Printing Wedding Invitation Envelopes: A Step-By-Step Guide

Wedding invitation envelopes are an important part of wedding planning. They are the first impression of the wedding's style and personality for guests. There are many ways to address envelopes, from handwritten notes to printing at home or getting them professionally printed. Printing at home can be done by typing out each address or using a mail merge. Professionally printed envelopes can be ordered online and can include custom fonts and colours.

Printing envelopes at home

Printing your wedding invitation envelopes at home can be a great way to save money and time. Here is a step-by-step guide to help you through the process:

Step 1: Prepare your guest list

Create an Excel spreadsheet with all your guest addresses. Include columns for names, street addresses, apartment numbers, city, state, zip code, and country if applicable. Double-check all spellings and addresses to avoid mistakes.

Step 2: Choose your fonts and design

Decide on the fonts and design for your envelopes. You can use a combination of fonts, such as a block font and a cursive one, to create a stylish look. Consider adding a phrase like "Kindly deliver to" for a unique touch. You can purchase affordable fonts from sites like Creative Market.

Step 3: Set up your document

Open Microsoft Word and download an envelope template that matches the size of your envelopes. Change the page layout size to match your envelopes for accurate scaling. Create your envelope template with the desired fonts and spacing. Ensure you leave enough space for the addresses and any design elements.

Step 4: Input guest addresses

There are two methods for inputting guest addresses:

Method 1: Typing Each Address

Replace the sample address in your template with each guest's address. Adjust fonts and colours as needed. After completing an address, hit Return/Enter to create a new page for the next address. Repeat this process until all addresses are entered.

Method 2: Mail Merge

Microsoft Word's Mail Merge feature allows you to address all envelopes at once. Open a blank document and go to Tools > Letters and Mailings > Mail Merge. Select "Envelopes" as your document type and choose "Change document layout" to set up your envelope options. Pick a standard envelope size or create a custom size if needed. Zoom out if necessary to see the entire template. Follow the Mail Merge steps to input recipient information, either from an existing database or by creating a new list.

Step 5: Adjust printer settings

Power on your printer and load it with envelopes. Access your printer driver by clicking File > Print > Properties. Set the custom paper size by entering the width and height of your envelopes. Save this setting for future use. Select "Landscape" printing and adjust the orientation accordingly. Look for an "Envelopes" setting in your print driver to accommodate the thicker paper and loose flap.

Step 6: Test print

Load a single envelope into your printer's input tray, ensuring the flap is closed and pointing right. Adjust the paper guide to rest flush against the envelope's left edge. Print one envelope as a test to ensure proper positioning and print quality. Check your printer manual for specific instructions on loading envelopes.

Step 7: Print your envelopes

After confirming the test print looks good, load your printer with 10 envelopes at a time (or as recommended by your printer manual). Print the first batch and repeat the process until all your envelopes are addressed.

Printing your wedding invitation envelopes at home can be a straightforward and cost-effective option. With careful preparation and attention to detail, you can create beautiful and personalised envelopes for your special day.

Using a mail merge

Printing wedding invitation envelopes using a mail merge is a great way to save time and money. This method allows you to print all your envelopes at once, without having to type in each guest's name and address individually. Here's a step-by-step guide on how to do it:

Step 1: Prepare Your Guest Information

Start by creating an Excel spreadsheet with all your guest information. Include columns for names (such as "Mr. and Mrs." or "James Brown"), street address, apartment number, city, state, zip code, and country if you have international guests. This spreadsheet will serve as your database file for the mail merge.

Step 2: Create Your Envelope Template

Open Microsoft Word and set up your envelope template. First, change the page layout size to match the size of your envelopes for accurate scaling. Play around with fonts and spacing to achieve your desired look. You can use text boxes and combine different fonts to create a unique design.

Step 3: Set Up Mail Merge

With your guest information and envelope template ready, it's time to set up the mail merge. Go to the Mailings tab in Microsoft Word, click on Start Mail Merge, and select Envelopes. You will be guided through the process of entering your envelope options, such as size, return address, and delivery address.

Step 4: Preview and Test

Before printing all your envelopes, it's a good idea to preview the results and check that all the information is correct. You can also print a test envelope to ensure that the formatting and layout are as desired. Make any necessary adjustments to the template or printer settings.

Step 5: Finalize and Print

Once you're happy with the preview and test print, it's time to finalize and print all your envelopes. Load your envelopes into the printer tray, following the instructions provided by your specific printer model. Click Finish & Merge and then Print Documents.

By following these steps, you'll be able to efficiently print all your wedding invitation envelopes using a mail merge, saving you time and effort in the process. It's a straightforward way to achieve a professional and personalized look for your wedding invitations.

Envelope liners

Planning and Preparation:

First, spend some time researching and gathering inspiration for your design. Pinterest, Instagram, and other social media apps are great tools for this. Create an inspiration board to help you decide on a style or theme that reflects your wedding vision.

