Mailing Fancy Wedding Invites: A Step-By-Step Guide

Mailing wedding invitations can be a tricky process, but it's an important one as it gives your guests their first glimpse of your big day. There are a few key things to keep in mind to ensure your invitations arrive safely and on time. Firstly, it's important to order extra invitations as it's likely that a few will go missing in the mail. Secondly, take a fully assembled invitation to the post office to be weighed so you can determine the exact postage required – this may be more than the cost of a basic Forever stamp. Thirdly, consider requesting hand-cancelling, which means your invitations will be postmarked by hand rather than put through a machine, reducing the risk of wear and tear. Finally, give yourself ample mailing time to account for any potential delays and always take your invitations inside the post office rather than dropping them in a street-side mailbox.

Weighing the invitations

The weight of your invitations will determine the postage required, so it's important to get an accurate measurement. Take a fully assembled invitation suite, complete with all enclosures and the RSVP card, to your local post office. Ask them to weigh it and recommend the appropriate postage. This simple step will save you the hassle of having invitations returned due to insufficient postage.

Understanding Postage

Most wedding invitations are heavier than standard letters due to their use of thick cardstock, multiple inserts, and embellishments. As such, a basic Forever stamp may not be enough. The exact postage will depend on the weight and any non-standard features, such as square envelopes or wax seals. These features may require a "non-machinable surcharge," which is typically a small additional fee.

Hand-Cancelling

If your invitations are bulky or have embellishments, consider requesting hand-cancelling. This process involves manually postmarking the envelopes instead of using sorting machines, reducing the risk of damage. While some post offices may charge a small fee for this service, it can be worth it to ensure your invitations arrive in pristine condition.

Timing

Give yourself ample time when mailing wedding invitations. It's recommended to send them out six to eight weeks before the wedding, but don't cut it too close. Leave a buffer of a few weeks in case of any postal delays or issues. This will also give your guests plenty of time to respond, allowing you to get a reliable headcount.

Weighing RSVP Cards

Don't forget to weigh the RSVP cards and envelopes as well. Be sure to include the appropriate postage on these, so your guests don't have to pay for their own postage when responding. This is considered proper wedding etiquette and makes it easier for your guests to reply.

Numbering RSVP Cards

A useful tip to avoid confusion is to number the backs of your RSVP cards and envelopes. This way, if a guest forgets to write their name, you can still identify who the response is from by matching the number to your guest list.

In conclusion, taking the time to properly weigh and prepare your wedding invitations for mailing will ensure they reach your guests without issue. Following these steps will help you navigate the sometimes tricky world of postal services and set the right tone for your special day.

Ordering extra invitations

Ordering extra wedding invitations is a good idea for several reasons. Firstly, it is common for a few invitations to get lost in the mail, and it is more cost-effective to order extra invitations upfront than to reprint a small number at a later date. Secondly, you may want to keep a few invitations as keepsakes for yourself and your family. Thirdly, it is a good idea to give a few extra invitations to your photographer to be photographed at your wedding. Finally, extra invitations can be useful if you need to add additional guests to your list or if your invitations are returned to you by the post office.

The number of extra invitations you should order depends on the size of your guest list. A good rule of thumb is to count the number of households on your guest list and then add 10-20% extra invitations. For example, if you have 100 households on your guest list, you should order 110-120 invitations. This will give you enough invitations for your guest list, plus some extra for any potential issues.

In addition to ordering extra invitations, it is also a good idea to order extra envelopes. If you are hiring a calligrapher to address your invitations or plan to DIY, order at least 20% extra envelopes in case of mistakes. However, if your stationer will be printing addresses on your envelopes or if you are using envelope labels, you may not need to order any extra.

When ordering wedding invitations, it is important to consider the weight and thickness of the paper, as well as any embellishments such as wax seals or ribbons. These factors can affect the postage cost and whether the invitations can be processed by machine or will require hand-cancelling. It is recommended to take one fully assembled invitation to the post office to be weighed and to inquire about any additional fees or requirements for non-standard mail.

