Rhiannon Hendricks
Wedding invitation wording is an art, and there's a lot to consider when it comes to addressing envelopes and including hotel information for your guests. The traditional wedding invitation suite includes an outer envelope with a formal address and an inner envelope with a more casual tone, but nowadays, it's common to send invitations without the inner envelope. Here's a guide to help you navigate the intricacies of addressing wedding invitations and providing hotel details for your guests.
| Characteristics | Values |
|---|---|
| Envelope Format | Outer envelope: formal, full name(s) and title(s) |
| Inner envelope: informal, first names only | |
| Single envelope: all invited parties listed | |
| Titles | Mr., Mrs., Ms., Miss, Mx., Dr., The Honorable, Father, Rabbi, etc. |
| Names | Alphabetical order, or list the person you're closest with first |
| Deadlines | Include important dates or deadlines for discounted rates |
| Website | Include a wedding website with accommodation details |
| Format | Keep wording short and sweet, with necessary information only |
What You'll Learn
Include hotel information on save-the-date invites
Save-the-date invites are a great way to give your guests a heads-up about your upcoming nuptials and allow them to plan their attendance, especially if they will be travelling. Here are some tips for including hotel information on your save-the-date invites:
Keep it Simple
When it comes to the information on your save-the-date invites, it's best to keep the details simple and high-level. You may not have figured out all the specifics of your wedding day yet, and that's okay. However, there is some key information you'll want to include, such as the date and location of your wedding.
Include Hotel Information
If you're having a destination wedding or expecting most of your guests to travel, it's a good idea to include hotel information on your save-the-date invites. This can be as simple as providing the name and address of the hotel(s) where you've blocked off rooms for your guests. You can also include a separate accommodations card with more detailed information. This card should match the motif of your invitations and include a header such as "Accommodations". Here's an example:
> "For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. When calling to make your reservation, please mention the [your last names] wedding to receive a discounted rate. Please call [hotel's phone number] to book your room by [date]."
Provide a Wedding Website
Another option is to include your wedding website link on your save-the-date invites. This allows guests to find more in-depth information about your big day, including travel and accommodation details. Be sure to keep your website updated with any changes or deadlines, such as the cutoff date for receiving a hotel discount.
Timing is Important
Remember to send your save-the-date invites with plenty of time, especially if you're having a destination wedding. It's recommended to send them at least six months in advance, or even earlier if possible. This gives your guests time to compare flight options, plan their travel, and book their hotel rooms.
In conclusion, including hotel information on your save-the-date invites is a thoughtful way to help your guests plan their attendance at your wedding, especially if they are travelling from out of town. Keep the information clear and concise, and provide additional details on your wedding website if needed.
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Provide a separate wedding accommodation card
If you are reserving hotel room blocks for out-of-town guests, it is recommended to share this information on a separate insert or enclosure card. This is especially helpful if you have a lot of out-of-town guests who may not be web-savvy enough to find room block details on your wedding website.
The card should match the motif of your invitations as much as possible and be separate from reply, directions, or reception cards. It should include the header "Accommodations" and be relatively short and sweet, providing necessary information without too many added details.
> For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. When calling to make your reservation, please mention the [your last names] wedding to receive a discounted rate. Please call [hotel phone number] to book your stay by [date].
You can also include the hotel's address and any shuttle services provided from the hotel to your venue. If there is more than one recommended hotel, you can list them all with their respective booking details.
If you don't have a wedding block at a hotel reserved, you can still use an accommodation card to list 2-3 hotels that you recommend near the wedding festivities.
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Refer guests to your wedding website
Creating a wedding website is a great way to keep your guests informed and happy. It's also a good idea to refer your guests to your wedding website for more information on travel and accommodation. Here are some tips on how to do this:
- Include your wedding website on a separate insert or accommodation card: This card should match the motif of your invitations and include the header "Accommodations" or "Travel and Accommodations". The note about your wedding website can simply say: "For more information about travel and accommodations, please visit our wedding website: [website address]".
- Keep your website updated: It's important to keep your wedding website updated with the latest information, especially if there are any changes or updates to your hotel room block information. This will help your guests access all the important details and prevent them from calling you with questions.
- Include hotel room block information on your website: If you're offering a block of hotel rooms for your guests, make sure to include this information on your website. Provide the name and location of the hotel, as well as any instructions for booking. For example: "A block of rooms has been reserved at [name of hotel] in [city]. Please mention the [your last names] wedding when calling to make your reservation to receive a discounted rate. Be sure to book by [date]. You can make your reservation by calling [hotel's phone number] or visiting our website."
- Provide other useful information: In addition to accommodation details, your wedding website can also include directions to the venue, a map of the area, information on other wedding-related events, and any other relevant details that may be helpful for your guests.
