Update the invitation before you send a message
Guests may miss a text or read it hours later. They are likely to reopen the invitation when they need the address or start time. Update those details first, so every message you send points to the correct plan.
Check anything connected to the change. A new venue may also mean a new map link, entrance or parking advice. A new start time may affect the schedule, RSVP deadline or calendar details. Guests should not have to reconcile two different versions.
- Date or time: update the invitation, schedule, RSVP deadline and calendar details.
- Venue: check the address, map link, entrance, parking and accessibility information.
- Weather plan: name the indoor location or say when you will make the decision.
Say what changed in the first line
Lead with the new date, time or venue. Then say what remains the same and whether guests need to reply again. A brief apology is fine, but do not make people read through it to find the information they need.
For a venue change, you could write: “The party has moved indoors to 18 River Street. We are still starting at 6 pm. Please use the new map on your invitation.” If the date changes, ask for a fresh reply: “Our celebration is now on 24 October. Please let us know if you can still join us.”
Contact affected guests directly
A message to the whole guest list may not be enough for someone already travelling or relying on an accessible entrance. Call or text those guests directly. Tell vendors and anyone arranging transport as soon as their plans are affected.
For a change on the day, send the update at once. A second note near departure time can help if it contains a useful reminder, such as: “Please use the north entrance on Willow Street. The main doors are closed.”
Read the update as a guest would
Open the invitation on your phone. Can you find the correct date, time and address without remembering an earlier message? Is it clear whether you need to RSVP again? If possible, ask someone who has not helped plan the event to check it too.