Mailing Wedding Invites: The Perfect Timing Guide

Wedding invitations should be mailed 8-12 weeks before the wedding, and earlier if it's a destination wedding. This allows guests enough time to respond and for you to get a reliable headcount. Before sending your invitations, it's important to weigh a fully assembled envelope at the post office so you know how much postage you need. Most wedding invitations are heavier than your average letter, so a 70-cent stamp is often needed. You should also consider ordering extra invitations in case some get lost in the mail or there are issues with guest addresses.

Order extra invitations to account for potential losses during mailing

When it comes to mailing wedding invitations, it's important to plan for potential losses during the mailing process. Here are some detailed instructions and tips to ensure your invitations reach their intended recipients:

Order Extra Invitations

It is recommended to order approximately seven extra wedding invitations. While this may seem like an unnecessary expense, it is a wise precaution. Mailing 100 invitations, for example, may result in 3-5 going missing due to various reasons such as incorrect guest addresses or postal mishandling. By ordering extra invitations, you can avoid the costly and time-consuming process of reprinting individual invitations.

Weigh Your Invitations

The weight of your invitations plays a crucial role in determining the required postage. Most wedding invitations exceed the weight of a standard letter, requiring additional postage. Take a fully assembled invitation to your local post office and have it weighed by a postal clerk. This will help you ascertain the exact postage needed and avoid underpaying, which could result in your invitations being returned or your guests being charged extra postage.

Consider the Size and Thickness

In addition to weight, the size and thickness of your invitations can impact postage costs. Square invitations, for instance, often require a higher postage rate because they cannot be processed through sorting machines and must be hand-cancelled or "hand-sorted." If your envelopes are thicker than 1/4" at their thickest point, they too may require additional postage or special handling.

Hand-Cancelling

Hand-cancelling is the process of manually postmarking or cancelling an envelope by hand rather than using sorting machines. This service is particularly important for bulky or embellished invitations with ribbon, twine, or wax seals. Hand-cancelling helps prevent wear and tear on your invitations, ensuring they arrive in pristine condition. While some post offices may charge a small additional fee for this service, it is worth requesting to protect your invitations.

Mailing Timeline

Lastly, give yourself ample time for mailing. It is recommended to mail wedding invitations 8-12 weeks before the wedding, and even earlier for destination weddings. This buffer allows for potential mailing delays and provides guests with sufficient time to make travel arrangements and RSVP. Remember to factor in potential postal delays when setting your RSVP deadline.

Prepare your invitations for mailing by organising your stationery and addressing envelopes

Preparing your wedding invitations for mailing can be a straightforward process if you follow these steps for organising your stationery and addressing envelopes.

Organising Your Stationery

First, organise your stationery so that it is properly collated inside each envelope. The invitation should be placed at the bottom, print side up, with a sheet of tissue paper on top to prevent smearing. Stack any other inserts, such as a map, reception card, and reply card, on top of the invitation in order of size (smallest on top). The reply card should be placed under the flap of its envelope, which should be pre-printed with the mailing address and stamped. Insert everything into the inner envelope with the print side up, so that when guests open the envelopes, they will see the lettering. If you are using a single-fold invitation, where the print appears on the front, or a French-fold (double-fold) invitation, where the print is inside, place all enclosures inside the card. Slip the unsealed inner envelope into the outer envelope with the names facing the back flap.

Addressing Envelopes

The address on a wedding invitation should be handwritten; printed labels are not considered appropriate. Depending on your handwriting and the level of formality of your wedding, you may want to consider hiring a professional calligrapher. If you opt for a calligrapher, provide them with a neatly printed guest list, including full addresses, social titles (Mr., Mrs., Ms., Miss, etc.), and professional titles (Dr., Esq., etc.). It is also important to confirm spellings and addresses with your guests before providing this information to the calligrapher.

When addressing your envelopes, there are a few key points to keep in mind:

• Write out guests' names in full on the outer envelopes, avoiding nicknames or initials.
• Use appropriate social titles, such as "Mr." and "Mrs." for married couples. For suffixes like "Jr." or "IV," write out "Junior" or spell out the number for a more formal invitation.
• Spell out all words in the address, including "Street" instead of "St." and "Apartment" instead of "Apt." This also applies to city and state names, e.g., "Washington, District of Columbia."
• The preferred place for the return address is on the envelope's back flap.
• If using inner and outer envelopes, the outer envelope includes all the information needed for delivery, while the inner envelope lists the names of invited guests in the household, including children.