- Send out save-the-dates early: If you're having a destination wedding or expecting most of your guests to travel, it's a good idea to send out your save-the-dates as early as possible, ideally shortly after you book your venue. This will give your guests more time to make travel arrangements and book their accommodations. You can include the wedding website on your save-the-dates as well, especially if you already have accommodation information available.
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Keep your website updated
It is important to keep your wedding website updated and personalised throughout the planning process. This will help your guests access all the important details at any time and prevent them from calling you with questions.
If there are any updates or changes to your hotel room block information, be sure to note them on the website, including any upcoming deadlines.
For example, you could include the following on your wedding website:
> For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. When calling to make your reservation, please mention the [your last names] wedding in order to receive a discounted rate. Please call [hotel’s phone number] to make your reservation.
>
> Be sure to book your hotel room by [date] in order to receive the discount.
You could also include the following on a separate insert card along with your wedding invitation:
> For more information about travel and accommodations, please visit our wedding website: [website address]
This will allow your guests to refer to your wedding website for the most up-to-date information.
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Include hotel information on the outer envelope
When it comes to wedding invitations, there are a lot of components to consider, and it can be tricky to know what to include and how to arrange everything. Here are some tips and suggestions for including hotel information on the outer envelope of your wedding invitations:
The Outer Envelope:
The outer envelope is the envelope that will be stamped and addressed to your guests. It is important to ensure that this envelope includes all the necessary information while also being clear and concise. Here are some key points to consider:
- Guest Names and Titles: On the outer envelope, be sure to use the proper titles and full names of your guests. For example, for a married couple with the same last name, you would use "Mr. and Mrs." followed by their shared last name. For unmarried couples living together, list their full names with appropriate titles, starting with the person you are closest to.
- Hotel Information: When including hotel information on the outer envelope, be sure to keep it concise and clear. You can include the hotel name and city, along with any relevant booking instructions. For example, "A block of rooms is reserved at [Hotel Name] in [City]. Please mention the [Your Last Name] wedding for a discounted rate. Call [Hotel Phone Number] to book."
- Deadlines: If there is a deadline for booking the hotel rooms to receive a discount, be sure to include that information clearly on the outer envelope. For example, "Be sure to book by [Date] to receive the discounted rate."
- Wedding Website: If you have a wedding website with more detailed information about accommodations and other wedding details, include the website link on the outer envelope. That way, guests can easily access additional information if needed.
- Format and Design: Consider the format and design of your outer envelope to ensure it complements the overall aesthetic of your wedding invitations. You can choose fonts and paper that match the style of your invitations to create a cohesive look.
- Postage and Mailing: Don't forget to include the correct postage on the outer envelope, especially if your invitations are heavier or include multiple enclosures. Check with your local post office to ensure your invitations will be delivered without any issues.
Examples:
- "Mr. and Mrs. Thomas Warren, 123 Elm Street, Anytown, CA 91234. A block of rooms is reserved at the Grand Hotel in our wedding city. Please call (123) 456-7890 and mention the Warren wedding for a discounted rate. Book by September 15."
- "Ms. Maria Stevens and Mr. David Estevez, 456 Oak Avenue, Anytown, NY 10011. We have reserved a block of rooms at the Downtown Hotel for our out-of-town guests. Visit our website for more details: www.ourwedding.com."
Remember to adapt these examples to fit your specific situation and the tone of your wedding invitations.
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Frequently asked questions
On the outer envelope, use the person's preferred title and full name, e.g. "Ms. Ali Johnson". On the inner envelope, you can use just their title and last name, e.g. "Ms. Johnson".
If you want to specify which family members are invited, write the names of each family member, including children under 18 as "Miss". For example: "Mr. and Mrs. Homer Simpson, Mr. Bart Simpson, Miss Lisa Simpson". If the whole family is invited, you can use "The Simpson Family" on the outer envelope.
If the couple has the same last name, you can use "Mr. and Mrs." followed by the husband's full name, e.g. "Mr. and Mrs. Robert Belcher". If they have different last names, you can list either name first, e.g. "Mrs. Leslie Knope and Mr. Ben Wyatt".
List both names on separate lines, alphabetically by last name, e.g. "Mr. Ross Geller, Ms. Rachel Green". Or, if you prefer, list both names on the same line, starting with the person you're closest to, e.g. "Ms. Rachel Green and Mr. Ross Geller".
You can include hotel information on a separate insert or "accommodations" card that matches the motif of your invitations. Here's an example of what to include: "For your convenience, a block of rooms has been reserved at [name of hotel] in [city]. When calling to make your reservation, please mention our wedding to receive a discounted rate. Please call [hotel phone number] to book."
