Destination Wedding Invites: When To Send Them Out

Planning a wedding is a complex affair, especially when it comes to sending out invitations. The timing of sending out invites for a destination wedding is a common question among couples. The general rule of thumb is to send out save the date cards 9-12 months in advance, allowing ample time for guests to make travel arrangements. This is especially important for destination weddings, where guests may need to book flights and accommodation. The formal wedding invitation should then be sent out 2-4 months before the wedding date, with the RSVP deadline set for at least two weeks before the wedding. This gives guests enough time to respond and the couple an opportunity to finalise details with vendors.

Send save-the-date cards 9-12 months in advance

Planning a destination wedding is no easy feat, but it's crucial to get the timing right when sending out your save-the-date cards. Here are some instructive tips to ensure your guests have ample time to prepare for your special day:

Destination weddings require more planning for your guests than local weddings, so it's essential to give them a heads-up as early as possible. Sending out your save-the-date cards 9-12 months in advance is highly recommended. This gives your guests the gift of time to research, make travel arrangements, and request time off work. It's also beneficial if your wedding venue requires an estimated headcount before confirming your booking. By sending out save-the-dates early, you can gather RSVPs within 1-2 months and better organise group transport or accommodations.

Include Travel Details with Save-the-Dates

Since your guests will need to book travel and accommodations, it's a thoughtful idea to include travel details with your save-the-date cards. Provide information on the best ways to reach your destination, when flights to that location tend to go on sale, and links to reasonably priced places to stay. You might even consider booking accommodations for your guests and having them reimburse you later. This can be especially helpful if you're able to secure a group discount.

Digital vs Physical Save-the-Dates

You can opt for digital or physical save-the-date notices, depending on your budget and preferences. Digital save-the-dates are a cost-effective option, allowing you to allocate more funds towards the main wedding invitations. However, physical save-the-date cards can be kept as mementos and add a personal touch. If you choose to mail them out, include your destination, wedding date, and the URL of your wedding website.

Follow Up with Formal Invitations Closer to the Date

After sending out your save-the-dates, you'll want to follow up with formal invitations closer to the wedding. This is typically done around 6 months ahead of the wedding. By then, you should have received most of your RSVPs, but be sure to promptly follow up with any undecided guests to ensure an accurate headcount for planning purposes.

Create a Wedding Website

Having a wedding website is a great way to centralise all the information your guests need. You can include details about accommodation, transport, activities, attractions, and any other helpful information. It's also a good idea to create a private Facebook group or event page to keep your guests updated with the latest news and changes.

Include travel details and local attractions on the save-the-date

For a destination wedding, it is advisable to send out save-the-dates early, ideally nine to twelve months in advance, to give your guests ample time to plan their travel and accommodation. This is an opportunity to include more information than a standard save-the-date, such as travel and accommodation details, to help your guests with their arrangements. Here are some ideas for what to include:

Travel Details

It is helpful to include information on how to reach your wedding destination. This could include local airport options, car services, and hotel information. If guests need to apply for visas or other additional documentation, this should be noted clearly. You could also suggest when flights to your destination are likely to go on sale.

Accommodation

It is a good idea to book a room block to help your guests secure the best price. Provide the hotel's cut-off date, directions from local airports, and, if applicable, guidance on how to book if there is a language barrier. You could also list other local hotel options you've researched in case guests are looking for a different experience.

Local Attractions

You might want to suggest places to visit and eat in the area for when there are no official wedding activities. Information on the local weather will also help your guests plan what to wear for your big day.

Wedding Website

If you have a wedding website, include the URL on your save-the-date cards. This is a great way to provide all the travel specifics and a schedule of the weekend's events. You can also include an FAQ section to cover any family-specific and general concerns about travel and the wedding itself.

Optional Group Activities

If you are planning any optional group activities, such as welcome lunches or dinners, guided tours of the region, or post-wedding activities, be sure to include these so that guests can plan their time accordingly.

RSVP

Although it is traditional to wait for the formal invitations before sending out RSVPs, an early headcount can help you and your venue prepare. You could encourage a two-step RSVP, one indicating the intention of attending, and the other to confirm final travel details.