Determine postage by weighing a fully assembled invitation at the post office

When sending out wedding invitations, it's important to determine the correct postage to ensure they reach their destination without issue. The best way to do this is to take a fully assembled invitation to your local post office and have it weighed by a postal clerk. This way, you can be certain of the exact postage required, which is determined by the weight, size, and thickness of the invitation suite.

Most wedding invitations are heavier than your average letter due to the use of thicker cardstock, multiple inserts, or embellishments like pockets, vellum wraps, or wax seals. As such, a basic Forever stamp, which currently costs $0.73, may not be sufficient. By taking a sample invitation to the post office, you can find out the exact weight and required postage. This will ensure that you don't underpay or overpay for postage.

It's recommended to visit the post office during off-peak hours, such as early weekday mornings, to avoid long waits. Additionally, bringing a fully assembled invitation will help you determine the correct postage for all your invitations, as the weight and dimensions are likely to be the same for each one. This will save you time and ensure consistency.

Keep in mind that the cost of postage may vary depending on the destination of your invitations. Invitations mailed internationally will require additional postage, and rates may differ depending on the country. Always double-check the postage requirements for your specific destination.

By taking the time to weigh a fully assembled invitation at the post office, you can be confident that you're applying the correct postage. This will help ensure your invitations reach your guests without issue and that your carefully designed suites arrive in pristine condition.

Buy postage and apply it to your invitations before going to the post office

To ensure your wedding invitations are mailed without a hitch, it's a good idea to buy and apply postage before going to the post office. Here are some tips to help you with this process:

Weighing and Choosing the Correct Postage

Start by assembling a complete invitation, including all inserts and embellishments such as ribbons or wax seals. Take this sample invitation to your local post office and have it weighed. The weight, along with the size and thickness of your invitation, will determine the correct postage. Most wedding invitations are heavier than average letters and may require additional postage beyond a standard Forever Stamp. The post office staff will advise you on the necessary postage based on the weight and dimensions.

Buying Postage

You can purchase the recommended postage stamps directly from the post office or explore other options like buying stamps online. Buying stamps in bulk can save you shipping costs, especially if you need a large quantity. Online retailers such as Etsy, Edelweiss Post, Little Postage House, Magnolia Postage, and Amazon offer a wide range of unique and vintage stamp designs. However, keep in mind that vintage stamps may cost more due to their collector's value.

Applying Postage

Once you have the correct postage, apply the stamps to each invitation envelope. If your invitations are bulky or have unusual dimensions, consider using additional adhesive like glue sticks or double-sided tape to ensure the envelopes stay shut. You can also place the sealed invitations under a heavy book or paperweight to reinforce the closure.

Benefits of Applying Postage in Advance

Applying postage before going to the post office saves you time and ensures your invitations are ready to be mailed. It also allows you to choose the stamp designs that match your wedding theme or aesthetic. Additionally, having the invitations ready for mailing makes your interaction with the postal clerk quicker and more efficient.

In summary, buying and applying postage in advance helps streamline the process of mailing your wedding invitations. It gives you control over the stamp designs, ensures you have the correct postage, and saves you time during your visit to the post office.

Hand your invitations to a postal worker at the post office

Handing your wedding invitations to a postal worker at the post office is the tried-and-true option if you're going through the USPS. It's understandable if you just want to drop them in a mailbox, but it's worth making the extra effort to ensure that everything is in order and your guests receive their invitations.

• Before going to the post office, organise your stationery so that it's properly stowed inside each envelope.
• Figure out the postage before you go. Take one fully assembled invitation to the post office and have it weighed by a postal clerk. The price for mailing one invitation should be the same for the others.
• Add sufficient postage before dropping off your invitations. If you arrive without stamps, you risk not getting your desired stamps, compromising the aesthetic of your envelopes, and paying more for postage if stamps in smaller denominations aren't available.
• Proofread addresses before taking your invitations to the post office. Checking addresses may not be exciting, but it's essential for ensuring your invitations reach their destinations.
• Consider hand-cancelling your invitations. If your invitations are bulky or have embellishments like ribbon, twine, or wax seals, ask the postal clerk to hand-cancel them. Hand-cancelling involves marking or crossing out the stamp to prevent reuse, ensuring your invitations won't be put through a machine, which can cause wear and tear. Some post offices may charge a small additional fee for hand-cancelling, and it may take more time, so prepare for a longer wait.
• Visit the post office during "slow" times, such as early weekday mornings, to avoid crowds and long waits.

Frequently asked questions