The Perfect Wedding Invitation Assembly Guide

Wedding invitation assembly can be a confusing process for many couples, but it isn't rocket science. Here is a step-by-step guide to assembling your wedding invitations properly.

Step 1: Get the main invitation card

Start with the invitation card, which is usually the largest card in the invitation suite. Place it at the bottom, print side up.

Step 2: Add vellum or tissue paper liners (optional)

If you have chosen to include a thin sheet of vellum or tissue paper, place it on top of the invitation card. Vellum was traditionally used to prevent ink smudges, but it is now optional.

Step 3: Stack the reception card

If you are using a reception card, place it face up on top of the wedding invite. This card includes the time and location of the wedding reception and other important information such as the dress code.

Step 4: Stack other enclosure cards

Place any remaining enclosure cards, such as direction or detail cards, map cards, or hotel accommodation cards, face up on top of the reception card. If there are multiple enclosure cards, start with the largest and work your way down to the smallest.

Step 5: Add a RSVP card and envelope

Place the RSVP envelope, printed side down, on top of the enclosure cards, with the flap on the left. Insert the reply card under the envelope flap, face up, so that the printed side is visible. Don't forget to pre-stamp the reply envelope.

Step 6: Add finishing touches (optional)

If you have chosen to add a belly band, ribbon, or vellum wrap, assemble this now.

Step 7: Address the envelopes

Check that your guests' names and addresses are spelled correctly on both the inner and outer envelopes. Traditionally, calligraphy was used for addressing envelopes, but printing is also a common option today.

Step 8: Insert the invitation suite into the envelope

Insert the fully assembled invitation suite into the envelope, with the left edge going in first for a single-card invitation, and the folded edge first for a folded invitation. The text on the invitation should be print-side up, so that guests can immediately see it when they open the envelope.

Step 9: Seal the envelope

Use a bottled envelope moistener to wet the gummed edge of the outer envelopes, being careful to not use too much to avoid sogginess. Place a heavy book on top of the stack of sealed envelopes to ensure they are securely sealed.

Step 10: Add the return address

Apply your chosen address label to each envelope.

Step 11: Mail your invitations

Before mailing, bring a fully assembled invitation to the post office to weigh it and determine the exact postage required. Then, bring your invitations to the post office to be hand-cancelled instead of dropping them in a mailbox to reduce the risk of damage during mailing.

Order of cards and envelopes

The order of cards and envelopes is crucial when assembling wedding invitations. Here is a detailed guide on how to arrange them:

Step 1: Start with the Main Invitation Card

The invitation card is the largest and most important piece in the suite. Place it at the bottom, face up, with the printed side facing upwards. This sets the foundation for the rest of the assembly process.

Step 2: Add Tissue Paper or Vellum Overlay (Optional)

Traditionally, a thin sheet of tissue paper or vellum was used to prevent ink smudges. While modern printing techniques have made this unnecessary, some couples choose to include it for aesthetic reasons. If you decide to use it, place the tissue paper or vellum on top of the invitation card.

Step 3: Stack the Reception Card

If you have a separate reception card, place it face up on top of the invitation card. This card includes the time, location, and other important details of the wedding reception.

Step 4: Include Other Enclosure Cards

Place any remaining enclosure cards, such as direction/map cards, accommodation cards, or additional information, face up on top of the reception card. If there are multiple enclosure cards, arrange them in descending order of size, with the largest card on the bottom.

Step 5: Add the RSVP Card and Envelope

Place the RSVP envelope, printed side down, on top of the enclosure cards, with the flap on the left. Insert the RSVP card under the envelope flap, face up, so that the printed side is visible. Pre-address and pre-stamp the RSVP envelope to make it easier for your guests to respond.

Step 6: Use a Belly Band or Ribbon (Optional)

If you want to add a belly band, ribbon, or vellum wrap to hold the suite together, now is the time to do so. Center the belly band over the stacked suite and secure it with clear stickers or glue dots. For a ribbon, cut it to the desired length, place the invitation suite in the middle, and tie it in your preferred style.

Step 7: Inner Envelope (Optional)

If you're using an inner envelope, insert the fully assembled invitation suite into it, with the left edge or folded edge going in first. The printed side of the invitation should be visible when the envelope flap is opened. The inner envelope is typically left unsealed.

Step 8: Outer Envelope

Finally, insert the assembled suite into the outer envelope, with the left edge or folded edge going in first. Ensure that the text of the invitation is facing upwards so that guests can immediately read it upon opening the envelope. Seal the outer envelope using an envelope moistener or a wax seal.

