Mailing Wedding Invitations: When To Send Them Out

Sending out wedding invitations is a crucial part of wedding planning. It is important to give guests ample time to respond and make travel arrangements. In the US and UK, it is normal to send out wedding invitations at least two months before the wedding. However, some people send out their invitations anywhere from three to six months in advance, especially if a large percentage of the guest list lives abroad. Wedding planners recommend sending out invitations six to eight weeks in advance of the wedding. This gives guests enough time to respond and make travel arrangements, while also providing wedding vendors with enough advance notice.

Invitations for destination weddings

When it comes to destination weddings, there are a few things to keep in mind to ensure that your guests have enough time to plan their travels and that you have an accurate headcount for your venue and vendors. Here are some tips and suggestions for sending out invitations for your destination wedding:

Timing:

It is recommended to send out invitations for a destination wedding earlier than you would for a local wedding. While the standard timeframe for sending wedding invitations is around six to eight weeks before the wedding, you can send them out earlier, especially if many of your guests are travelling internationally or if your wedding falls around a major holiday. Consider sending your destination wedding invitations around three months in advance, or even earlier if your guests need to make extensive travel arrangements. This will give your guests ample time to make travel plans, book accommodations, and request time off work.

Save-the-Dates:

For a destination wedding, it is advisable to send out save-the-date cards. These can be sent out four to six months before the wedding, or even earlier if extensive travel arrangements are required. Save-the-dates will allow your guests to mark their calendars and start planning their travels. It is also a good idea to include your wedding website on the save-the-date cards so that guests can find more information about the location, accommodations, and any other relevant details.

RSVP Date:

When it comes to the RSVP date for a destination wedding, aim for responses to be due about a month before the wedding. This will give you enough time to chase down any late responses and finalise numbers with your venue and vendors. You may also want to consider following up promptly with guests who haven't responded to ensure you have an accurate headcount.

Invitation Design:

There are many creative options available for destination wedding invitations. You can choose to incorporate the theme or location of your wedding into the design. For example, passport-style invitations or boarding pass-themed invites are unique ways to set the tone for your destination wedding. Etsy, Truly Engaging, and Cartalia are some websites that offer a range of destination wedding invitation designs.

Remember, the key is to give your guests enough notice to plan their travels and to ensure that you have an accurate guest count for your venue and vendors. Sending out save-the-dates and invitations in a timely manner will help make your destination wedding planning smoother for both you and your guests.

Invitations for local guests

When it comes to wedding planning, there are a few tasks with guidelines, including when to send out wedding invitations. The proper wedding invitation timeline is typically six to eight weeks before the wedding. This gives your guests enough time to clear their schedules and respond with RSVPs. It also allows you to get a final headcount, invite guests on your B list, and complete your seating charts.

However, if you're sending invitations to local guests, you may want to consider a slightly different timeline. While it's still important to give local guests enough notice, you may have more flexibility with the timing. Here are some tips and considerations for sending invitations to local guests:

• Send invitations earlier if needed: While six to eight weeks is the standard recommendation, you can send invitations to local guests earlier if you prefer. Some couples choose to send invitations three months or even earlier, especially if they want to accommodate specific meal choices or have other unique considerations. Sending invitations earlier can also be beneficial if your local guests have busy schedules or need to make arrangements such as booking time off work.
• Consider the timing of your save-the-dates: If you've already sent save-the-dates, your local guests may already have the essential information about your wedding, such as the date and location. In this case, you may choose to send the invitations closer to the six-to-eight-week timeframe. Save-the-dates are typically sent four to six months before the wedding, giving guests a timely heads-up to make planning smoother.
• Account for any unique circumstances: If your wedding falls on or near a major holiday, such as Christmas, it's advisable to send invitations earlier than usual. This is because people are more likely to have competing plans and may need more time to arrange their schedules. Sending invitations three months in advance or even earlier can be a good idea in such cases.
• Aim for a balance: Sending invitations too early may result in your wedding not being at the top of your guests' minds as the day approaches. On the other hand, sending them too late may not give your local guests enough time to make necessary arrangements. Aim for a balance by sending invitations early enough to allow your guests to plan, but not so early that they lose track of the date.
• Request RSVPs accordingly: When sending invitations to local guests, set an RSVP deadline that aligns with your wedding planning needs. Typically, RSVPs should be requested around one month before the wedding. This gives you enough time to finalise details with your vendors and create your seating chart.
• Be consistent with other guests: While you may have more flexibility with local guests, it's generally advisable to send all your invitations at the same time, regardless of whether your guests are local or from out of town. This simplifies the process and ensures that everyone receives their invitation within a similar timeframe.

