This free wedding guest list template gives every guest a row and every decision a column: side, A/B/C tier, household, plus-ones, address, RSVP, meal, table, and gift. Download the Excel workbook (which also has wedding party, gifts, budget, and summary tabs) or the CSV for Google Sheets.
Below, you can see exactly what's in it before you download, how to set it up in Google Sheets or Excel, and how to use it to decide who makes the list.
Download for Excel (.xlsx) | Download for CSV (Google Sheets)
No email required. No strings attached. Just a clean, functional template.
Skip the spreadsheet. Sorry, Not Invited organizes your guest list with built-in tiers, RSVP tracking, and meal preferences. Try the free demo →
Preview: what's in the template
This is the CSV version as it opens in Google Sheets: 9 columns, with sample rows to delete once you've added your own guests. The Excel workbook goes further, with tier, address, RSVP, meal, seating, and gift columns.
| First Name | Last Name | Side | Relationship | Group | Spouse/Partner | Child 1 | Child 2 | Child 3 |
|---|---|---|---|---|---|---|---|---|
| John | Smith | Partner 2 | Family | Partner 2's Family | Jane Smith | |||
| Emily | Johnson | Partner 1 | Friend | Partner 1's Friends | ||||
| The | Johnsons | Partner 1 | Family | Partner 1's Family | Mrs. Johnson | Tommy | Sally | |
| Sarah | Williams | Partner 1 | Friend | Bridesmaids | Tom Williams | |||
| Mike | Brown | Mutual | Friend | College Friends |
In Google Sheets, use File > Import to open either file. The CSV uses the same columns as the Sorry, Not Invited importer, so you can upload it as-is when you're ready to rank and cut.
How to use each column
- First Name, Last Name
- As the name should appear on the envelope. For a family invited as one household, you can enter the household instead (The / Johnsons) and list who is in it in the next columns.
- Side
- Whose guest this is: Partner 1, Partner 2, or Mutual. Swap in your own names. Filtering by side is the quickest way to see if the list is lopsided.
- Relationship
- Family, Friend, Coworker, and so on. Useful when you set a rule for a whole category, like "no coworkers" or "first cousins only."
- Group
- The specific circle they belong to, like College Friends or Partner 1's Family. If you have to cut, cutting a whole group is much easier to explain than cutting one person out of it.
- Spouse/Partner
- Their spouse or partner, who is invited by name alongside them. This is not a plus-one, and it counts toward your headcount.
- Child 1 to Child 3
- Children invited with them. Leave these blank for an adults-only invitation, so the envelope and your catering count both match.
What a Wedding Guest List Template Should Include
Not all templates are created equal. A bare-bones name-and-address list might work for a birthday party, but weddings have layers: plus-ones, dietary restrictions, table assignments, gift tracking, and more. Here is what a well-designed template covers.
What's in the Excel version
The Excel workbook has six tabs, and it opens in Google Sheets too:
- Start Here: a one-page quick start.
- Guest List: one row per guest, with the 29 columns below.
- Wedding Party: role, contact info, outfit size, fittings, who is giving a speech, and who is coming to the bachelor/ette party, shower, and rehearsal.
- Gifts: who gave what, when it arrived, and when the thank-you note went out.
- Budget: enter your total and it suggests an amount for each category (venue, food and drink, photography, flowers, and so on), with estimated vs. actual spend.
- Summary: a dashboard that counts who is attending and who declined, your A/B/C tiers, guests by side and age group, and how many save-the-dates, invitations, and thank-you notes have gone out.
Guest List columns
- Who they are: First Name, Last Name, Side, Tier (A/B/C), Household, Plus-One Of, +1 Allowed?, Age Group
- Where to reach them: Street Address, City, State, Zip, Country, Email, Phone
- Invitations and RSVPs: Save Date Sent, Invite Sent, RSVP Status (Pending, Yes, No, No Response), # Attending
- Meals and seating: Meal Choice, Dietary Notes, Table #, Seat #
- Which events: Rehearsal, Ceremony, Reception
- After the wedding: Gift Received, Thank You Sent, Notes
Side, Tier, Age Group, RSVP Status, Meal Choice, and the Yes/No columns are dropdowns, which keeps the data consistent enough for the Summary tab to count. The CSV version keeps just the core columns (name, side, relationship, group, partner, and children) in the same format the Sorry, Not Invited importer reads, so you can move your list into the app later without retyping it.
According to The Knot's 2024 Real Weddings Study, the average U.S. wedding hosts 117 guests at a cost of roughly $270 per person. That means every single name on your list carries real financial weight. A well-structured template helps you see that impact clearly.
Free Wedding Guest List Spreadsheet: Google Sheets and Excel
How to Use the Template in Google Sheets
Google Sheets is the most popular choice for couples planning together because both partners (and parents, and the wedding planner) can edit the same document in real time. Here is how to get started:
- Download the CSV file. Click the download link above and import it into Google Sheets via File > Import.
- Share with your partner. Click Share in the top-right corner and add your partner's email with Editor access.
