How to Put Together a Wedding Guest List (and the 5 People to Cross Off Immediately)

Let’s be honest: figuring out how to put together a wedding guest list that makes everyone happy can get more political than the actual Houses of Parliament. But it doesn’t have to be that way.

In fact, making a list that works for you and your partner should be simple: write down the names of everyone you want to be with you on your wedding day, and disregard the rest. Sounds easy, right? Yet somehow, in practice, things are never quite that straightforward. But fear not – we’re here to help. In fact, we've even made you a wedding guest flow chart to help you plot out who should be invited.

Here’s everything you need to know about choosing your wedding guest list from start to finish, including who to invite to your wedding, and who to say "sorry, you're not invited" to, and plenty of tips to keep everyone happy along the way (yes, even your parents!). 

Then, when you've nailed the guest list, our handy wedding guest list manager will help you manage those RSVPs like a boss. 

How to Make a Wedding Guest List in 7 Easy Steps

Putting together your wedding guest list is one of the first jobs on your wedding checklist, usually before you’ve even thought about booking a venue. You’ll need to know rough numbers, you see, to start thinking about your budget and looking for a venue that’s the right size.

Initially, it seems fun – what could be bad about the thought of everyone you love joining you to celebrate your big day? But phrases like ‘well, we did go to their wedding’ and ‘she’ll be so upset if I don’t ask him’ start creeping into the conversation and, all too soon, things can descend into chaos.

If this sounds like you right now, know this: you are not alone, and other couples have faced the same dilemmas for decades. Don’t know where to start? Don’t panic – because we do…

1. Write a List of Everyone You’d Even Consider Inviting

Sometimes, you have to go big to get smaller. Sit down with your partner and compile a list of every single person who you would invite to your wedding if money and space were infinite – spreadsheet, pen and paper, however it makes sense to you most.

Start with immediate family and really close friends and work outwards, including colleagues, school mates and distant relatives, down to fair-weather acquaintances, their partners, children, the lot. This is your master list; but now it’s time to start trimming it down.

2. Separate Out Your Top Tier Guests

Call them whatever you want to: the A-list, the non-negotiables, the must-haves. However you shape it, the message is the same: you simply wouldn’t get married without these people there. You know who they are. Highlight them somehow and know that no matter how the list goes from here, they stay very firmly on it, no exceptions.

Then, everyone else gets an invite if space and budget allows – and don’t be afraid to allocate some as evening guests only.

3. Work Out How Many Guests You Can Realistically Afford

Deciding on a venue and a guest list go hand in hand – you can’t fully figure out the latter if the vision for the former isn’t set. Even if you don’t have an exact location locked down, you probably know what kind of day you want – will you be at a big country house, a cosy barn, on the beach? How many people can your dream setting feasibly hold? Can your wedding budget stretch to that many?

If you’re having an intimate ceremony or a destination wedding, maybe the answer to that question is just the A-list, and that’s okay – it’s your day, and your choice. Where possible, start mentioning to those who might think they’re getting an invite that your wedding will a very small one as early as possible, before their expectations get out of hand.

Try not to feel guilty – remember that every guest is an extra chair, dinner, slice of cake and favour that you’ll have to pay for. To soften the blow, you could arrange a more relaxed dinner or a low-key party after the main event so that everyone who wants to celebrate with you gets the chance – if you haven't had enough of wedding planning yet.

4. Consider Your Parents’ Input

Traditionally, both sets of parents get a say on who is invited to a wedding – particularly if they are contributing to the wedding fund. It goes without saying that when it comes down to it, it’s your decision and not theirs, but to avoid unnecessary friction, it usually makes sense to loop mum and dad in early, and certainly before you consider posting any save the dates.

The best way to approach the conversation is to be upfront: once you and your partner are in agreement, show the parents the plan, and let them air any concerns in a respectful way.

It may be that you can resolve them between you, or you’ve already thought of the same issue but worked it out yourselves. Alternatively, some couples reserve a portion of their guest lists for their parents to allocate themselves – they can ask whoever they like, as long as you all get on, but it’s a set number of seats that works for your venue and budget, and no more.