Save-the-date cards

When creating your save-the-date cards, you can include the following details:

• Names of the couple getting married
• Wedding website or social media page
• City and state of the wedding venue
• An indication that a formal invitation will follow
• Travel and accommodation information, such as hotel room block details and transportation options
• Your wedding hashtag, if you have one

Remember to keep the design simple and elegant, providing just enough information to spark excitement and help your guests plan accordingly.

After sending out your save-the-date cards, the next step is to send the formal wedding invitations. The recommended timeline for sending invitations is six to eight weeks before the wedding. This gives your guests enough time to clear their schedules and make any necessary arrangements, without being too early that they might forget to respond.

RSVP deadline

The RSVP deadline is an important aspect of wedding planning, as it helps you finalise the guest list and make necessary arrangements. Here are some detailed instructions and advice for setting an RSVP deadline:

Recommended Timeline for RSVPs:

• It is recommended that your wedding RSVPs be due at least four weeks before the wedding, and no later than two weeks before the big day.
• The sweet spot for the RSVP deadline is often considered to be three to four weeks before the wedding. This gives you ample time to finalise the guest list and identify non-respondents.
• If you send out invitations six to eight weeks before the wedding (which is the recommended timeline), giving guests four to five weeks to RSVP is generally sufficient.

Caterer and Venue Considerations:

• Your caterer and venue will typically request a final headcount one to two weeks before the wedding. Therefore, you should set your RSVP deadline with this in mind, allowing yourself a buffer to chase any late responses.
• For example, if your wedding is on June 20 and the venue wants the final headcount by June 6, set your RSVP deadline for May 23. This gives you two weeks to gather late responses and provide an accurate headcount to the venue.

Dealing with Late Responses:

• It is common for guests to respond after the RSVP deadline. Plan to spend some time contacting late responders via text or email.
• Start following up with non-respondents about a week after the RSVP deadline. While it may feel awkward, it is crucial to get a final guest count as soon as possible.
• If you still haven't received a response after following up, give these guests a deadline of 24 hours to respond, explaining that you need to provide the caterer with a final number. If they don't respond by then, it is advisable to count them out.

Tips for Guests:

• As a guest, it is considerate to RSVP as soon as you know whether you can attend. It is perfectly fine to respond before the deadline, and doing so will make the planning process easier for the couple.
• If you are sending a physical RSVP card, it is a good idea to mail it about a week before the deadline to ensure it arrives on time.

Remember, the key to a successful RSVP process is setting a clear deadline, allowing a buffer for late responses, and promptly following up with guests who haven't responded. This will help ensure an accurate headcount for your big day.

When to send invites to international guests

When planning a wedding, it's important to give your guests enough time to plan their attendance, especially if they are coming from abroad. Here are some tips and suggestions for sending invites to international guests:

Save-the-Dates:

It is recommended to send out save-the-dates for a destination wedding as early as possible, ideally 9 to 12 months in advance. This gives your international guests ample time to make travel arrangements, book accommodations, and request time off work. Sending save-the-dates digitally is a cost-effective option, and you can always follow up with a formal invitation closer to the date.

Invitations:

For destination weddings, it is suggested to send out invitations earlier than you would for a local wedding. The recommended timeline is 6 months to 3 months before the wedding. This ensures your international guests have enough time to prepare and make the necessary arrangements.

RSVP deadline:

It is important to give your international guests a reasonable deadline to RSVP. You may want to request RSVPs within 1 to 2 months of sending out the save-the-dates. This will give you an early indication of who is likely to attend. The final RSVP deadline should be set at least 2 to 3 weeks before the wedding date, allowing you to provide final numbers to your vendors.

Additional Information:

When sending out invitations, it is helpful to include details about travel and accommodation. You can also create a wedding website or a private Facebook group to share information about the wedding and the surrounding area. This ensures your international guests have all the information they need to plan their trip.

Postal Considerations:

When sending invitations to international guests, be mindful of the additional time and cost for postage. It may be more convenient to suggest that international guests RSVP digitally, by email, text, or through your wedding website. This avoids the hassle of international postage for RSVPs.

In summary, sending out save-the-dates and invitations early is key when inviting international guests to your wedding. This gives them ample time to plan their travel and accommodations, ensuring they can be part of your special day.

Frequently asked questions