Creating Wedding Invitation Links: A Simple Guide For Couples

Creating a link to collect addresses for wedding invitations is a simple and effective way to streamline the wedding planning process. By using online tools, couples can quickly gather guest information and easily manage their guest list. This method is a time-saver and ensures accurate and up-to-date details, making it a convenient alternative to traditional methods of contacting guests individually.

Finalise your guest list before asking for addresses

Finalising your guest list is an important step before you start collecting addresses for your wedding invitations. It is recommended that you collect addresses as soon as your guest list is finalised, or roughly four weeks before your first correspondence is mailed. This will help streamline the process of ordering wedding stationery and providing wedding vendors with an accurate estimate of the expected number of guests.

Once you have your guest list, start by gathering everyone's email addresses in one place, either in a spreadsheet or an online address book. If you're using a service like Minted, you can use their Address Assistant tool. This will make it easier to send out your digital address collection cards or forms.

It's important to note that requesting a guest's address often serves as an informal "Save the Date" as they will inherently know why you're asking for their mailing address. So, be sure to only ask those guests that you are definitely going to invite.

Use a custom form to collect addresses

Using a custom form to collect addresses for wedding invitations is a great way to streamline the process. Here are some steps to create and use a custom form effectively:

• Choose a Platform: Select an online platform that allows you to create custom forms, such as Google Forms, Postable, or Joy's Contact Collector. These platforms offer different features, so choose one that best suits your needs.
• Create a Separate Email Account: Consider creating a dedicated email account solely for wedding planning. Use this email address to create and manage your custom form. This helps keep your wedding-related communications organised and separate from your personal emails.
• Name Your Form: Give your form a clear and descriptive name, such as your names and "wedding" ("Sarah & Isaac's Wedding"). This will make it easily identifiable, especially if you're using a platform like Google Forms that allows you to create multiple forms.
• Design Your Form: Include fields for guests' full names, postal addresses, and any other relevant information you may need, such as email addresses or phone numbers. Make sure to mark all fields as required, except for those that are optional, to ensure you collect complete information.
• Customise Your Form: Some platforms, like Joy, allow you to personalise the form with animations, photos, and custom link text. You can also choose to include or hide the event date and add a link to your wedding website for guests to access additional details.
• Share Your Form: Generate a sharable link for your custom form and share it with your guests via email, text, social media, messaging apps, or even in person. Make sure to provide a brief explanation of why you're requesting their mailing address, as this may serve as an informal "Save the Date" notification.
• Track Responses: Most custom form platforms will automatically record responses in a connected spreadsheet or database. Keep track of who has and hasn't updated their addresses, and follow up with guests who haven't responded as needed.
• Store Address Information: Once you've collected all the address information, store it in a safe place, such as a secure digital folder or a password-protected spreadsheet. This will make it easier to access when you're ready to send out your wedding invitations or other wedding-related correspondence.
• Double-Check for Accuracy: Before sending out your wedding invitations, take the time to review and double-check all the address information for accuracy. This will help ensure that your invitations reach your guests without any delays or issues.
• Consider Printing Options: If you plan to handwrite the addresses on your envelopes, you can simply export and print the finalised address list. Alternatively, consider using printing services offered by platforms like Postable or Minted, which can print your wedding invitations directly from the collected data.

Store guest addresses in a digital database

There are several ways to collect and store guest addresses for wedding invitations. One way is to contact each guest individually and ask for their address. However, this can be time-consuming and make it difficult to keep track of each guest and their address.

A more efficient way is to use an online form and store the guest addresses in a digital database. This can be done by creating a custom form that guests can fill out, including their email address, postal address, and phone number. The form can be sent to guests via text, email, or by creating a private Facebook group or event. Once guests have filled out the form, their details will be automatically updated and securely stored in your digital guest list database. This allows you to organise your guest list into relevant groups and households, making it easier to send out invitations and track RSVPs.

There are several platforms that offer this service, such as WedSites, Minted, and Joy. These platforms provide easy-to-use tools for collecting and organising guest addresses, as well as other helpful planning tools such as wedding websites, online RSVP, and hotel room blocks.

Send the link to your custom form via text, email, or a private Facebook group

Collecting your guests' addresses is an essential part of wedding planning. Luckily, there are many online tools that can help you do this quickly and easily. Once you've created your custom form, you can send it to your guests via text, email, or a private Facebook group. Here's how:

Sending via Text

If you have your guests' phone numbers, sending the link via text message is a quick and convenient option. Simply copy the link and paste it into a text message to your guests. This option is great if you want to reach your guests directly and get their responses quickly.

Sending via Email

Email is another effective way to send the link to your custom form. You can either include the link in the body of the email or attach the form directly. This method allows you to include more details and instructions for your guests. It's also a good option if you don't have everyone's phone numbers.

Sending via Private Facebook Group

If you have a private Facebook group for your wedding, you can share the link there. This option is ideal if you want to keep all your wedding-related information in one place. It also allows your guests to ask questions or discuss any concerns they may have. However, keep in mind that not everyone may be active on Facebook, so you might need to use additional methods to reach everyone.

No matter which method you choose, always test the link before sending it out to ensure it's working properly. Additionally, consider including a short message with instructions on how to fill out the form and a deadline for responses.

By using these methods to send the link to your custom form, you'll be able to efficiently collect your guests' addresses and move forward with the next steps in your wedding planning journey.

Follow up with guests to ensure they fill out the form

Once you've sent out your wedding invitations, the next step is to wait for your guests to respond. Here are some tips to ensure your guests fill out the form:

• Provide clear instructions: Ensure your guests know how to fill out the form and what information they need to provide. Include instructions on the form itself, and consider providing additional guidance in the invitation or via email.
• Set a deadline: Give your guests a deadline to fill out the form, ideally around four weeks before the wedding date. This will help you finalise the details for your big day, such as the amount of food and drinks needed and the seating plan.
• Send reminders: As the deadline approaches, send out friendly reminders to those who haven't responded yet. You can do this via email, text, or even a phone call.
• Make it mobile-friendly: Ensure the form is mobile-friendly so that guests can easily fill it out on their phones. Most people prefer the convenience of responding on their mobile devices.
• Test the form: Before sending out the form, test it yourself to ensure it's working correctly and all the necessary fields are included. This will help you identify any potential issues and make the process smoother for your guests.
• Offer assistance: Let your guests know that you're available to help if they have any questions or need assistance filling out the form. Provide your contact information so they can easily reach out to you.
• Follow up with non-responders: If some guests haven't responded by the deadline, reach out to them personally to ask if they received the invitation and form. This can be done via email, text, or phone call.
• Provide an alternative method: Consider offering an alternative method for guests who prefer not to fill out the form online. For example, you could provide a phone number or email address for them to send their responses.
• Keep track of responses: Create a spreadsheet or use a guest list management tool to keep track of who has responded and who still needs to be reminded. This will help you stay organised and ensure you don't miss anyone.
• Personalise the form: Add a personal touch to the form by including a photo of you and your partner or matching the form's design to your wedding theme. This will make the form more engaging and exciting for your guests to fill out.

Frequently asked questions