- Protect key columns. Right-click a column header, choose "Protect range," and set permissions so only you can edit sensitive data like addresses.
- Add an RSVP dropdown. Add an RSVP Status column, select it, go to Data > Data validation, and create a dropdown with options: Attending, Declined, Awaiting Response. This prevents typos and makes filtering easy.
- Add conditional formatting. Highlight the RSVP column, go to Format > Conditional formatting, and set rules: green for Attending, red for Declined, yellow for Awaiting Response.
- Create filter views. Go to Data > Create a filter view. This lets each collaborator filter the list (e.g., "show only groom's family") without affecting what others see.
A free wedding guest list Google Sheets template eliminates version-control problems. There is only one file, always up to date, accessible from any device.
Download for Google Sheets (CSV)
How to Use the Template in Excel
If you prefer working offline or your workplace has trained your fingers to think in Excel, the same template works there too.
- Download the .xlsx file. Save it to your computer or OneDrive using the link above.
- Enable editing. If Excel opens the file in Protected View, click "Enable Editing" in the yellow banner.
- Use the Table feature. Select your data range and press Ctrl+T to convert it into an Excel Table. This gives you automatic filter arrows, alternating row colors, and structured references in formulas.
- Use the built-in dropdowns. Side, Tier, Age Group, RSVP Status, Meal Choice, and the Yes/No columns are already dropdowns. To change the options (to match your caterer's menu, say), select the column and edit the list under Data > Data Validation.
- Use COUNTIF for totals. In a summary row, use
=COUNTIF(RSVPColumn,"Attending")to get a live headcount. - Pivot tables for analysis. Insert a PivotTable to quickly see breakdowns: how many guests per side, how many vegetarian meals, how many awaiting responses.
A wedding guest list Excel file is a strong choice if you want powerful formulas, pivot tables, or macros. The trade-off is that real-time collaboration requires OneDrive or SharePoint.
Printable Version
Some couples want a printable wedding guest list they can pin to a corkboard or hand to a day-of coordinator. To create one:
- Hide columns that are not needed on paper (email, phone, gift log).
- Set the print area to only the visible columns.
- Use landscape orientation and narrow margins.
- Set rows to repeat at top so headers print on every page.
- Export as PDF for easy sharing.
A printed list works well as a backup on the wedding day itself, even if you manage everything digitally up to that point.
How to Organize Your Wedding Guest List Template
Having columns is one thing. Filling them in strategically is another. Here is a step-by-step approach to organizing your wedding guest list so it actually helps you make decisions.
Step 1: Brain Dump Every Name
Open your template and list every person you can think of inviting. Do not filter yet. Include family, friends, coworkers, neighbors, your parents' suggestions, everyone. The goal is to get every possible name out of your head and into the spreadsheet.
Step 2: Assign Tiers (A-List and B-List)
Not every name carries the same weight, and that is okay. Use the Tier column (it is in the Excel version; add one in Sheets) to label each guest:
- A-List -- Must invite. You cannot imagine the day without them.
- B-List -- Would love to have them there, but the wedding still feels complete without them.
- C-List -- Nice to invite if budget and venue allow.
This tiered approach is the most practical way to decide who to invite to your wedding when you are over capacity. Send A-List invitations first. As declines come in, move B-List guests up.
Step 3: Set a Hard Number
Your venue capacity and budget set a ceiling. Calculate your maximum guest count using this formula:
Total Budget for Reception / Cost Per Guest = Maximum Headcount
If your reception budget is $30,000 and your venue charges $250 per plate, your ceiling is 120 guests. Write that number at the top of your spreadsheet and reference it every time you are tempted to add "just one more."
Step 4: Handle Plus-Ones
Plus-one policies cause more guest list stress than almost anything else. Establish clear rules early and apply them consistently:
- Married or engaged couples always get a plus-one.
- Couples living together for six months or more are typically invited together.
- Single guests in the wedding party usually receive a plus-one.
- All other single guests may or may not receive a plus-one depending on budget.
In the Excel version, mark +1 Allowed? Yes or No for each guest. Give each plus-one their own row, with Plus-One Of set to the guest bringing them, so they count toward your headcount. If you do not have a name yet, follow up before the RSVP deadline.
Step 5: Color-Code for Clarity
Color coding is the fastest way to scan a large spreadsheet. Here is a scheme that works well:
Color | Meaning
Green | Confirmed attending
Red | Declined
Yellow | Awaiting RSVP
Blue | Invitation not yet sent
Gray | On the B-List (not yet invited)
Purple | Needs follow-up (missing address, dietary info, etc.)
In Google Sheets, use conditional formatting rules tied to cell values so colors update automatically as you change data.
Customization Tips for Your Wedding Guest List Template
Every wedding is different. Here are ways to adapt the template to fit your situation.
Destination Weddings
Add columns for Travel Confirmed, Hotel Block Reserved, and Arrival Date. Destination weddings tend to have higher decline rates (often 30-40%), so your B-List strategy becomes even more important.
