Crafting The Perfect Destination Wedding Invitation

Planning a destination wedding is exciting, but it's important to get the invitations out early to allow your guests enough time to plan their attendance. Here are some tips to consider when creating your destination wedding invitations:

What to Include:

- Names of the couple.

- Destination: Clearly state the location, especially if it's abroad.

- Date, time, and location: These core details are crucial for guests' planning and RSVPs.

- Accommodation and travel information: Provide options and important details like the nearest airport and distance.

- Itinerary and activities: Outline any additional events and activities, such as a welcome dinner or boat trip.

- RSVP deadline: Set a deadline to help finalise numbers and plans.

- Attire: Advise guests on the dress code, especially if it's a beach or themed wedding.

- Practical details: Include information on climate, visa requirements, travel insurance, and medical facilities.

When to Send:

It is recommended to send save the dates 9-12 months in advance for a destination wedding. This gives guests ample time to organise travel and accommodation. The formal invitations can be sent 3-4 months before the wedding.

Wording and Design:

Destination wedding invitations should capture the essence of your chosen location and wedding style. Use language that conveys excitement and anticipation. You can include illustrations or colour schemes that reflect your destination, such as palm leaves for a tropical wedding or colour blocking for a mountain wedding.

When to send them

The timing of sending out your destination wedding invitations is crucial to ensure your guests have enough time to plan their travels and accommodation. Here are some guidelines on when to send them:

Save-the-Dates

It is recommended to send out your save-the-dates for a destination wedding as early as possible, ideally 9 to 12 months in advance. This gives your guests ample time to organise their travel plans and budget accordingly. Sending save-the-dates early is especially important if you're asking guests to book international travel and accommodation. You may also want to include travel details and suggestions for places to stay with your save-the-dates.

Formal Invitations

The timing of sending out formal invitations for a destination wedding varies, but it is generally recommended to be earlier than for a local wedding. Suggested timings range from 2 to 4 months before the wedding, with some sources suggesting up to 6 months in advance. Sending the invitations earlier gives your guests more time to prepare for their travel and accommodation arrangements.

It is worth noting that some guests may wait for the formal invitation before booking their travel, even if they have received a save-the-date. This is often due to caution and a sense of security provided by the formal invitation. Therefore, it is essential to strike a balance between sending the invitations early and ensuring your guests take action.

RSVP Deadline

When determining the RSVP deadline, consider the deadlines from your vendors, such as the caterer, travel agent, and venue. Choose the earliest deadline and set your RSVP deadline one week before that. For example, if your travel agent requests final guest payments by a certain date, set your RSVP deadline one week before that date. This will give you enough time to gather the information and send it to your vendors.

Who to invite

Deciding who to invite to your destination wedding is a tricky task, but there are some general rules you can follow to make the process easier.

First and foremost, it's important to remember that destination weddings are typically smaller affairs. This is because asking your guests to travel and pay for accommodation can be a big ask, and you may find that some people are unable or unwilling to make the journey. With that in mind, it's a good idea to limit your guest list to close friends and family members who you know will be able to attend.

If you have a large extended family or friend group, it may be necessary to narrow your list further by considering who you have maintained regular contact with and have seen in recent years. It may feel uncomfortable to exclude certain people, but it's important to be realistic about the commitment you are asking of your guests.

Once you have a tentative guest list, it's a good idea to reach out personally to each person or group and ask if they would be willing and able to travel for your wedding. This can be done through a simple phone call or text, and it will give you a better idea of how many people you can expect to attend. It's also an opportunity to gather any questions or concerns they may have about the destination, which you can then address in your invitations.

After you've confirmed that your desired guests are willing and able to attend, you can start thinking about the specifics of your guest list. If children are invited, be sure to include this information in your invitations, as it will impact the travel plans and accommodations of families. Similarly, if you are planning any pre- or post-wedding events, you should also include this in your invitations so that your guests can plan accordingly.

Finally, when it comes to actually sending out your invitations, it's crucial to give your guests plenty of advance notice. For a destination wedding, invitations should be sent out nine to twelve months in advance to allow your guests time to plan and book their travel. Along with the invitations, you may also want to include practical information such as travel tips, local attractions, and itinerary details.

Remember, the key to successful destination wedding invitations is providing your guests with as much information as possible, so they can make informed decisions about their attendance.

What to include

There are a few key components to include when sending out destination wedding invitations. The first is the names of the couple getting married. It is also important to make it clear that the wedding is abroad and specify the location.

Other essential details to include are the date, time, and location of the wedding. This will help your guests plan their attendance and RSVP. It is also a good idea to provide options for accommodation and travel information, especially if your celebration spans multiple days. Outline how long the celebration will be so that your guests know how long to book their stay for. You can also include the nearest airport and the distance from the airport to the venue.