"It's always challenging to navigate the expectations of parents during any part of the wedding planning, but particularly when it comes to the guest list," says wedding planner Nalini Raman of Knots & Nuptials. "I always encourage my couples to keep an open dialogue, however, you might also want to let them have a say in other aspects of the wedding that are less critical, such as the cake or the band." 

"It's also worth noting that when it comes to Asian families, the dynamic shifts dramatically. Culturally, Asian weddings are much larger and there can be an overwhelming desire for couples to please their parents. In Asian weddings, it's not uncommon to invite distant relatives or friends who you may not have seen since childhood, simply because they were important to your parents at some point in time.

"To help with this, I advise my Asian couples to categorise their guest list into three groups: the can't-get-married-without, the would-love-to-have, and lastly, the nice-to-have guests, which includes distant relatives and acquaintances. While the first two groups should be invited to all pre-wedding events and the main celebration, the latter are typically only invited to the wedding and reception – and sometimes even just the reception.

"This strategy allows the couple to keep their parents satisfied while managing guest numbers effectively," adds Nalini. 

5. Be Fair With Family

If four of your cousins are coming, the fifth will probably be upset if they’re not, and if your partner’s great grandma gets a front-row seat for the vows, yours might be miffed to have been dropped from the wedding guest list altogether.

It’s not obligatory (or indeed, fool proof), but one effective way to avoid hurt feelings is to ensure you treat members of different families in the same way. Even if they’re disappointed, they’re much more likely to understand an all or nothing approach – ‘sadly we haven’t had space to invite any of the aunts and uncles’ – than an uncomfortable explanation of how you’re closer to one side of the family than the other.

6. Stagger Your Invites

Your first draft of the ‘final’ list probably won’t actually be final. Etiquette dictates that you should send your wedding invitations at least eight weeks in advance (or ten, if your ceremony is taking place out of town and guests will need to travel). When you start posting them and the RSVPs start trickling in, you will probably get a handful of regretful nos.

This doesn’t mean you’ve been snubbed, it means life got in the way somehow – and the silver lining is that you now have space to ask the people you would have loved to have included if you’d had room the first time around. Consult your original master list and work with your partner to fill these spots – just be sure to send this next round of invites ASAP, because no one wants to feel like a second thought.

7. Remember How You Feel When You Aren’t Invited to a Wedding

This point is mainly to help you maintain a healthy perspective during what can be one of the most stressful times of your life. If you don’t get an invite to someone else’s wedding, how does it affect you? Even if you think you’re definitely on the list, you might feel a bit let down for a day or two, but you’d do your best to understand and move on, and it’s likely your potential attendees will do the same.

A wedding is one day, and anyone who truly cares about you will be there for you well after it takes place, whatever you decide. Take a deep breath, a step back and remember: it will all work out in the end.

Who Should Be Included in a Wedding Guest List?

Naturally, the size of your wedding venue and budget will determine who will be included in your wedding guest list but a general wedding guest list template includes immediate family members (parents, grandparents, siblings, uncles, aunties and cousins), close friends and partners of these guests.

If space permits you can then consider more distant family members, friends you would love to include but haven't seen in a while, work colleagues and family members/friend's children. 

What is Considered a Large Wedding Guest List?

A large wedding guest list typically has over 150 attendees. According to the Hitched National Wedding Survey, the average wedding guest list number is 82 guests.  

The royal wedding guest list for Prince William and Kate Middleton's wedding had more than 1,900 guests, including A-listers such as the Beckhams, Sir Elton John and Sir Rowan Atkinson. Now that's definitely a large wedding guest list! 

Five Small Wedding Guest List Tips

Working with a small wedding guest list? Here are our top tips for keeping your wedding guest list small...

1. Limit Plus-Ones 

An easy way to stick to a small guest list is by limiting the number of plus-ones you allow your guests to bring. We recommend only offering plus-ones to those in long-term relationships with partners that you have met. 

2. Limit Children

If you have a large family, limiting the number of children that you allow your guests to bring can really make a big difference to your overall guest count. Not sure how to inform people of your decision? Our no children wedding invitation wording samples will come in handy.

