Wedding Invitations: To Mail Or Not To Mail?

Wedding invitations are traditionally sent by mail, and this is still the most common method. However, in an increasingly digital age, online invitations are becoming more acceptable. There are a number of online services that offer design templates and customisable layouts for wedding invitations, and these can be a more sustainable option.

Digital vs. physical invites

The wedding invitation is a crucial logistical element and the first look at the style or theme of your wedding for your guests. The traditional way of sending wedding invitations is by mail, but in an uncertain era, digital invites are becoming more acceptable.

Digital Invites

Digital invites are a more sustainable option and allow for last-minute changes to be made to the guest list. They also make it easier for guests to ask questions and can encourage open communication. Additionally, digital invites can be a more cost-effective option, saving you money on postage and printing costs. Online services such as Paperless Post, Minted, Joy, Evite, and Greenvelope offer design templates and customisable layouts for save-the-dates and invitations.

However, digital invites may not be suitable for guests who are less tech-savvy, and it is important to ensure that all guests have access to the necessary technology to receive and respond to the invitation.

Physical Invites

Physical invites are a more traditional option and can be a beautiful keepsake for guests. They also allow for more creativity in terms of design and can include embellishments such as ribbon, twine, or wax seals.

On the other hand, physical invites can be costly and time-consuming, especially if they require assembly. They may also require a trip to the post office to ensure they are properly weighed, stamped, and cancelled.

Hybrid Invites

A hybrid model of mailing invites to key guests and sending digital invites to the majority of guests can be a good compromise, offering the benefits of both options.

Timing

Regardless of the format, it is important to send out invitations with enough time for guests to make travel arrangements. The general recommendation is to send save-the-dates 4-6 months before the wedding and invitations 6-8 weeks before, with RSVPs due about a month before the wedding. For international guests or destination weddings, it is advisable to add a few weeks to this timeline.

Timing

The timing of your wedding invitations is crucial. Send them too early and your guests might forget to RSVP or even misplace the invite. Send them too late and your guests might not be able to attend due to prior commitments. So, when is the best time to send out your wedding invitations?

The general rule of thumb is to send out your wedding invitations six to eight weeks before the wedding. This gives your guests enough time to clear their schedules and make any necessary travel arrangements. It also means you can request RSVPs sooner, allowing you to get a final headcount and complete your seating chart before the week of the wedding.

If you are sending out save-the-date cards, these should be mailed eight months before a destination wedding and four to six months before a local wedding. If your wedding is in less than four months, skip the save-the-dates and send out the invitations.

For out-of-town guests, it is customary to send out invitations eight to twelve weeks before the wedding. This gives them enough time to figure out their travel arrangements. If you are planning a destination wedding, you may want to send out invitations twelve to sixteen weeks in advance.

If you are not sending save-the-date cards, the best time to send out wedding invitations is nine to ten weeks before the wedding.

It's important to allow enough time for printing and shipping invitations, assembling and addressing them, and adding postage before taking them to the post office.

Assembly

The assembly of wedding invitations is a crucial step in the wedding planning process. Here are some detailed instructions and tips for assembling your wedding invitations:

Step 1: Organise Your Stationery

Firstly, you'll want to organise the contents of each envelope. A traditional wedding invitation suite typically includes the main invitation, a response card, and any other enclosure cards with helpful information for your guests, such as reception details, travel and accommodation cards, attire suggestions, or your wedding website. Make sure you have all the necessary components for each invitation and organise them neatly, ready for insertion into the envelopes.

Step 2: Assemble the Invitations

Now, it's time to put everything together. Insert the invitation, response card, and any other enclosure cards into each envelope, following the correct order. Take your time and be careful not to bend or damage the stationery. You may want to enlist some help from your wedding party or friends, especially if you have a large guest list. Proofread each invitation and double-check that all the necessary components are included before moving on to the next step.