Return address format

The return address tells guests where gifts and RSVPs are to be mailed. If someone is unable to attend your wedding or would like to send their gift in advance, they should send it to the address on the back flap of your invitation envelope. Likewise, when a guest mails back the RSVP, they will use the address on the front side of your response envelope.

The return address goes on the back flap of your invitation envelope and the front side of your response envelopes. If you are using double envelopes (inner and outer), the return address only goes on the back flap of the outermost envelope. There is no need for a return address on the inner envelope.

Formally, the return address should be handwritten, but it is now acceptable for this to be printed, to use a mailing label, or a return address stamp.

The return address should be on the same side as the guest address to avoid confusion. With wedding invitations, this isn’t ideal aesthetically, so there are a few ways to avoid issues. If you go with a return address on the flap of the envelope, the basic idea is to make it so a machine couldn't possibly think your return address is a guest address.

One way to do this is to keep everything to only two lines – no names, and the zip code on the same line as the city/state. Or put everything on one line. This will still be effective as a return but the machines won't think it's a guest address. Keeping the return address small and placing it higher up on the envelope will also keep it out of the guest address zone.

When it comes to the names on the return address, formally, only the physical address (no names) is listed on the back flap of the invitation envelope. However, you can include names if you wish. If you want to keep it traditional, no names should be included. The return address on your response envelope should include names, as the post office will deliver this back to you.

Hand-cancelling

To hand-cancel your invitations, simply walk into your local post office during a slow time, preferably in the mid-morning, and ask the front desk clerk for hand-cancelling. Sometimes there may be an additional charge for this service (typically around 20 cents), but some post offices may offer it for free. Depending on the branch, you may be required to hand-cancel the invitations yourself under their supervision.

It's important to note that hand-cancelling can slow down the mailing process, as it requires human hours instead of machine hours. Therefore, it's advisable to give yourself ample mailing time, allowing at least two weeks' leeway in case of any delays or issues.

Additionally, if your invitations are particularly bulky or heavy, you may need to pay a "non-machinable surcharge" for hand-cancelling. This is because thicker invitations may not fit through the machines, and the post office will need to process them manually.

Securing the envelopes

Moistening the Envelope:

• Avoid licking the adhesive liner, especially for a large number of envelopes, as it can be tiring and unhygienic.
• Use a cotton swab or a paintbrush to moisten the envelope adhesive instead. This ensures the entire adhesive strip is covered, creating a stronger seal.

Reinforcing Closure:

• After moistening and sealing the envelope adhesive, place a heavy book or paperweight on top of the envelopes to reinforce the closure.
• This extra weight helps to press the flap firmly against the body of the envelope, creating a flatter and more secure seal.

Alternative Adhesives:

• If the envelope adhesive is not working effectively, consider using alternative adhesives such as a glue stick or double-sided tape.
• Keep in mind that these options may be messier and will make it more challenging for guests to open the invitations.

Inner and Outer Envelopes:

• Consider using the traditional method of an inner and outer envelope.
• The outer envelope includes all the information needed for delivery, while the inner envelope contains the names of the invited guests and ensures they receive a pristine envelope.

Hand-Cancelling:

• Request hand-cancelling at the post office to prevent your invitations from being damaged by sorting machines.
• Hand-cancelling involves postmarking the envelope with a hand stamp instead of machine sorting.
• This service typically incurs an additional charge, but it helps ensure your fancy invitations remain neat and undamaged.

Weighing the Envelopes:

• Fully assemble one invitation, including all inserts and the RSVP envelope with a stamp, and take it to the post office to be weighed.
• This ensures you affix the correct amount of postage, reducing the risk of your invitations being returned due to insufficient postage.

Securing the Contents:

• Stack the contents of the invitation suite in the correct order, with the invitation at the bottom, print side up, and the RSVP card under its envelope flap.
• Place the assembled suite into the inner envelope with the print side up, so guests see the lettering when they open the envelope.
• Insert the unsealed inner envelope into the outer envelope with the names facing the back flap.

Frequently asked questions