Proofread and check guest names

Proofreading and checking the guest names on your wedding invitations is a crucial step to ensure accuracy and avoid any confusion for your guests. Here are some detailed tips to help you with this process:

• Create a Guest List: Start by creating a comprehensive guest list that includes the full names and addresses of all the invitees. Use a spreadsheet or a word processing document to list each guest's first name, last name, and physical address, including the street name, city, state, and zip code. This organized list will make it easier to proofread names and ensure that no one is missed.
• Double-Check Spelling and Titles: Pay close attention to the spelling of each guest's name. Double-check that you have spelled both the first and last names correctly. Also, consider any relevant titles your guests may have, such as "Dr." for doctors or "Mr." and "Mrs." for married couples. Ensure that these titles are used correctly and consistently throughout the invitations.
• Consistency in Name Format: Decide on a consistent format for writing the guest names and stick to it. For example, you may choose to include titles, first names, and last names. Alternatively, you may opt for a more casual approach by using only first names. Whichever format you choose, apply it uniformly across all invitations to maintain a professional look.
• Consider "Plus-Ones": If you are allowing guests to bring a "plus-one," make sure to indicate this clearly on the invitation. You can use phrases such as "and Guest" if you don't know the name of the plus-one. If you know the name, it is more personalized to include it. For example, "John Doe and Guest" or "John Doe and Jane Smith."
• Addressing Children: When inviting families with children, be clear about who is invited. If children are welcome, include their names on the inner envelope or, if using only one envelope, write "and Family." If you are having an adults-only wedding, address the invitation only to the adults and consider adding a line on the RSVP card indicating that the event is for adults only.
• Proofread and Edit: Once you have compiled the guest names and addresses, take the time to carefully proofread each invitation. Check for spelling errors, typos, or inconsistencies in name formats. Consider having a friend or family member review the invitations as well, as a fresh pair of eyes can often catch mistakes you might have overlooked.
• Final Checks: Before sending the invitations, do a final check to ensure that all guest names are spelled correctly and that the addresses are accurate. This step is crucial, as you don't want invitations to get lost in the mail due to incorrect addresses. It is always better to take a little extra time to double-check than to risk any misunderstandings or delivery issues.
• Seek Professional Help: If you feel overwhelmed or want to ensure perfection, consider seeking help from a wedding stationer or a local calligrapher. They can assist you in proofreading, formatting, and addressing the invitations accurately and beautifully.
• Printed Proof: If you are ordering printed invitations, always request a printed proof before finalizing the order. This will allow you to see exactly how the guest names and other details will appear on the invitations. Take the time to review this proof carefully and make any necessary changes before giving your final approval.
• Guest Name Placement: Traditionally, guest names are not written on the actual invitation card but are reserved for the outer and inner envelopes. However, if you choose to include them on the invitation card itself, ensure that they are seamlessly incorporated into the invitation wording. Work with your stationer to find the best placement for the guest names so that the overall design remains elegant and balanced.

Calculate postage

When it comes to wedding invitations, postage is often one of the most forgotten aspects. But it's important to get it right to ensure your invites arrive safely. Here's a detailed guide on how to calculate the correct postage for your wedding invitations:

Weighing Your Invitations:

Before calculating postage, it's crucial to know the weight of your wedding invitation suite. The weight depends on several factors, such as the number of cards, the thickness of the paper, and any embellishments included, such as wax seals or ribbons. Take a fully assembled invitation, including all enclosures and embellishments, to your local post office and have them weigh it. This will provide an accurate weight to base your postage calculation on.

Shape and Size Matter:

In addition to weight, the shape and size of your invitations can impact the postage cost. Square envelopes, for instance, are considered irregular and will require additional postage. Standard wedding invitation sizes, such as 5" x 7" or 5.5" x 8.5", are typically accepted without extra charges. Keep in mind that the thickness of your envelope also matters. If it exceeds 1/4" in thickness, you may need to pay extra postage.

Understanding USPS Postage Rates:

As of July 2024, the United States Postal Service (USPS) charges $0.73 for standard postage to mail an envelope weighing one ounce or less. This rate applies to rectangular paper envelopes within specific dimensions: at least 5 inches long, 3.5 inches wide, and no larger than 11.5 inches long by 6 1/8 inches high. When sealed, the envelope should not be more than 0.25 inches thick.

If your wedding invitation suite weighs more than one ounce but less than two, you'll need a two-ounce stamp, which costs $1.01. For each additional ounce, there's an extra charge of $0.28 up to three and a half ounces.

International Postage:

If you're mailing your invitations internationally, the rates differ. A "Global Forever" stamp costs $1.55 and covers postage for a one-ounce envelope. However, you don't need to include postage on the RSVP envelope for international guests since most countries won't accept foreign postage.

