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Creating Event Invitations and RSVP Cards with Mail Merge

Planning a wedding or gala? Don’t hand-write 200 envelopes. Use mail merge to create elegant, personalized invitations and RSVP cards.

Elegant wedding invitations being printed with different names on each one

Creating Event Invitations and RSVP Cards with Mail Merge

The guest list is final. The venue is booked. Now comes the tedious part: addressing the invitations. Whether it’s a wedding, a corporate gala, or a charity fundraiser, personalization adds a touch of class that “Dear Guest” can never match.

1. The Data Source: Clean Your List

Your invitation is only as good as your spreadsheet.

  • Formal Names: Create a column for FormalName (“Mr. and Mrs. Smith”) and CasualName (“John and Jane”).
  • Table Numbers: If you are assigning seating, include a TableNumber column to print directly on the place card.

2. The Design: Merging into Beauty

You don’t have to sacrifice design for automation.

  • Fonts: Use a script font for the «Name» field to mimic calligraphy.
  • Layout: Design your background in Canva or Photoshop, save it as an image, and set it as the background in Word. Then place your text boxes over it.

3. RSVP Cards

Pre-filling the RSVP card increases response rates.

  • The Trick: Print a small code (e.g., “Guest ID: 104”) on the back of the RSVP card.
  • Why: When you get a card back with illegible handwriting, you can look up ID #104 in your spreadsheet and know exactly who it is.

Conclusion

Your guests will appreciate the personal touch, and you will appreciate the 10 hours you saved by not writing addresses by hand.

Event automation. MergeCanvas is perfect for generating thousands of tickets, badges, and personalized event materials in seconds.