Step 3: Secure the Envelopes

This step ensures your invitations stay securely closed during mailing. Instead of licking the adhesive liner, use a cotton swab or paintbrush to moisten the envelope adhesive. This method is more hygienic and makes it easier to cover the entire adhesive strip. If your envelopes have trouble staying shut, you can place a heavy book or paperweight on them or use additional adhesive like glue sticks or double-sided tape as a last resort. Just be aware that these methods may make it more challenging for guests to open the invitations.

Step 4: Finalise Postage and Addressing

Before heading to the post office, finalise the postage and addressing. Take one fully assembled invitation to the post office to have it weighed, and purchase the appropriate amount of postage for the rest of your invitations. You can also take advantage of guest-addressing services offered by some stationery providers, or address the envelopes yourself. Just be sure to proofread the addresses to avoid any delivery issues.

Step 5: Mail Your Invitations

Finally, it's time to mail your wedding invitations. Bring your assembled and addressed invitations to the post office and hand them to a staff member. Avoid using a mailbox as you want to ensure your invitations are securely handled. Consider requesting hand-cancelling for your invitations, especially if they are bulky or have embellishments. Hand-cancelling means the stamps will be manually marked or crossed out to prevent reuse, and your invitations won't go through a machine, reducing the risk of wear and tear.

International guests

Sending wedding invitations to international guests can be tricky, but it's definitely doable! Here are some tips to make the process smoother:

Timing

It's important to give your international guests enough notice, so aim to send their invitations at least eight weeks before the wedding, and preferably even earlier—up to nine to twelve months in advance if you're planning a destination wedding. This will allow them to make travel arrangements and book accommodations. If your wedding is around a major holiday, consider sending invitations even earlier since people may need more time to plan.

Mailing Options

When it comes to mailing the invitations, you have a few options. You can opt for traditional paper invitations, but be prepared to pay a little extra for international postage. Another option is to send an email invitation, which can be more cost-effective and ensures that your guests receive the invitation promptly. Alternatively, you could use a personal wedding website as your main invitation and then send a paper invitation as a keepsake.

RSVP Methods

When it comes to RSVPs, it's best to offer a digital option for international guests to save time and avoid the hassle of international postage. Include your wedding website URL or email address on the invitation, and encourage them to respond electronically. If you prefer a more traditional approach, provide a self-addressed, stamped envelope for them to send their response, ensuring that you use the correct international postage.

Additional Information

When inviting international guests, it's helpful to include additional information with the invitation. This could include details about travel and accommodation options, instructions for booking their trip, and suggestions for places to visit and eat in the area. You may also want to mention the expected dress code and any pre-wedding events they are invited to attend.

Follow-up

Don't forget to follow up with your international guests promptly after sending the invitations. Give them a call or send an email to ensure they received the invitation and have all the information they need to start planning their trip. This is also a good opportunity to answer any questions they may have about the wedding or their travel arrangements.

Remember, the key to inviting international guests is to give them plenty of notice, provide clear information, and offer flexible RSVP options to accommodate their unique circumstances.

RSVPs

Wedding RSVP cards are an important part of your invitation suite. They can be slipped in with your wedding invitation, making it super easy for guests to respond.

When should your wedding RSVPs be due? As a general rule of thumb, you want to make your RSVP date at least two to three weeks before your wedding date. This should allow enough time for you to get a final headcount for the caterer (given to them one week before) and to finalise your seating chart. Some couples prefer a little extra leeway, requesting RSVPs three to six weeks before the wedding.

What should you include on your RSVP card? Be sure to include clear instructions for your guests. First, ask whether they are attending or declining. If they are attending, include a place for them to indicate who is coming and, if necessary, their meal choice.

Do you need to include an RSVP card if you have an online RSVP system? Using an online service to gather your wedding RSVPs is a great way to save money and streamline the process. However, it's a good idea to include a paper RSVP card for guests who may not be tech-savvy. You can also add a traditional RSVP card to your wedding invitation and include a QR code that links to your online RSVP system.

Frequently asked questions