Addressing Wedding Invitations: Etiquette For Individual Address Labels

Wedding planning is a tedious task, and addressing individual labels for wedding invitations can be a daunting process. While some people prefer handwritten addresses, others opt for printed labels or even hire a professional calligrapher. To make the process easier, one can use online retailers or stationery stores to buy wedding address labels, or create custom labels using software and templates. Proper etiquette for addressing envelopes is also important, including using full names, avoiding nicknames, and considering different scenarios such as addressing married couples or unmarried couples.

Using a mail merge to print addresses directly onto envelopes or labels

If you have a large number of wedding invitations to send out and don't want to write each address by hand, you can use a mail merge to print addresses directly onto envelopes or labels. This method also ensures that your invitations will be correctly addressed and reduces the risk of them going missing in the mail due to illegible handwriting.

To use a mail merge, you will need a mailing list or data source, such as an Excel spreadsheet or Outlook contact list, that contains the names and addresses of your wedding guests. You can also create a mailing list during the mail merge process if you don't already have one. It is important to format your mailing list correctly, especially if using an Excel spreadsheet. For example, format the ZIP or postal codes column as text to preserve any leading zeros.

Once you have your mailing list ready, you can start setting up your mail merge. Here is a step-by-step guide:

• Open a new, blank document in Word.
• Go to the "Mailings" tab and click on "Start Mail Merge" and then "Envelopes".
• Enter your envelope options, including the size, return address, and delivery address. You can also adjust the layout and font of the addresses.
• Click on the "Printing Options" tab to see how to feed envelopes into your printer.
• It is recommended to run a test print on a single envelope before proceeding with the full mail merge.
• Add your recipients by linking your mailing list to the main document.
• Place your cursor where you want the address block to appear and insert the address block field. You can choose a format for the recipient's name and decide whether to include the company name and country/region.
• Preview the envelopes to check that all the information is correct and make any necessary adjustments.
• Load your envelopes into the printer and print.

By following these steps, you can efficiently print addresses directly onto your wedding invitation envelopes or labels, saving time and ensuring legibility.

Etiquette for addressing envelopes, including titles and full names

When addressing envelopes for wedding invitations, it's important to follow proper etiquette to ensure your guests feel welcome and respected. Here are some guidelines to help you address envelopes with titles and full names:

Outer Envelope Etiquette:

• The outer envelope should be formal and include the recipient's full name and personal title. This is a foolproof option that works for couples of all genders, whether they share a surname or not.
• For married couples, put their names on the same line. If they have different last names, list the person you're closest with first, or go in alphabetical order.
• When addressing unmarried couples, include both names on separate lines. Again, list the person you're closest with first or use alphabetical order.
• For single guests, use their preferred title and full name. If you're unsure, it's best to forgo the title altogether.
• When inviting a family with young children (under 18), list only the parent(s) or guardian(s) on the outer envelope. You can use "Miss" for girls under 18, and boys don't need a title until they're 16.
• If you're inviting children aged 18 or older, they should receive their own invitations. You can include titles or forgo them for a more casual approach.
• When addressing guests with distinguished titles, such as doctors, lawyers, judges, or military personnel, use their professional title on the envelope.
• Spell out all words in the address, including "Street," "Post Office Box," and "Apartment."
• House numbers smaller than 20 should also be spelled out.

Inner Envelope Etiquette:

• Inner envelopes are more informal, so you have more flexibility. You can include personal titles and last names or opt for a casual approach with first names only.
• For single guests with a plus-one, mention both people by name if you have that information. Otherwise, "and Guest" will suffice.
• When inviting a family, list each child's name on the inner envelope. If you don't include their names, it implies that children are not invited.

Remember to give yourself enough time to assemble and address the invitations neatly. You can also consider printing guest address labels or hiring a calligrapher for a more elegant touch.

How to address invitations to families with children

When addressing wedding invitations to families with children, there are a few things to keep in mind. Firstly, it is important to note that children under 18 are usually only listed on the inner envelope, not the outer envelope. For girls under 18, you can use "Miss" as a title, while boys under 16 do not need a title and boys aged 16 and above can be addressed as "Mr.".

If you are inviting the whole family, you can address the outer envelope to "The [Family Name] Family". Alternatively, you can address it to "Mr. and Mrs. [Parent's Names]", listing any children's names underneath. This is a good option if you want to be clear about who is invited.

If any children in the family are over 18, they should receive their own invitation. In this case, use their full formal name on the outer envelope and "Mr." or "Ms." followed by their last name on the inner envelope.

