TeamRallyRSVP Reminder Emails for Work Events: Templates That Get Replies
Email templates for chasing replies to work events: team dinners, offsites, holiday parties and all-hands, with when to send each and how to stop chasing the whole company.
Every work event has the same last week: the venue wants numbers, half the team hasn’t replied, and the organiser is drafting the third “friendly reminder” to everyone. Here are templates that get replies, and how to send them to the right people.
The rules
- Remind only the people who haven’t replied. Emailing everyone annoys the people who already answered.
- Give a reason and a date. “We’re booking flights on Friday” gets replies; “please RSVP” doesn’t.
- One reminder, one final note. That’s usually enough.
Templates
First reminder (3–5 days before the deadline)
Subject: Quick one: are you coming to the team dinner? We’re confirming numbers with the restaurant on Wednesday. If you haven’t replied yet, could you let us know by Tuesday, with any dietary needs? Thanks!
Offsite
Subject: Offsite: please reply by Friday so we can book travel We’re booking flights and rooms for the Lisbon offsite on Monday. If you haven’t replied, please do by Friday, including any dietary or accessibility needs.
Holiday party
Subject: End-of-year party: a reply by Monday, please The venue needs final numbers next week. If you haven’t replied yet, please let us know by Monday, and whether you’re bringing a guest.
All-hands or workshop
Subject: All-hands next Thursday: are you joining in person or online? We’re setting up the room and the catering. Please let us know by Monday how you’ll join.
Final note (after the deadline)
Subject: Final numbers going to the venue tomorrow We haven’t heard from you about Thursday. If you’re coming, please reply today; otherwise we’ll assume you can’t make it.
Day before (to people who said yes)
Subject: See you tomorrow! A quick reminder: 7pm at Lucia’s, 14 Market Street. Plans changed? Update your reply so we can adjust the booking.
Sending it to the right people
The work is in knowing who hasn’t replied. A spreadsheet of replies means cross-checking names by hand. In TeamRally, every event has a live list of who’s going, who isn’t and who hasn’t answered, and you can send one update to just the people who haven’t replied, by email and to your Slack or Basecamp if connected.
Frequently asked questions
How do you remind employees to RSVP? One short reminder, to non-replies only, with a reason and a date.
How many RSVP reminders should you send for a work event? Usually one, plus a final note for catered or travel events.