Non-Machinable and Hand-Cancelling Fees:

If your wedding invitation suite includes elements like wax seals, thick envelopes, or custom square sizes, it may be deemed "Non-Machinable." This means the postmaster will need to hand-cancel each stamp, and there's an extra fee of $0.44 per envelope for this service. Hand-cancelling helps prevent your invitations from being soiled or bent by postal machines and adds a classic look with the city and state of mailing stamped on the envelope.

Calculating Total Postage:

To calculate the total postage required, multiply the number of invitations by the postage rate per invitation, taking into account any additional charges for weight, size, and special services like hand-cancelling. This will give you the total cost of postage for your wedding invitations.

Final Thoughts:

Always remember to include postage on the RSVP card envelope to make it easier for your guests to respond. It's also recommended to bring your fully assembled invitations to the post office and have them hand-cancelled instead of dropping them in a mailbox. This reduces the risk of damage during the mailing process.

Tissue paper and vellum

When assembling your wedding invitations with tissue paper or vellum, here is a step-by-step guide:

• Start with the invitation card: Place the invitation card, face up, on the table. This is usually the largest card in the suite.
• Add the tissue paper or vellum: If you are using tissue paper or vellum, place it on top of the invitation card. This is optional, but it can add a nice touch and help protect your invitations.
• Stack the reception card: If you have a separate reception card, place it face up on top of the invitation card (or tissue/vellum).
• Add other enclosure cards: Place any remaining enclosure cards, such as direction or detail cards, face up on top of the reception card. If you have multiple enclosure cards, start with the largest and work your way to the smallest.
• Include the RSVP card and envelope: Place the RSVP envelope face down on top of the enclosure cards, with the flap on the left. Then, insert the RSVP card under the envelope flap, face up, so that the printed side is visible. Pre-address and stamp the RSVP envelope for your guests' convenience.
• Finish with a belly band or ribbon: If you are using a belly band or ribbon to hold your invitation suite together, assemble it now. You can also add a vellum wrap or a wax seal for a more elegant touch.
• Stuff the invitation suite into the envelope: Insert the fully assembled invitation suite into the envelope, with the left edge going in first for a single card or the folded edge first for a folded invitation. Ensure that the text is print-side up so that guests can immediately see it when they open the envelope.
• Seal and address the envelope: Use an envelope moistener or a wax seal to seal the envelope. Then, address the envelope by hand or print the names and addresses directly on them. Don't forget to include your return address!
• Mail your invitations: Take a fully assembled invitation to the post office to determine the correct postage. It's also a good idea to hand-cancel your invitations instead of dropping them in a mailbox to reduce the risk of damage during mailing.

Remember, you can customise your wedding invitations to fit your style and theme. Tissue paper and vellum are just a few options to consider when assembling your perfect wedding invitations!

Belly bands, ribbons and wax seals

Belly bands, ribbons, and wax seals are a great way to add a special touch to your wedding invitations. Here's a guide on how to assemble your invitations using these elements:

Preparing the Belly Bands and Ribbons

Before you start, gather your supplies: wax paper, ribbon, sealing wax, a wax stamp, a lighter, and a palate knife. Cut your wax paper slightly smaller than your invitation size. You'll need one piece of wax paper and one piece of ribbon per invitation. Wrap the ribbon around the invitation, holding it snug with a slight overlap in the centre. Place the wax paper on top of your invitation before adding the ribbon to protect the invitation from the sealing wax.

Applying the Wax Seal

Using a lighter, melt the sealing wax and allow it to drip onto the overlapping ribbon. The size of the wax pool will determine the size of your seal, so practice a couple of times to get the right amount. Count to five, then apply the seal to the wax. Allow the wax to cool for about 10 seconds, then gently rock the seal back and forth to free it.

Finalising the Invitation

Use the palate knife to separate the wax seal from the wax paper while the wax is still warm. Finish off by trimming the ribbon tails to your desired length. If you're using a belly band, follow the instructions provided by your stationer to secure it around your invitation suite.

Timing and Postage

Assembling wedding invitations can be time-consuming, especially if you're adding extras like wax seals or belly bands. Plan to assemble your invitations at least a week before you want to mail them. Don't forget to calculate the correct postage for your invitations, as they may require additional postage due to their weight and the added elements.

Other Tips

• If you're using a wax seal on the envelope, consider placing it on an inner envelope first, then placing that inside a larger envelope for mailing to protect the seal.
• When addressing your envelopes, print the names and addresses directly on them for an efficient and polished look.
• If you're using an inner envelope, leave it unsealed before placing it in the outer envelope, with the guests' names facing out.

Frequently asked questions