Guide To Addressing International Wedding Invites To Europe

Planning a wedding is a tricky task, and when you're inviting guests from another country, it's a whole other world of etiquette and logistics to navigate. When sending international wedding invitations, it's essential to consider the timing, content, and format of the invitations, as well as the practicalities of postage and RSVPs. This guide will provide an overview of how to address international wedding invitations, specifically to Europe, to ensure your guests have all the information they need and can respond with ease.

Invitation wording and formatting

When it comes to addressing international wedding invitations, there are a few things to keep in mind to ensure that your guests have all the information they need and that your invitations are properly formatted and worded. Here are some tips and suggestions for invitation wording and formatting:

Wording and Formatting:

• Save-the-Dates: It is recommended to send out save-the-dates for destination weddings as early as possible, preferably nine to twelve months in advance. This gives your guests ample time to plan their travel and accommodation. Include travel details and other important information with your save-the-dates rather than waiting until the invitations.
• Invitation Timing: Send invitations to your destination wedding three to four months in advance. This gives your guests enough time to prepare for their travel and stay.
• Invitation Content: In addition to the usual wedding details, include practical information such as how to reach the destination, recommended places to stay, things to do and see in the area, and weather expectations to help guests plan their attire. This additional information can be included on a separate information card sent with the invitation.
• RSVP and Gifts: For destination weddings, it is customary to set an early RSVP date, usually two to three months prior to the wedding. You may also consider adding a note on your invitation such as "No need to give us a wedding gift, your presence at our special day is gift enough!"
• Email Invitations: If you are hesitant to send paper invitations to international guests due to cost or reliability concerns, email invitations are a valid option. However, some guests may prefer the formality of a paper invitation.
• RSVP Postage: Dealing with postage for RSVP cards can be tricky for international invitations. You can include an email address or phone number for RSVPs, or opt for the traditional route where guests handle their own postage. Alternatively, you can send invitations to a trusted person at the destination, who can then add the appropriate postage before mailing them out.

Timing of sending invites

The timing of sending invites for an international wedding is crucial to ensure your guests have enough time to plan their travels and make it to your big day. Here are some tips to help you with the timing:

Save-the-Dates:

It is advisable to send out save-the-dates for destination weddings earlier than you would for a local wedding. A good rule of thumb is to send them out 9 to 12 months in advance. This gives your international guests ample time to organise their travel plans and accommodations. It is also beneficial to include travel details and accommodation suggestions with your save-the-dates.

Formal Invitations:

For international guests, it is recommended to send out formal invitations earlier than you would for local guests. Aim to send them out 12 weeks before your wedding date. This gives your international guests extra time to finalise their travel arrangements.

If you are inviting only a few international guests, it is acceptable to send their invitations at the same time as your other guests. However, it is considerate to give them a heads-up about the wedding details in advance via email, phone call, or text.

RSVP Deadline:

When determining the RSVP deadline, consider the timing that gives your international guests enough time to respond. Ideally, set the deadline for one month before the wedding, giving you and your vendors ample time for final preparations.

Additional Tips:

• If you have a wedding website, it is a good idea to have it set up as early as possible, even before sending out save-the-dates. This way, you can include the website URL in your save-the-dates, allowing guests to access all the necessary information in one place.
• Consider providing international guests with digital RSVP options to avoid delays due to international mail.
• Be mindful of cultural and language differences when addressing international invitations. Ensure the wording is clear and concise to avoid any confusion.

RSVP methods

RSVPs can be collected in a few different ways, including printed cards, online websites, or emails. Here are some things to keep in mind for each method:

• Printed Cards: If you choose to collect RSVPs through printed response cards, it is important to include a pre-addressed and stamped envelope to make it easy for your guests to respond. The response card should include spaces for guests to write their names, indicate their response (accept or decline), choose their meal preference (if applicable), and provide any additional information or special requests. It is also a good idea to set an RSVP deadline of around two to four weeks before the wedding date to give yourself enough time to finalise the details.
• Online Websites: Creating a wedding website can be a convenient way to collect RSVPs and provide additional information for your guests. You can include the website link on your invitation or on a separate enclosure card. Your website can include all the same information as a printed response card, and some websites even offer features to track responses and manage guest groups.
• Emails: If you prefer to receive RSVPs via email, be sure to include the email address on your invitation or enclosure card. Guests should be instructed to provide their full names, response, meal preference (if applicable), and any other requested information. It is also a nice touch to include a gracious note along with their response, such as a personal message to the couple.

Regardless of the method you choose, it is important to clearly communicate your preferred RSVP method to your guests and provide all the necessary information for them to respond.

Cost and postage considerations

When it comes to addressing international wedding invitations, one of the most important considerations is the cost of postage, which can vary depending on the weight and size of your invitations, as well as the destination country. Here are some things to keep in mind to help you plan and budget for sending your invitations to Europe:

Weighing and Measuring Your Invitations

Before you calculate the cost of postage, you'll need to know the weight and dimensions of your invitations. Postage prices are typically based on weight, and additional charges may apply if your invitations exceed certain size restrictions. Standard-sized rectangular postcards, letters, and large envelopes (or flats) are the most common and affordable options for international mailing.

Choosing a Mailing Service

Different mailing services offer varying rates and delivery timelines. Here are some options to consider:

• First-Class Mail International (FCMI): This is often the most affordable option for sending letters and postcards to Europe, with prices starting as low as $1.30 or $1.65. It is available in over 180 countries, including European nations.
• Priority Mail International: This service offers delivery within 6 to 10 business days and includes tracking and insurance options. Pricing varies based on weight and destination, starting at $42.95. Flat-rate envelopes and boxes are available, with prices ranging from $30.95 to $88.95.
• Priority Mail Express International: For faster delivery within 3 to 5 business days, this service includes tracking, insurance, and a money-back guarantee to select destinations. Pricing starts at $59.50 or $61.50, depending on the source, and varies based on weight and destination. Flat-rate envelopes are also available, ranging from $61.50 to $61.60.
• Global Express Guaranteed (GXG): If you need the fastest option, GXG offers delivery within 1 to 3 working days to over 190 countries. Pricing starts at $74.95, with Commercial Base and Commercial Plus rates at $71.20.

Return Postage for RSVPs

When sending international invitations, it is important to consider the return postage for RSVPs. Some couples choose to include postage for the return envelopes, while others request that their guests respond by email, phone, or through a wedding website to avoid additional postage costs.

Timing and Early Sending

It is recommended to send international invitations as early as possible, preferably 8 months to a year before the wedding. This gives your guests ample time to plan their travel and accommodation, and it ensures that your invitations arrive on time, especially if you're sending them to multiple European countries with varying delivery times.

Budgeting and Cost-Saving Measures

When budgeting for international postage, consider the number of invitations you'll be sending and calculate the total cost based on the chosen mailing service. If you're sending a large number of invitations, look into bulk postage options and online postage service providers, which can offer discounted rates. Additionally, consider sending "Save the Date" emails or creating a wedding website to reduce the number of physical invitations needed.

Additional events

It is customary for a destination wedding to be celebrated over several days, with additional events taking place before and after the wedding ceremony. This could be a dinner the evening before, a lunch the day after, or both. These additional events are usually hosted and paid for by the couple.

If you are planning extra events, it is a good idea to include the details in your invitation. Boarding pass and passport-style invitations are perfect for this, with extra pages providing space for all the necessary information. Alternatively, you can direct guests to your wedding website for more details.

If you are hosting additional events, you will want to include an RSVP card with options for guests to confirm their attendance at each event.

Frequently asked questions