Mailing Wedding Invites: A Step-By-Step Guide

Wedding invitations are traditionally sent by mail, but there are many reasons why you may want to send them digitally. For example, digital invites are often cheaper, more environmentally friendly, and less time-consuming. However, digital invites can also be seen as less formal and may not be suitable for older guests who are not tech-savvy. If you do decide to send your wedding invitations by mail, there are a few things to keep in mind. Firstly, make sure you have the correct addresses for all your guests. Secondly, choose an invitation design that reflects the style and tone of your wedding. Finally, don't forget to include an RSVP card and a stamped, self-addressed envelope to make it easy for your guests to respond.

Choosing between digital and physical invitations

When it comes to wedding invitations, couples have a choice between traditional paper invites and modern digital options. Both have their pros and cons, and it is up to the couple to decide which option suits their priorities, budget, and personal style. Here are some factors to consider when choosing between digital and physical invitations:

Cost

Digital invitations are typically more cost-effective than physical invitations. They eliminate printing and postage costs, making them a budget-friendly option. Physical invitations, on the other hand, can be quite expensive due to the cost of high-quality paper, printing, and postage.

Convenience and Time

Digital invitations are quick and convenient. They can be sent and responded to with just a few clicks, making them ideal for short-notice weddings. Physical invitations require more time for designing, printing, and mailing, which can be a consideration for couples on a tight timeline.

Eco-Friendliness

Digital invitations are more environmentally friendly as they do not require paper. This can be an important factor for couples who are conscious of their wedding's impact on the environment. Physical invitations have a larger environmental footprint but can be mitigated by using eco-friendly paper options.

Personal Touch and Impact

Physical invitations offer a tangible reminder of the wedding day and can become cherished keepsakes for both the couple and their guests. The texture of the paper, the design, and the act of opening an envelope create a sense of anticipation and excitement, making the wedding feel like a momentous occasion. Digital invitations may feel less personal and lack the tactile experience provided by physical invitations.

Customisation

Physical invitations offer endless customisation options, from letterpress printing to hand-tied ribbons, allowing couples to showcase their creativity and personal style. Digital invitations may have fewer bespoke design options, but they still allow for customisation of colours, patterns, and fonts to match the wedding theme.

Tracking and RSVP Management

Digital invitations often include handy tracking features that allow couples to see who has received, opened, and responded to the invitation. RSVPs can be managed through websites or emails, simplifying the process. Physical invitations do not have built-in tracking features, and managing RSVPs may require additional time and effort.

Accessibility

Digital invitations may face tech limitations, such as guests who are less tech-savvy or have limited access to digital devices. Spam filters can also be an issue, with digital invites potentially ending up in spam folders. Physical invitations are more accessible to all guests and are less likely to be missed.

Formality

Physical invitations are often considered more formal and traditional. They set the tone for a grand celebration and are expected for formal or evening events. Digital invitations may be perceived as more casual, especially by older generations who are used to receiving physical invitations.

Ultimately, the decision between digital and physical invitations depends on the couple's preferences, budget, and the level of formality they wish to convey. Both options have their advantages and can be customised to fit the unique needs of each couple.

How to send digital wedding invitations

Sending wedding invitations via email is becoming more common and acceptable, especially after the pandemic, which saw an increase in digital communication. There are many benefits to sending digital wedding invitations, from saving time and money to being more environmentally friendly.

Choose a digital platform

Decide on an online platform or service to create and send your digital invitations. There are many options available, such as Greenvelope, Evite Premium, Paperless Post, and Bliss & Bone. These services offer customizable templates, RSVP tracking, and email delivery.

Design your invitation

Work with your chosen platform to design your digital invitation. You can either use their templates or upload your custom design. Be sure to incorporate your wedding colors, theme, and personal touches to make it unique.

Set up a joint email account

Create a joint email account specifically for wedding correspondence. This will be the email address you use to send out the invitations and receive any replies or RSVPs. Add a personalized email signature, such as a wedding monogram, to make it special.

Prepare your guest list

Ensure you have the correct email addresses for all your guests. It is important to send the invitations to individual guests rather than a group email. This ensures clarity on who is invited and makes RSVP management easier.