Multi-Event Weddings
The Excel version already has Yes / No columns for the Rehearsal, Ceremony, and Reception. If you have a welcome party, morning-after brunch, or other satellite events, add a column for each. This prevents the awkward moment of forgetting to invite someone to the rehearsal dinner who should obviously be there.
Cultural or Religious Considerations
Some weddings involve separate ceremonies (e.g., a church wedding and a reception, or a mehndi and a baraat). Add a Ceremony column to track which guests are invited to which parts of the celebration. For guidance on who to invite to your wedding when navigating family expectations across cultures, clear categories in your spreadsheet make the conversations easier.
Child-Free Weddings
Add a Children Invited column. If you are hosting a child-free wedding, this column helps you keep track of which families need to arrange childcare and whether any exceptions have been made (e.g., a nursing infant).
When a Spreadsheet Is Not Enough
A free wedding guest list spreadsheet handles the basics well, but it has real limitations once your planning gets more complex:
- No built-in scoring. Spreadsheets cannot help you objectively rank guests when you are 30 people over capacity. You end up relying on gut feelings and whatever name you happen to see first.
- Collaboration gets messy. Even in Google Sheets, two people editing the same row at the same time can create conflicts. And when parents want input, sharing a raw spreadsheet can lead to accidental deletions.
- No visual overview. You can build charts in Excel, but they require manual setup and do not update dynamically in a way that helps you make fast decisions.
- RSVP tracking is manual. Every response has to be typed in by hand. There is no automated flow from receiving an RSVP to updating the count.
- Version history is hard to follow. Google Sheets has version history, but reviewing who changed what and when is tedious once you have several collaborators.
These are the exact problems that purpose-built guest list tools solve. If you find yourself spending more time managing the spreadsheet than actually making decisions, it may be time to upgrade.
Ready to go beyond a spreadsheet? Sorry, Not Invited is a wedding guest list app that lets you and your partner score and rank every potential guest, manage tiers automatically, track RSVPs, and make tough decisions together without the spreadsheet headaches. Try the free demo →
Wedding Guest List Template: Quick-Start Checklist
Use this checklist to go from blank spreadsheet to working guest list in one sitting:
- Download the template (Excel) or CSV for Google Sheets.
- Brain dump every possible name into the Guest List tab.
- Fill in Side (and Relationship or Group) for every entry.
- Assign A / B / C tiers to each guest.
- Calculate your maximum headcount based on venue and budget.
- Set plus-one rules and mark eligibility.
- Collect mailing addresses (start early -- this takes longer than you think).
- Apply conditional formatting for RSVP status.
- Share the sheet with your partner and set editing permissions.
- Review and update weekly until invitations go out.
Frequently Asked Questions
How many guests should I invite to my wedding?
The average U.S. wedding in 2024 had 117 guests, according to The Knot. However, the right number depends entirely on your budget, venue capacity, and personal preference. A good rule of thumb is to start with your maximum headcount (budget divided by cost per guest) and work backward. Expect roughly 15-20% of invited guests to decline, so you can invite slightly above your target and still land near your ideal count.
What is the best format for a wedding guest list -- Google Sheets, Excel, or an app?
Google Sheets is best for couples who want free, real-time collaboration from any device. Excel is better if you need advanced formulas, pivot tables, or offline access. A dedicated app is the best choice when you need scoring, ranking, or automated RSVP tracking. Many couples start with a spreadsheet and move to an app once the list grows past 100 names or when difficult cut decisions need to be made.
How do I handle the B-List without offending anyone?
The B-List is standard wedding planning practice, and most guests will never know they were on it. The key is timing. Send A-List invitations 8-10 weeks before the wedding. As declines come in, send B-List invitations promptly, ideally no later than 5 weeks before the date. Use the same invitation style so there is no visible difference. Your spreadsheet template should track invitation sent dates so you can manage this timeline precisely.
Should I give every guest a plus-one?
No. Plus-ones are generous but expensive. At $270 per guest, every additional plus-one is a meaningful budget decision. Standard etiquette says married couples, engaged couples, and cohabiting partners are always invited together (these are not plus-ones; they are named invitations). Beyond that, plus-ones for single guests are at your discretion. Be consistent with whatever rule you set, and communicate it clearly on the invitation.
How do I track RSVPs in my guest list spreadsheet?
Add an RSVP Status column with a dropdown menu (Attending, Declined, Awaiting Response) and an RSVP Date column for when the response came in. Use a COUNTIF formula to keep a running total at the top of your sheet. Set a calendar reminder to follow up with non-responders one week after the RSVP deadline. A polite text or email is perfectly appropriate for chasing down responses.
When should I start building my wedding guest list?
Start as soon as you are engaged, or at least 9-12 months before the wedding. The guest list drives nearly every other decision: venue size, catering budget, invitation quantity, and seating layout. Beginning early gives you time to collect addresses, negotiate with family members about their additions, and make tier decisions without the pressure of a looming deadline. Use your template from day one so every name and note is captured in one place.
Last updated: September 2026