If you are planning a multi-day celebration, it is a nice touch to outline the events and activities your guests can look forward to. This could be a pool party, boat trip, or horse riding. You can also include an RSVP deadline to help you finalise numbers and table plans.

It is useful to include attire advice so that your guests know what to pack. This could be a beach wedding, black-tie wedding, or a specific theme. You can also include packing essentials, especially if you are planning activities such as a pool party or boat trip.

You may also want to include a separate insert with travel tips, local attractions, and itinerary details. This can be a thoughtful addition and allow more space for extra information without intruding on the design of the official invite.

Design and wording

The design and wording of your destination wedding invitations are crucial in setting the right tone and providing essential information to your guests. Here are some tips and examples to help you create elegant and informative invitations:

Provide Essential Information

Your destination wedding invitations should include key details such as the names of the couple, the destination, date, time, and location of the wedding. It is also important to provide accommodation and travel information, such as nearby airports and accommodation options, especially if guests need to book early. If your celebration spans multiple days, outline the itinerary and activities so that your guests know what to expect.

Keep it Concise and Exciting

While it is important to provide essential information, try to keep the wording concise and exciting. You don't want to overwhelm your guests with too much text. Use language that captures the spirit of your destination wedding and conveys a sense of excitement and anticipation. For example, you can say, "Join us for an adventure of a lifetime as we exchange vows in the heart of Paris."

Set the Tone

The wording and design of your invitations should capture the essence of your chosen destination and wedding style. If you're having a beach wedding, consider using a playful font and tropical colours or illustrations. If your wedding is in a historic castle, opt for a classic serif font and elegant wording. The design and wording should transport your guests to your chosen location and create anticipation.

Include Practical Details

While creativity is essential, don't forget the practical details. Include a separate insert or card with travel tips, local attractions, and itinerary details. This allows you to provide useful information without cluttering the design of the main invitation. You can also direct guests to your wedding website for more comprehensive information.

Be Clear About the Dress Code and Attire

Let your guests know the expected dress code, especially if it is a beach or outdoor wedding where more casual attire is appropriate. You can also provide packing suggestions, such as "swimwear and sunscreen for a pool party" or "hiking boots for a trek." This helps your guests prepare and ensures they feel comfortable during the various wedding events.

Mention Children and Plus Ones

If your destination wedding is adults-only, be clear about this on the invitation. Addressing the invitation to "Mr. and Mrs." without mentioning children's names is a subtle way to indicate this. If you are open to children attending, make sure to include their names on the invitation. Plus ones are also important to consider, especially for a destination wedding, as travelling solo can be a significant ask.

Avoid Mentioning Gifts

Due to the costs involved in attending a destination wedding, it is considered good etiquette to avoid mentioning gifts or including registry details. Instead, you can say something like, "Your presence is the only gift we wish to receive." If you expect some guests to insist on bringing a gift, you can include a fun poem asking them to contribute to a honeymoon fund.

Send Invitations Early

It is essential to send your destination wedding invitations early to give your guests ample time to plan their attendance, especially if they need to budget and make travel arrangements. Sending "save the dates" 9-12 months in advance is a good idea, followed by formal invitations 3-6 months before the wedding.

RSVP and Regrets

RSVP cards for traditional weddings tend to be rather plain and simple. However, destination wedding invitations allow for more creativity and fun. Here are some examples of RSVP wording to get your creative juices flowing:

"We are looking forward to celebrating with you. Please reply by the 25th of May, 2025."

"Yes, I am packed and ready to celebrate in person!"

"No, I will be there in spirit and will forever regret this decision."

"Kindly RSVP by the 1st of June, 2025."

"Yes! Save us ___ beach chairs."

"Sorry! We will be toasting from a distance."

If you are planning pre- or post-wedding events, you may want to include those details in your invitation as well. If there isn't enough room, you can direct your guests to your wedding website for more information.

It is important to give your guests a clear call to action. Tell them what to do next, such as contacting your travel agent or RSVPing via your destination wedding website.

When it comes to regrets, it is natural to feel disappointed if some of your desired guests cannot make it. However, remember that people have their own lives and commitments, so try not to take it personally. It is also common to have a separate celebration or reception for those who cannot attend the destination wedding. This can be a fun opportunity to plan a casual picnic, a music-filled dance party, or a traditional sit-down meal.

To make the most of your destination wedding, give your guests ample notice, usually around 9-12 months in advance. This allows them to check their travel budgets, confirm time off work, and even extend their stay to explore the area.

Lastly, don't forget to include essential information in your invitations, such as the date, time, location, accommodation, and travel details. You may also want to mention the expected climate, visa requirements, travel vaccinations, suitable travel insurance, and medical facilities, especially if you are aware of any guests with specific needs.

Frequently asked questions