Wedding Guest List RSVP Tracker Spreadsheet Postage Calculator Address Book Meal Count Seating Chart Thank You Log Excel Google Sheets

WEDDING GUEST LIST & RSVP TRACKER — every piece of mail priced before you buy a single stamp.

Every guest list on Etsy counts your guests. Not one of them prices your mail. This one measures every envelope, applies the current USPS rate card, and tells you what the mailing actually costs — before it goes out short paid and comes back.

WHAT IT DOES THAT THE OTHERS DO NOT

1. IT PRICES EVERY MAILING, PIECE BY PIECE. You type each mailing's length, height, thickness and weight once. The sheet computes the aspect ratio, decides whether the piece is a postcard, a letter or a large envelope, applies the non-machinable surcharge when the ratio falls outside what USPS allows, and prices the whole mailing. In the shipped sample that is a $54.60 save-the-date mailing, a $158.76 invitation mailing and $54.60 of reply-card return postage — $267.96 across 252 pieces.

2. IT CATCHES THE TWO MISTAKES THAT COST YOU THE MAILING. A square envelope has an aspect ratio of 1.000. USPS needs between 1.3 and 2.5, so a square pays a 49-cent surcharge: the sample's 2.1-ounce square invitation costs $1.89, while the identical suite in a standard A7 envelope costs $1.40. Two Forever stamps is $1.64 — 25 cents short on all 84 pieces, and short-paid mail is returned for postage. Separately, the sheet flags a reply card measuring 4.5 by 3.25 inches as NONMAILABLE: it is under the USPS 5 by 3.5 minimum and cannot be mailed at any price.

3. IT SHOWS WHAT YOUR CATERING COUNT IS WORTH PER SEAT. Catering contracts bill on the count you commit to or the actual attendance, whichever is greater, and that number locks days before the wedding and cannot be lowered. The sample commits 117 against a projection of 112: five seats paid for and empty at $118 a plate, plus six vendor meals at $35. The file does not recover that money. It puts the six outstanding households in front of you while the count is still yours to change.

THE 12 TABS
Start Here · Setup · Dashboard · Guest List · Households & Addressing · Postage Calculator · RSVP Tracker · Chase List · Meal Counts & Guarantee · Seating · Gifts & Thank You Notes · Print & Labels

- START HERE: the one rule, the order that works, and where every rate in the file came from
- SETUP: the dates, the plate costs, and a dated USPS rate block you can edit when rates change
- DASHBOARD: replies, your own acceptance rate, days to the count, and everything outstanding
- GUEST LIST: one row per guest — side, relationship, RSVP, meal, dietary, plus-one, child, table
- HOUSEHOLDS & ADDRESSING: one row per envelope, with a flag that fires on an incomplete address
- POSTAGE CALCULATOR: ratio, size test, rate class, surcharge, price per piece, mailing total
- RSVP TRACKER: sent, due, days overdue and the follow-up log, for every household
- CHASE LIST: who is outstanding, worst first, with what to do about each one
- MEAL COUNTS & GUARANTEE: counts by meal, adults, children and vendors, and the cost per seat
- SEATING: tables, capacity, assigned, unassigned, and an over-capacity flag
- GIFTS & THANK YOU NOTES: received, described, written, mailed
- PRINT & LABELS: a clean addressing extract with the print area already set

ONE THING THIS FILE WILL NOT DO
Every wedding guest list tells you to expect 80 percent of your invitations to say yes. That figure is not a measurement — it is professional opinion, and there is no survey behind it. So this file ships no attendance prediction as a fact. It prints the rule of thumb as a rule of thumb, and it computes your own acceptance rate from your own replies, which is the only number that was ever going to be right.

WHAT YOU GET
- The workbook in four color editions (Colorful, Light, Dark and an Editorial edition)
- A .zip of the three color editions
- A full narrated video walkthrough (link in the file and below)
- Free updates

WORKS IN
Microsoft Excel, Google Sheets and Apple Numbers. Portable formulas only — no macros, no add-ons, no account, nothing to log into, nothing to cancel.

THE SAMPLE
The file ships with a worked sample so every tab has something in it: 84 invited households, 148 guests, 117 replying yes, three mailings measured and priced, six households still outstanding and a catering count that locks in 64 days. Countdowns are measured from an as-of date you type, so the sample stays readable whenever you open it — or put your spreadsheet's current-date function in that one cell and every countdown starts moving on its own. Delete the sample rows and type your own.

HONESTY
Every figure in the listing images and in the video was recalculated in LibreOffice and then recomputed independently before publishing: 2,613 formulas, 61,195 workbook checks, 128 postage assertions including twelve boundary tests, and 25 negative controls proving each gate actually fires. Zero failures. Postage rates are the USPS rates effective July 12, 2026 and they sit in an editable, dated block; check a stuffed sample at a retail counter before you buy stamps in bulk.

INSTANT DOWNLOAD — nothing is shipped.

🎥 WATCH THE FULL VIDEO TUTORIAL
A narrated walkthrough of every tab, with every figure recalculated before filming:
https://youtu.be/yW46yHMcZ38