3. Close Friends & Family Only 

4. Keep Your Guest List Private

5. Stick Your Ground & Don't Overthink

How to Cut Your Wedding Guest List: 5 People You Really Don’t Need To Put On Your Guest List (If You Don’t Want to)

1. Other People’s Children

If you want a child-free wedding, have a child-free wedding. There is no law that says you must have little ones as part of your big day. Okay, some parents may have hoped for their pride and joy to be bridesmaid or pageboy, and there’s the question of finding childcare while mum and dad let their hair down at the reception – but realistically, there’s nothing more boring for most kids than sitting through vows they don’t really understand.

However, if someone either can’t or simply won’t come because they can’t bring their child, you have to respect their decision, just like they’ve respected your decision to have an adults-only affair – it works both ways.

2. Plus Ones You Don’t Really Know

Plus ones are typically the most controversial element of any wedding guest list, but don’t feel you have to send them to everyone, especially if it’s a new relationship and you’ve never spent time with them before.

Decide where you’ll draw your line – maybe you'll invite only those who are married or engaged, or anyone who’s been in a relationship for over a year.

The possible exception here is a friend who is coming from a different town or city and doesn’t really know anyone else at the ceremony, as having a plus one may put them more at ease. But it’s totally your call – if you seat them at a table with a group you know are friendly and welcoming from the get-go, they’ll likely feel comfortable regardless.

"Set a clear criteria early on and communicate that with friends and family to avoid any conflict or misunderstanding further down the line," adds Nalini. "Be tactful when informing guests of your decision, emphasising logistical constraints, the desire for an intimate wedding, or that you just want your friends to enjoy some child-free time so they can let loose…

"Be firm in your decision and don't feel pressured to accommodate extra guests," she adds. 

3. People Who Invited You to Their Wedding…

…but who you haven’t really hung out with since. If you attended a beautiful ceremony five years ago, but the friendship has since tapered off, you don’t have to offer a like-for-like invitation.

Circumstances have changed, and if they were getting married again now, they probably wouldn’t invite you either. Some experts suggest the ‘one-year rule’ – if you’ve not spoken in the last 12 months, are you really as close as you remember?

Try reaching out and suggesting meeting up casually before you send any invites out. If they’re evasive about catching up over coffee, they probably won’t mind not being on the list for your big day.

4. Your Co-Workers

You share a workspace and go for group lunches, but that doesn’t automatically equate to the entire office crashing your reception and eating all of the expensive canapés. Unless you’ve known them a long time and they’re super close pals that you spend time with in and out of the workplace, you can scratch colleagues off the invite list and it’s highly likely that no one will bat an eye.

If your office gang still wants to throw you a bash, a work sten do or after-hours cocktail happy hour will always go down a treat.

5. Anyone You’re Only Inviting Out of Guilt

A wedding is supposed to be the happiest day of your life – do not feel pressured by other people’s opinions or emotions, because it’s not their day, it’s yours.

When it happens, most brides and grooms find that they barely have enough time to talk to and party with everyone that they do actually want there, so the last thing you need is to fill even more seats with extra people just because they’ve made you feel bad. Be kind but upfront, and stand your ground – it might make for a slightly awkward moment now, but you’ll never regret going with your gut.

How to Make a Wedding Guest List in Excel 

Making a guest list might seem daunting, but with the help of a guest list sheet it is a lot easier. Organise your wedding guest list onto Excel by creating columns such as guest name, address, phone number, RSVP received and any other detail that you need to be informed of.

It's also a great idea to have separate columns for the number of guests you have invited and the number of guests and plus-ones attending, so you can keep track of how many places you have reserved. A column of dietary requirements will be needed so you can easily let your wedding caterer know. 

Don't fancy doing a DIY job? We don't blame you! Download the Hitched wedding guest list app and all the work is done for you! Simply pop your wedding guests' names into the ready-made columns and you can send them an online invitation or invite them via your wedding website. You can then keep track of who has confirmed their attendance. It even gives you the option to invite them to just the evening reception or the ceremony. 

How to Limit Your Wedding Guest List : Wedding Guest List Flow Chart

Struggling with a guest list that suits your budget and venue? Our clever wedding guest list flow chart is a quick and easy way to see who makes the cut! It's a brilliant tool to ensure you are approaching taking names off your guest list with sensitivity and tact. 

Not sure yet whether you definitely do or don’t want kids at your wedding? Here's everything you need to consider about children at weddings