Pick Your Background:

Choose a pattern, portrait, or image that speaks to you. You can find free or low-cost artwork online, such as from The New York Public Library or The Metropolitan Museum of Art.

Printing:

Once you've settled on a design, it's time to get it printed. You can print at home, but a professional printer is recommended for the best quality. Be sure to use text-weight paper, not cardstock, for the liners.

Materials:

Gather all the materials you need, including envelopes, printed lining pattern, paper cutter/trimmer or sharp scissors, pencil, and adhesive (tape or glue).

Template:

You can use a simple template to ensure your cuts are precise. Download a free template online, or create your own by tracing the envelope flap onto heavyweight cardstock or chipboard. Cut out the template, then trim 3/4 inch from the bottom and 1/8 inch from each side to allow the liners to slide in easily.

Cutting:

Trace the template onto the back of your printed liner paper, then cut out your liners.

Assembly:

Insert the liner into the envelope, crease at the flap, and secure with adhesive. You can apply the adhesive to the envelope flap or directly to the liner, depending on your preference. Centre the liner just touching or slightly under the envelope's glue line, then press down and fold.

Tips:

• For a cost-effective solution, consider using wrapping paper for your liners.
• Purchase envelopes and liners from the same vendor to ensure they line up exactly.
• Cards & Pockets offer pre-cut envelope liners in various colours and patterns, as well as the option to upload your own design.
• Paper Culture offers eco-friendly envelope liners made from 100% recycled paper, and they plant a tree for every order.

Addressing etiquette

The outer envelope is what is stamped and addressed, while the inner envelope only contains the names of the invitees and the invitation itself. The outer envelope is more formal, while the inner envelope is slightly more casual and often includes first names. However, this is optional and it is becoming more common to only use an outer envelope.

When addressing envelopes, there is specific etiquette that is generally followed. It is important to be up-to-date on how to address the envelope, especially when it comes to titles, relationship status, and names. Here are some tips on addressing etiquette:

• Use full names and avoid nicknames or abbreviations.
• Find out guests' pronouns and preferred titles before addressing their envelopes.
• Give distinction to guests' titles, such as "Dr.)", "PhD", or "Esq.".
• Fully spell out street names and numeric street names.
• Include serious partners and plus-ones by name if possible, rather than writing "and guest".
• Be clear about whether children are invited by adding "and Family" after their parents' names.
• Do not abbreviate street names, state names, or directional prefixes such as North, South, East, and West.
• Do not abbreviate the generational suffixes "Senior" or "Junior".

Married Couple, Different Sex, Same Last Name:

• Mr. and Mrs. Samuel Johnson
• Mr. Samuel and Mrs. Eliza Johnson

Married Couple, Same Sex, Same Last Name:

• Mrs. Suzanne and Mrs. Deborah Jones
• The Mesdames Suzanne and Deborah Jones
• Mr. Robert and Mr. Peter Smith
• The Mssrs. Robert and Peter Smith

Married Couple, Different Sex, Different Last Names:

Mr. Frank Smith and Mrs. Grace Apple

Married Couple, Same Sex, Different Last Names:

• Ms. Lisa Chan and Ms. Angelica Green
• Mr. Bradley Washington and Mr. Walter Randolph

Married Couple with Children (Under 18):

• Mr. and Mrs. Michael Randall
• Carolyn, Julie, and William

Married Couple with Children (18 and Over):

Children over 18 should receive their own invitation.

Single Person with a Plus One:

• Preferably, include the plus one's name. If not known, include "and guest" after the guest's full name.
• Ms. Jessica Miller and Guest

Single Person:

• For a single female, use "Ms." unless she is under 18, then use "Miss".
• Ms. Elizabeth Lemon
• Miss Donna-Jo Tanner
• For a single male, use "Mr." unless he is under 18, then no title is needed.
• Mr. George Costanza
• For a non-binary person, use the honorific "Mx.".
• Mx. Courtney Andrews

Hand-cancelling

To hand-cancel your wedding invitation envelopes, first, check with your postmaster. Assemble a mock-up of your invitation, complete with all the inserts and embellishments, and bring it to the post office to be weighed and checked. They will be able to tell you if your envelope is too bulky to be cancelled by machine and how much postage you will need based on the weight. Some post offices will allow you to hand-cancel the envelopes yourself, but others may refuse to do it at all, so it is important to check beforehand.

Once you know the weight of your invitation and whether it requires hand-cancelling, you can purchase the correct postage. You will need to include the extra cost for hand-cancelling (if applicable) in the postage. Then, organise your invites by family, state, alphabetically, or in the order of your guest list. For international invitations, fill out customs documents in advance.

Finally, bring your invitations to the post office and hand them off to be hand-cancelled. Try to go early in the morning to avoid the crowd. You may also want to print "Hand Cancel" on the envelopes to ensure that they are not missed.

Frequently asked questions