Compose the email

The email message itself will be relatively short, as the wedding details will be included in the invitation image or attachment. Address each guest by name, and include a short message expressing your joy in inviting them to your special day.

Attach or embed the invitation

You can either attach the invitation as an image file or paste the invitation image directly into the email text. If you are tech-savvy, you can also embed the invitation details as clickable buttons in the email, such as "RSVP" or "More Information," which will direct guests to your wedding website.

Craft a clear subject line

Keep the subject line short and concise, including the couple's names and the event. This will ensure guests immediately know who the email is from and what it is about, reducing the chances of it being marked as spam or left unread.

Send and follow up

Send the digital invitations to your guest list. Remember to follow up a few days later with a text or call to ensure the email was received and didn't end up in their spam folder.

Digital wedding invitations offer a convenient, cost-effective, and eco-friendly alternative to traditional paper invitations. With the right design and attention to detail, you can create elegant and impactful digital invitations that set the tone for your special day.

How to assemble and address physical invitations

Assembling your wedding invitations can be a confusing process, but it's not too difficult. Here is a step-by-step guide on how to assemble and address your physical wedding invitations:

Assembling the Invitation Suite

• Start with the invitation card: Place the invitation card face up on a table. This is usually the largest card in the suite.
• Add vellum or tissue paper (optional): If you have chosen to include a sheet of vellum or tissue paper, place it on top of the invitation card. Traditionally, this was used to prevent ink smudges.
• Add the reception card (if applicable): Place the reception card, which outlines the time and location of the wedding reception, face-up on top of the invitation card.
• Include other enclosure cards: Place any remaining enclosure cards, such as maps, hotel accommodation cards, or travel information, face up on top of the reception card. If there is more than one enclosure card and they are different sizes, start with the largest card and work your way down to the smallest.
• Add the RSVP card and envelope: Place the reply envelope face 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. Pre-address and stamp the reply envelope.

Assembling the Envelopes

There are two methods for assembling the envelopes: using an inner and outer envelope or using just an outer envelope.

Using an Inner and Outer Envelope:

• Insert the invitation suite into the inner envelope: Insert the fully assembled invitation suite into the inner envelope, with the left edge going in first for a single-card invitation or the folded edge first for a folded invitation. The printed side of the invitation should be visible when the envelope flap is opened.
• Insert the inner envelope into the outer envelope: Insert the inner envelope into the outer envelope so that the guests' names are visible when the envelope is opened.

Using Just an Outer Envelope:

Insert the fully assembled invitation suite into the outer envelope, with the left edge going in first for a single-card invitation or the folded edge first for a folded invitation. The printed side of the invitation should be visible when the envelope flap is opened.

Addressing the Envelopes

When addressing the envelopes, there are a few etiquette guidelines to follow:

• Outer envelope: This is the more formal envelope and should include the recipient's full name(s) and title(s). For married couples with the same last name, use "Mr." and "Mrs." For married couples with different last names, write their names on the same line, with the woman's name first. For unmarried couples living together, list both names on one or two lines, with the person you are closest to first.
• Inner envelope (if using): The inner envelope is more informal. You can include titles and last names or just first names.
• Single guests: For single guests, use "Mr." for men, "Ms." for women over 18, and "Miss" for women under 18. For non-binary guests, use the abbreviation "Mx."
• Plus-ones: If a guest is bringing a plus-one, you don't need to indicate this on the outer envelope. On the inner envelope, write the guest's name followed by "and Guest."
• Families: When inviting a family, list only the parents' names on the outer envelope. On the inner envelope, include the names of the children as well. For girls under 18, you can use "Miss." Boys don't need a title until they are 16.
• Distinguished titles: For guests with distinguished titles, such as doctors, lawyers, or military personnel, use their title on the envelope. For married couples with distinguished titles, use "The Doctors" or "The Captains," for example.

