Mailing Wedding Invitations: Efficient And Cost-Effective Strategies

Wedding invitations are usually sent six to eight weeks before the wedding, and there's a lot to consider when it comes to mailing them out. From postage costs to aesthetics, it's important to do your research to ensure your invitations arrive on time and in good condition. In this article, we'll explore the ins and outs of bulk mailing wedding invitations, including tips on how to save money and avoid common pitfalls.

Wedding Invitation Postage Costs

Wedding invitations are usually sent via mail, and the postage costs can add up quickly, especially when you have a lot of guests. Here are some tips to help you estimate and save on wedding invitation postage costs:

Estimating Postage Costs:

Before finalising your wedding invitations, it's crucial to consider the postage costs. The weight, size, and shape of your invitations will impact the postage. Here are some factors to keep in mind:

• Weight: Wedding invitations often include multiple inserts, such as RSVP cards, maps, and direction cards, which increase the weight. Ensure that your invitations weigh no more than 1 ounce to avoid additional charges.
• Size and Shape: Unusual sizes and shapes, such as square envelopes, may require extra postage. Stick to standard rectangular envelopes to avoid the "non-machinable surcharge."
• Decorative Elements: Add-ons like wax seals, thick ribbons, or twine can increase postage costs as they require hand-cancelling or non-machinable processing.
• Card Stock: Thicker card stock adds a premium feel but also increases weight, leading to higher postage costs.
• Number of Stamps: Depending on the weight and size of your invitations, you may need more than one stamp per envelope. Forever Stamps are a popular choice, but you may need additional stamps for extra weight.

Saving on Postage Costs:

There are several ways to reduce postage costs for your wedding invitations:

• Bulk Mailing Services: Using a bulk mailing service like Whistl can help you save up to 21% on the cost of second-class stamps.
• Standard Envelope Sizes: Opting for standard envelope sizes and avoiding custom or square envelopes can help you stay within the small letter rate, reducing postage costs.
• Limit Inserts: Consider the number of inserts you include in your invitations. Each additional card increases the weight and may push your invitation into the next weight category.
• Hand-Processing and Hand-Cancelling: Requesting hand-processing and hand-cancelling can protect your invitations from damage during delivery, but it may cost an extra 20- 40 cents per envelope.
• RSVP Options: Instead of relying solely on postal RSVPs, provide digital RSVP options for your guests, especially international ones. This can reduce the number of stamped envelopes you need to include.
• Save the Dates: Consider sending save-the-date postcards instead of full invitations. Postcards typically require less postage, and you can save the more elaborate invitations for the official guest list.

Choosing Wedding Stamps

Wedding stamps are an important part of the wedding invitation process. They can add a nice touch to your invitations and ensure they arrive safely at their destination. Here are some tips for choosing the right wedding stamps:

Weight and Dimensions:

Before choosing your stamps, consider the weight and dimensions of your fully stuffed envelope. If your invitation is standard size and weighs under one ounce, a single Forever Stamp will suffice. However, if you have a uniquely shaped envelope or heavy inserts, you'll need additional postage stamps in smaller denominations to cover the extra weight.

Design and Theme:

Wedding stamps come in various designs and themes. You can opt for wedding-themed Forever Stamps with flowers and other romantic motifs. If you're looking for something unique, vintage wedding stamps add a touch of elegance and are carefully chosen by experts. You can also find stamps that match your wedding colours or destination.

Customization:

Custom stamps were available before June 2020 but are no longer offered by the USPS. However, you can still find companies that offer curated collections of stamps that fit your wedding theme or colour palette.

Cost:

The cost of wedding stamps depends on weight, shape, size, and delivery location. Postcard stamps are the most cost-effective option, starting at $0.56, but they are only suitable for rectangular envelopes without any attachments. First-class Forever Stamps are a more versatile option, costing around $0.73. If you're sending invitations internationally, expect to pay more, and always check country-specific guidelines.

Mailing Options:

Consider using a letters and small parcel delivery service like Whistl to save money when sending out a large number of invitations. Alternatively, you can hand-cancel your invitations at the post office to prevent them from being put through a machine, which can cause damage. This service usually incurs an additional fee and takes more time.

Preparing Envelopes

Preparing the envelopes for your wedding invitations is a crucial step in the process of sending them out. Here are some detailed instructions to help you with this task:

Choosing the Right Envelopes:

• Select your envelopes before designing your invitations. Envelopes come in standard sizes, and it's important to ensure your invitations fit within these sizes to avoid custom envelope costs.
• Opt for "normal" rectangular envelopes to avoid additional postage charges. Unusual shapes, such as square envelopes, often require a "non-machinable surcharge."

