Free Wedding Guest List Template (Excel)
What's in the wedding guest list template
The Guest List sheet holds up to 250 guests, one row each. Every row captures the guest name, household or party (so couples and families group together), address, invite sent status, RSVP status, meal choice, plus-one, table number, and whether a thank-you note has been sent.
RSVP is a dropdown of Pending, Attending, or Declined, and meal choice runs Chicken, Beef, Fish, Vegetarian, or Kids - the standard set most caterers ask for. Keeping these as dropdowns instead of free text means every count and filter downstream reads the same values consistently.
A summary block below the table turns all of that into totals: how many guests are listed, how many are attending, declined, or still pending, meal counts by category among attending guests, and how many thank-you notes still need to go out.
What calculates automatically
Headcounts update the moment you change an RSVP: guests listed, attending, declined, and pending are each a live COUNTIF against the RSVP column, so the numbers are always current as replies come in.
Meal counts use COUNTIFS to cross-check RSVP status against meal choice, so Chicken, Beef, Fish, Vegetarian, and Kids counts only include guests marked Attending - a guest who declined or hasn't replied yet doesn't inflate your catering headcount.
Thank-you notes still to send counts every Attending guest whose Thank-you sent column is still marked No, so after the wedding you have a running list of who's left to write to, without scrolling the full 250-row table.
Why grouping by household matters
The Household / party column lets you group a couple, a family, or a plus-one under one invitation while still tracking each guest individually for RSVP, meal, and table assignment. That matters because an invite typically goes out per household, but your caterer needs a meal count per person and your seating chart needs a table number per person.
It also makes the guest list double as a mailing list: sort by household, and you have your invitation and thank-you-note mailing groups without a separate spreadsheet.
Who this wedding guest list template is for
Couples planning their own wedding without a planner, and wedding planners managing a client's guest list, are the core fit. If you need one place to track invites, RSVPs, meal choices, and table assignments without juggling separate lists for the caterer and the seating chart, this covers it.
It's also useful mid-planning if you're currently tracking guests across a messy spreadsheet or a paper list and want the RSVP and meal-count math to just work as replies come in, instead of manually recounting every time someone responds.
How to use it
- Add every guest with their household or party, so invites and mailing groups stay together.
- Track invite sent, RSVP status, meal choice, plus-one, and table number as details come in.
- Watch headcounts and meal counts update automatically in the summary as RSVPs are entered.
- After the wedding, mark thank-you notes as sent and use the summary to see who's left.
Download the free Free Wedding Guest List Template (Excel)
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Wedding Planner Spreadsheet — Complete
For the rest of the wedding beyond the guest list, the paid Wedding Planner Spreadsheet ($19) adds a budget tracker, a day-of timeline, and seating with conflict alerts on top of full guest management.
See the full versionFrequently asked questions
Can I use this wedding guest list template in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. Headcounts and meal counts keep calculating.
Is this template really free?
Yes. You give an email address to download it, and then it's yours to use with no further cost.
Does it calculate a seating chart automatically?
No. You enter a table number per guest yourself; the sheet doesn't auto-assign seating or check for table conflicts. It tracks who's at which table once you've decided.
How many guests can I list?
The guest list is built for up to 250 guests. For a larger wedding, duplicate the sheet or extend the formulas down further rows.
Does the meal count include guests who haven't RSVP'd yet?
No. Meal counts only include guests marked Attending, so your catering headcount doesn't get inflated by pending or declined guests.
What's the usage license?
Personal use. It's not meant to be resold or redistributed as a template product.