Pros and cons of digital vs physical invitations

Pros and Cons of Digital vs Physical Wedding Invitations

There are several factors to consider when deciding between digital and physical wedding invitations. Both options have their advantages and disadvantages, and the right choice will depend on your specific needs and priorities. Here is a detailed breakdown of the pros and cons of each:

Digital Wedding Invitations

Pros:

• Cost-effective: Digital invitations eliminate printing and postage costs, making them a budget-friendly option. They are much less expensive than traditional paper invites, with some options available for free or at a low cost.
• Quick and convenient: They can be sent and responded to with just a few clicks, making them ideal for short-notice weddings.
• Eco-friendly: Digital invitations reduce paper waste and are a more sustainable option.
• Easy to track: RSVPs and guest interactions can be managed through websites or email, simplifying the process.

Cons:

• Less personal: Emails can feel impersonal and lack the tactile experience of a physical invitation.
• Tech limitations: Not all guests may be comfortable with or have access to digital invitations, potentially complicating the RSVP process.
• Spam filters: Digital invites may end up in spam folders, and there is a risk of them being missed.
• Potential inaccessibility: Some guests, especially older individuals, may have limited access to technology or be less tech-savvy, making it challenging for them to receive and respond to digital invitations.
• Lack of gravitas and sentimentality: Some guests may prefer the sentimentality and formality of a physical invitation that they can keep as a memento.

Physical Wedding Invitations

Pros:

• Tangible keepsake: Physical invitations become cherished mementos for both the couple and their guests, a tangible reminder of the special day.
• Personal touch: The texture of the paper, the craftsmanship of the design, and the act of opening an envelope create a sensory experience and make each guest feel personally invited.
• Greater impact: Receiving a beautifully crafted invitation in the mail is exciting and sets the tone for a momentous occasion.
• Customisation options: Physical invitations offer endless customisation possibilities, allowing for creativity and personal style to shine.

Cons:

• Cost: High-quality paper, printing, and postage can be expensive, making physical invitations more costly than digital ones.
• Time-consuming: Designing, printing, and mailing physical invitations require more time and planning, which may be a challenge for couples on a tight timeline.
• Environmental impact: Physical invitations have a larger environmental footprint due to paper usage, although eco-friendly paper options can mitigate this.

In summary, digital wedding invitations offer convenience and cost savings, while physical invitations provide a more traditional, tactile, and personalised experience. The decision ultimately depends on your budget, time constraints, and the level of formality and impact you want to convey.

How to word and format your invitations

The wording and formatting of your wedding invitations will depend on whether you opt for digital or paper invitations.

Digital Invitations

Digital wedding invitations have become an increasingly popular option, especially since the pandemic. They are a cost-effective, eco-friendly, and reliable alternative to paper invitations. However, it's important to consider that some guests may not be tech-savvy, so it's a good idea to send a printed copy or handwritten note to those who might need it.

• Create a joint email account for wedding correspondence, and personalise it with a wedding monogram.
• Attach the invitation as an image or paste the image directly into the email text. Alternatively, embed the invitation details as clickable buttons, such as "RSVP" or "More Information."
• Keep the email message short, as all the details will be in the invitation image.
• Address each guest by name and send the invitation individually. This makes it clear who is invited and simplifies RSVP management.
• Include a subject line that mentions the couple's names and the event. This will help guests identify the sender and the purpose of the email right away. Avoid using special characters in the subject line to prevent emails from being marked as spam.
• For a more formal tone, write out numbers in full and include the guest's title (Mr., Mrs., Ms., Mx., etc.).
• Provide a link to your wedding website for RSVPs and additional information.

Paper Invitations

Paper invitations are often considered more formal and traditional. They can be more expensive and less environmentally friendly than digital invitations, but they offer a tangible keepsake for your guests.

• Include an outer envelope, an inner envelope, and the invitation card. The outer envelope should have the guest's address and postage, while the inner envelope is unsealed and only includes the names of those invited.
• Use formal language and titles (Mr., Mrs., Ms., etc.).
• Clearly indicate who is invited by addressing the envelope to the specific individuals or family. For example, addressing it to "Mr. and Mrs. Smith" indicates that a couple is invited, while "The Smith Family" indicates that children are also included.
• Include an RSVP card with a pre-addressed and stamped envelope to make it convenient for guests to respond.
• Provide clear instructions for any additional details, such as dress code or wedding website information.

Whether you choose digital or paper invitations, always consider the tone and formality of your wedding, as well as the preferences and comfort levels of your guest list.

Frequently asked questions