Assembling the Contents:

• Organise your stationery so that it fits securely inside each envelope.
• Consider the weight of your enclosures. The total weight of your invitation suite, including response cards and additional info cards, will impact postage costs.
• Pay attention to sealing. Ensure the gum seal is secure to prevent envelopes from opening during transit.

Addressing and Aesthetics:

• Use full and accurate addresses, including directionals and apartment/unit numbers.
• Be mindful of the colour of the ink used for addressing. The postal machines can read most colours except red and its shades.
• Avoid using white ink, as it is less preferred by the post office and may cause issues.
• Consider using a mix-and-match envelope addressing style, such as calligraphy or a script font for names and a block print for addresses.

Postage and Final Checks:

• Determine the required postage by weighing a fully assembled invitation. Take it to the post office to be weighed by a postal clerk.
• Add sufficient postage before dropping off your invitations. Purchase the required amount of stamps to avoid compromising the aesthetic or paying more for postage.
• Double-check all the details and proofread addresses before taking your invitations to the post office.

Timing

When to Send Out Invitations

It is recommended that you send out your wedding invitations six to eight weeks before the wedding date. This gives your guests enough time to plan, make travel arrangements, and book accommodation if needed. However, if you're planning a destination wedding, it's best to send out invitations three months in advance. Sending them too early (four to five months beforehand) is not advisable, as guests may not have made travel plans yet and could forget to RSVP.

Save the Dates

Sending out "Save the Date" cards is a great informal way to give your guests a heads-up about your wedding date. These can be sent out six to nine months in advance, or even earlier for destination weddings. This ensures that your guests can reserve your wedding date in their calendars before receiving the official invitation. Keep in mind that sending "Save the Dates" will increase your postage costs.

RSVP Timing

It's important to give your guests adequate time to respond to your invitation. If you're mailing internationally, send out your invitations eight to ten weeks in advance to account for shipping delays and customs clearance. Consider providing a digital RSVP option for international guests to expedite their response.

Post Office Timing

When it comes to visiting the post office, try to go during "slow" times, such as early weekday mornings. Avoid the lunchtime rush to ensure a smoother and quicker interaction with the postal staff.

Avoiding Issues

There are several things you can do to avoid issues when sending out wedding invitations in bulk. Here are some tips to ensure a smooth process:

• Order extra invitations: It's a good idea to order 7 extra invitations to account for potential losses in the mail or guests who provide incorrect addresses. It's more cost-effective to order these upfront rather than reprinting later.
• Check your return address format: The post office recommends having the return address on the same side as the guest address. If you prefer to have it on the flap of the envelope, use only 2 lines with no names, and keep the zip code and city/state on the same line. Use a less contrasting colour to make it less likely to be mistaken for a guest address.
• Avoid red ink for addresses: While the postal machines can handle most colours, they don't handle red ink well. Use darker inks such as charcoal, navy, or black on light-coloured envelopes.
• Weigh your invitations: Take a fully assembled invitation to the post office to be weighed. This will help you determine the exact amount of postage required, which may be more than the cost of a basic Forever stamp.
• Pay attention to sealing: Ensure that your envelopes are properly sealed, especially if you have multiple enclosures. Check that the gum seal is secure all the way around to prevent the envelope from opening during transit.
• Request hand cancellation: Ask the post office to hand-cancel your invitations instead of using a machine, which can cause wear and tear. Hand cancellation involves manually marking or crossing out the stamp to prevent reuse. This is especially important if your invitations are bulky or have embellishments like ribbon, twine, or wax seals.
• Allow extra time for international invitations: If you're mailing invitations internationally, allow for additional time for customs clearance and shipping delays. Send them out 8-10 weeks in advance, and consider providing a digital RSVP option for these guests.
• Choose envelopes first: Before designing your invitations, select envelopes that are standard sizes to avoid additional postage costs. Unusual shapes and sizes, such as square envelopes, often require extra postage.
• Pay attention to weight: Any envelope weighing over 1 ounce will require additional postage, regardless of size or shape. Consider using wedding stamps designed for bulkier invitations to keep costs down.
• Double-check addresses: Use full and accurate addresses, including correct spelling of street and city names, zip codes, state abbreviations, directionals, and apartment/unit numbers.

Frequently asked questions