Remember, the more information you can provide at this stage, the easier it will be for your guests to plan their trip and feel excited about your upcoming nuptials!

Send invites 2-4 months before the wedding

Sending out invites for a destination wedding can be a tricky affair. You want to give your guests enough time to make travel arrangements, but you also don't want to send them out so early that they forget about the invite altogether. So, when is the best time to send out those invites?

The general consensus is that sending out invites for a destination wedding 2-4 months in advance is the sweet spot. This gives your guests ample time to sort out their travel plans and make any necessary accommodations. It's important to remember that your guests will likely need to take time off work and maybe even book international flights, so giving them a heads-up a few months in advance is considerate and helpful.

However, it's also important to note that sending out invites too early can backfire. Guests might procrastinate and put off making travel arrangements, thinking they have all the time in the world. Then, before you know it, the wedding is just around the corner, and they haven't booked their trip. So, striking a balance is key.

Tips for Sending Out Invites

• Include an RSVP card and a return envelope with postage included. This makes it easy for your guests to respond, and you can start getting a headcount for your big day.
• Provide a wedding website link where guests can find more information about accommodations, travel tips, and things to do at the destination.
• If possible, give your guests a heads-up about the wedding date and location as soon as you know it. This can be done through a simple save-the-date notice, either digitally or physically.
• If you have guests coming from international destinations, give them a little extra time to make travel arrangements by sending out invites around 3-4 months in advance.
• Follow up with any undecided guests promptly to ensure you have an accurate headcount for planning purposes.

Request RSVPs no later than 1 month from the wedding date

When planning a destination wedding, it is important to give your guests ample time to prepare. This includes sorting out travel plans and taking time off work. To ensure your guests have enough time to do this, it is recommended that you send out your save-the-date notices at least 9-12 months in advance. This will also give you a clearer picture of who is likely to attend, making it easier to organise group transport or accommodations.

Your official wedding invitations should then be sent out 2-4 months before the wedding date. This gives your guests enough time to make travel arrangements and allows you to follow up with any undecided guests. It is important to note that if a large percentage of your guest list lives abroad, or if you are planning a destination wedding where no one lives near the location, it is best to add a few weeks to this timeline. Aim to send your invites around 3-4 months in advance.

Now, let's talk about RSVPs. To ensure a smooth and organised guest response process, it is recommended that you request RSVPs no later than 1 month from your wedding date. This allows you to finalise your seating chart, share the guest count with your caterers, and make any necessary preparations for your big day. It also gives you some buffer time for those guests who may not send their RSVPs back on time.

• Include an RSVP card and a pre-addressed envelope with postage included in your invitation suite. This makes it easy for your guests to respond.
• Set up a wedding website where guests can RSVP online. This is especially helpful for destination weddings as it allows guests to access all the information they need in one place.
• If you have guests who are less tech-savvy, consider providing a paper RSVP option as well.
• Give your guests a quick call if they haven't responded by the deadline. This will help you gather all the necessary information for your planning.

Send invites to international guests earlier

If you're having a destination wedding, it's important to give your international guests more notice. This is because they will need to sort out their travel plans and you'll need to account for lengthier mailing times.

How much earlier should you send invites to international guests? Well, it depends on whether you're sending save-the-dates or formal invitations.

For save-the-dates, it's a good idea to give your international guests at least 12 months' notice. This gives them plenty of time to research, make travel arrangements, and take leave from work. Sending save-the-dates 9-12 months in advance is also common.

For formal invitations, it's recommended that you send them to international guests around 12 weeks before the wedding date. This is assuming that you've already sent save-the-dates. If you haven't sent save-the-dates, you should send the formal invitations around 6 months in advance.

If you're only inviting a few international guests, it's fine to send their formal invitations at the same time as other guests (usually 6-8 weeks before the wedding). However, make sure to inform them of the wedding details ahead of time (through a call, text, or email) so that they can prepare their travel arrangements.

Frequently asked questions