phone, see every detail and reply with one tap, so you get answers in days instead of weeks.
The sending step is where many hosts lose replies: the wrong channel for older relatives, a link with no explanation, or invitations sent so late that people already made plans. This guide covers how to choose the channel, what to write, when to send, and how to follow up politely.
Before you send: a five minute checklist
Check these before anyone sees the invitation. Fixing a typo after 80 people have the link is awkward.
- Date, time and time zone are correct, including the day of the week.
- Address opens in maps, and parking or entry notes are clear.
- RSVP deadline is set, with a real date rather than "soon".
- Plus-ones, children and meal choices are asked only if you need them.
- Send the link to yourself on two phones, one iPhone and one Android if you can, and tap through as a guest.
If you have not built the invitation yet, start from a ready made template and change the details.
How to choose the right channel
There is no single best channel. Use the one each guest actually reads.
| Channel | Best for | Watch out for |
|---|---|---|
| Text message | Close friends, last minute plans, small parties | Long links can look like spam without a short note |
| Family, international guests, South Asia, the Middle East, Latin America and Europe | Group chats bury replies; send to people individually | |
| Formal events, colleagues, large lists, older guests who prefer it | Can land in promotions or spam; use a clear subject line |
A simple rule: send by the channel you would use to call that person about the event. For a wedding, that often means WhatsApp for family, email for colleagues and text for friends, all pointing to the same invitation.
How to send digital invitations by text
- Copy the invitation link.
- Write one or two lines first, then paste the link at the end: "Hi Sara! We are celebrating Leo's 5th birthday on Saturday 14 June. Here is the invitation with all the details, please let us know by 1 June: [link]".
- Send it to each guest separately rather than in a group text, so replies do not go to everyone.
- Save the reply date in your calendar so you remember to check.
A personal first line matters. A bare link from an unknown number looks like a scam, and many people will not tap it.
How to send an invitation on WhatsApp
WhatsApp is the most common way to share invitations in many countries, and it shows a preview card with the image and title when the link is pasted.
- Paste the link into the chat and wait a second for the preview to appear before sending.
- Add a greeting in the same message, in the language you normally use with that person.
- For many guests, use a WhatsApp broadcast list instead of a group: each person receives it as a private message and replies only to you. Broadcasts only reach people who have saved your number.
- Avoid voice notes as the only invitation. Guests need the date and address in writing.
How to send email invitations
- Write a subject line that says what and when: "You're invited: Ana and Omar's wedding, 20 September".
- Keep the email short: a warm line, the date, and a clear button or link to the invitation.
- Send from your personal address, not a no-reply address, so guests can answer with questions.
- Send a test to yourself first and check it on your phone.
- For large lists, send in small batches, which helps keep invitations out of spam folders.
For company events, add the event to the email body too (date, time, place), because some workplaces block external links. Our corporate event templates are designed for that kind of audience.
When to send digital invitations
Digital invitations arrive instantly, but guests still need time to plan.
| Event | Send the invitation |
|---|---|
| Wedding | 6 to 8 weeks before (save the dates 4 to 6 months before) |
| Destination wedding | 3 months before |
| Birthday party (adults) | 3 to 4 weeks before |
| Kids' birthday party | 2 to 3 weeks before |
| Baby shower | 4 to 6 weeks before |
| Corporate event | 4 to 6 weeks before, 8 for conferences |
| Casual dinner or Eid gathering | 1 to 2 weeks before |
Set the RSVP deadline one to two weeks before the event, or earlier if your caterer or venue needs final numbers.
How to follow up without nagging
Most guests mean to reply and simply forget. A friendly reminder is expected.
- First reminder: three or four days before the RSVP deadline, only to people who have not answered.
- Second reminder: the day after the deadline, as a personal message rather than a broadcast.
- Day before the event: a short note with the address and start time to everyone who said yes.
This is where tracking pays off. With einvitation, replies, plus-ones and meal choices land in one guest list, so you can see exactly who still needs a nudge instead of guessing. Our guide on how to manage RSVPs online covers the guest list side in detail, and the RSVP etiquette guide has wording for polite reminders.
Common sending mistakes
- One giant group chat. Replies, jokes and questions bury the details. Send privately.
- No context with the link. Always say who you are and what the event is.
- Changing the date by sending a new link. Update the existing invitation so everyone sees the same, current details.
- Forgetting guests without smartphones. Call them, or print the invitation for one or two people.
- Sending at midnight. Send during the day so the message is not lost under the morning's notifications.
Ready to send?
Pick a design, add your details and share one link by text, WhatsApp or email. Every reply comes back to the same place. Browse the invitation templates and send your first invitation today.
Frequently asked questions
Is it rude to send invitations by text?
No. Text and WhatsApp invitations are normal for most events today, including many weddings. Add a personal line so the message does not look automated, and offer a call or printed copy to guests who rarely use their phone.
Can I send digital invitations for free?
Yes. You can create an invitation and share its link by text, WhatsApp or email at no cost. Free plans usually include RSVP collection; check what limits apply to guest numbers or extra features.
How do I send one invitation to many people on WhatsApp without a group?
Use a WhatsApp broadcast list. Each guest receives the invitation as a private message and replies only to you. It only reaches people who have saved your number in their contacts.
How far in advance should I send digital invitations?
About 6 to 8 weeks for weddings, 3 to 4 weeks for adult birthdays, 2 to 3 weeks for kids' parties and 4 to 6 weeks for corporate events. Set the RSVP deadline one to two weeks before the event.
What should I write when sending an invitation link?
Say hello by name, name the event and the date, and ask for a reply by the RSVP deadline, then add the link. One or two sentences is enough.