Outer envelope: "The Smith Family"

Inner envelope: "John, Mary, Miss Emily, and Mr. Michael"

Outer envelope: "Mr. and Mrs. John Smith"

Inner envelope: "Mr. and Mrs. Smith, Miss Emily, and Mr. Michael"

Outer envelope: "Mr. and Mrs. Smith"

Inner envelope: "John, Mary, Miss Emily, and Mr. Michael"

Outer envelope: "Mr. John Smith and Mrs. Mary Smith"

Inner envelope: "John, Mary, Miss Emily, and Mr. Michael"

If you are using double envelopes, remember that the outer envelope is more formal, while the inner envelope is more casual. The outer envelope should include titles and complete names, while the inner envelope can include first names without titles.

Using a calligrapher to address your invitations

If you're looking to elevate the look of your wedding invitations, hiring a calligrapher to address your envelopes is a great option. Here are some tips and things to keep in mind if you decide to go down this route:

• Timing: Give yourself enough time to find a calligrapher and have them complete the work. It's recommended to contact a calligrapher as soon as you've hired a wedding stationer, especially if you have a specific artist in mind that you want to work with. The general rule of thumb is to send out wedding invitations six to eight weeks before the wedding, so make sure your calligrapher has plenty of notice.
• Cost: The cost of calligraphy services can vary depending on factors such as the experience of the calligrapher, the time it takes to complete the order, and the materials used. Expect to pay between $2.50 and $7 per envelope for the front address, with place card calligraphy costing slightly less, around $2 per card.
• Finding a calligrapher: If you're working with a stationery designer, they may have a list of trusted calligraphers they can recommend. You can also find calligraphers online by filtering your search by location. Look at portfolios and reviews to get a sense of the calligrapher's style and quality of work.
• Preparing your guest list: Once you've chosen a calligrapher, you'll need to spend some time formatting your final guest list, including titles, full names, and addresses. Most calligraphers will request a spreadsheet or table with each line item (title, first name, last name, street address, city, state, and zip code) in separate columns for each guest or party.
• Communication: When reaching out to calligraphers, be sure to include your wedding date, approximate guest count, wedding style, and the specific services you're interested in. This will help them provide an accurate quote and timeline. Once you've chosen a calligrapher, be sure to communicate any specific requests or design ideas you have in mind.
• Proofreading: After the calligrapher has completed the work, be sure to carefully review the proofs and request any changes if needed.

Hiring a calligrapher can be a worthwhile investment if you're looking to add a personal and elegant touch to your wedding invitations. It's an art form that requires time and practice to master, so be sure to give your calligrapher ample time to complete the work and be prepared to pay for their expertise.

Printing your own labels: choosing the right template and software

Printing your own labels can be a great option if you're looking to save money or want more customization options. Here are some tips for choosing the right template and software for your wedding invitation labels:

• Assess the software you already have: Start by checking the software already installed on your computer. Using existing software can save you money and time, as you're already familiar with it. Common options include word processors like Microsoft Word and design software like InDesign, Illustrator, or Photoshop. While word processors are not specifically designed for this task, they usually offer basic design tools and label design features that may be sufficient for your needs.
• Consider the complexity of your design: Balance the complexity of your desired design with the capabilities of the software. If you're creating simple text-based labels, a word processor or basic design software may be adequate. However, if you want intricate or complex artwork, consider investing in more advanced design software. Keep in mind that free and non-design software may offer limited design tools, restricting the level of detail and accuracy you can achieve.
• Evaluate your confidence and experience: Using software that you're familiar with can be more efficient than investing in complex design software that you're not confident in using. Consider your level of experience with design-based tasks and choose software that aligns with your skills.
• Choose a suitable template: Select a template that fits the theme and style of your wedding invitations. Look for templates specifically designed for labels, as they will have the correct dimensions and layout. You can find label templates on sites like Canva or within the software itself. Canva, for example, offers customizable templates with various design elements, fonts, and illustrations.
• Utilize mail merge for guest addresses: If you have your guest addresses typed into a spreadsheet or document, you can use the mail merge feature in word processors like Microsoft Word to efficiently create labels. This feature allows you to import data from a spreadsheet and automatically populate the labels with your guest information.
• Test print before final printing: Before printing your labels on the actual label paper, it's a good idea to do a test print on a regular sheet of paper. This will help you ensure that the text aligns correctly with the labels and make any necessary adjustments.

Frequently asked questions