Mailing Boxed Wedding Invites: A Step-By-Step Guide

Sending out wedding invitations can be a stressful task, especially if you want them to arrive in pristine condition. Here are some tips to ensure your wedding invitations reach your guests without a hitch. Firstly, it is recommended to order extra invitations as a precaution in case some go missing in the mail. It is also important to double-check your guest list against your completed invites to ensure that addresses are accurate and spelled out in full. Numbering the RSVP cards and including stamps on them will make it easier for your guests to respond. Weighing a fully assembled invitation bundle at the post office will help you determine the correct postage, and it is generally advised to hand deliver your invitations to the post office instead of using a street-side mailbox. You can also consider requesting hand-cancelling, which means the stamps are manually marked to prevent reuse, reducing the number of machines your invitations go through.

Weighing the invitations

Weighing your wedding invitations is an important step in the mailing process. The weight of your invitations will determine the cost of postage and whether they can be processed by the postal service's standard machines. Here are some tips to help you weigh your invitations accurately and avoid any issues:

Weigh a Fully Assembled Invitation

It is essential to weigh a fully assembled invitation, including all inserts, cards, and envelopes. Take one complete invitation suite to the post office and have it weighed by a postal clerk. This will ensure you know the exact weight and can purchase the correct amount of postage for your invitations.

Weight Affects Postage Cost

The weight of your invitations will determine the cost of postage. In general, wedding invitations that weigh one ounce or less will require a "forever" stamp, which is typically worth $0.55. Invitations that weigh more than one ounce but less than two ounces will require a two-ounce stamp, which costs more.

Consider the Impact of Embellishments

Embellishments such as ribbon, twine, or wax seals can increase the weight of your invitations. These additions may push your invitations over the one-ounce limit, so be mindful of this when designing your invitations. If you plan to include any of these elements, be sure to factor in the additional weight when calculating postage.

Square Invitations Cost More

The shape of your invitations can also affect postage costs. Square invitations are considered irregular by postal services and will require additional postage, regardless of weight. Square envelopes typically cost around $0.20 extra per invitation for the first ounce.

Thickness Can Impact Processing

In addition to weight, the thickness of your invitations is another factor to consider. If your envelopes are thicker than 1/4" at their thickest point, they may not be able to go through the standard sorting machines and could require hand-cancelling, resulting in an additional fee.

Ask About Non-machinable Surcharges

If your invitations have any unique features, such as a wax seal, thick ribbon, or square shape, they may not fit through the postal machines and could incur a "non-machinable surcharge." This surcharge is typically around $0.20 and is charged in addition to the regular postage rate.

By following these tips and carefully considering the weight and features of your invitations, you can ensure you have the correct postage and avoid any delays or issues with mailing your wedding invitations.

Ordering extra invitations

Ordering extra wedding invitations is a good idea for several reasons. Firstly, it is common for a few invitations to get lost in the mail, and it is more cost-effective to order extra from the start than to reprint later. Secondly, you may want to keep a few as keepsakes for yourself, your family, and your photographer. Lastly, extra invitations can be useful if you need to add more guests to your list or if you make mistakes while addressing the envelopes.

The number of extra invitations you should order depends on the size of your guest list. It is recommended to count by the number of households rather than the number of individual guests. For instance, if you are inviting a total of 200 guests, you will likely only need around 100 invitations. It is also important to consider that guests over the age of 18 who live with their parents should receive their own invitation.

Based on the above, it is generally advised to order at least 10-20 extra invitations. This will give you some leeway in case of any unexpected situations. However, if you are hiring a calligrapher to address your invitations or plan to do it yourself, it is a good idea to order at least 20% extra envelopes to account for any mistakes.

Return address format

When it comes to addressing your wedding invitation envelopes, there are a few things to keep in mind to ensure they are formatted correctly and will be delivered without a hitch.

Firstly, the return address should be placed on the same side as the guest address to avoid confusion. While this may not be the most aesthetically pleasing option, there are a few workarounds. One option is to put the return address on the flap of the envelope, ensuring it only contains two lines – no names, and the zip code on the same line as the city and state. Alternatively, you can put everything on one line or keep the return address small and place it higher up on the envelope, away from the guest address zone.

When it comes to the format of the guest addresses, it is important to spell out all words. For example, instead of using "St.", "P.O. Box", and "Apt.", use "Street", "Post Office Box", and "Apartment". The same rule applies to city and state names; instead of abbreviations, write out the full name, such as "Saint Paul, Minnesota" and "Washington, District of Columbia". House numbers smaller than 20 should also be spelled out.

It is also recommended to hand-cancel your wedding invitations. This means that instead of letting the post office run the invites through a machine-operated sorting system, which may damage the envelopes, they will be sorted by hand and marked with a special ink stamp. This can be done by bringing your invitations to the post office and requesting this service. While some post offices may refuse, most will be flexible if you visit during a slow time.

Timing

Save the Dates

It is common courtesy to send out "Save the Date" cards to your guests around four to six months before the wedding. This gives them ample time to make travel arrangements and accommodations. If your wedding is a destination wedding or falls on a holiday weekend, it is advisable to send out "Save the Dates" even earlier (around six to twelve months in advance). This ensures your guests have enough time to plan their attendance.

Mailing Invitations

As a general rule, wedding invitations should be mailed six to eight weeks before the wedding date. This timeline is considered standard etiquette and gives your guests enough time to respond. It also allows you to finalize your seating chart, menu selections, and other wedding details with an accurate headcount.

However, if a large portion of your guest list lives abroad or you are planning a destination wedding, it is advisable to add a few weeks to this timeline. Aim to send out your invitations around twelve weeks in advance.

For international guests, it is considerate to give them a heads-up about the wedding details ahead of time. A quick call, text, or email with the information will allow them to start making their travel arrangements.

RSVP Deadline

When setting the RSVP deadline, it is recommended to have it one month before the wedding. This provides a window for guests to receive and consider their response while also giving your vendors enough notice for preparations. It is also a good idea to account for any stragglers who may not send their RSVP on time.

Post Office Considerations

When mailing boxed invitations, it is best to hand them directly to a staff member at the post office. This ensures your invitations are secure and lessens the risk of damage.

Before mailing, it is crucial to determine the correct postage for your invitations. Take a fully assembled invitation to the post office to be weighed, as additional elements like wax seals or thick ribbons may require extra postage.

You can also request "hand-cancelling" of your invitations, which means they will be manually sorted instead of going through a machine. This service often incurs a small additional fee and takes more time, so prepare for a longer wait at the post office.

For international invitations, plan to send them out eight to ten weeks in advance to account for shipping delays and customs clearance.

Assembly and Ordering Timeline

The process of ordering and assembling boxed wedding invitations can take several months. Here is a suggested timeline:

• Four to six months before the wedding: Order your wedding invitations.
• Eight to twelve weeks before the wedding: Assemble your invitations and, if desired, have the envelopes addressed by a calligrapher.
• Nine to twelve weeks before the wedding: Order postage stamps, especially if you want specific designs.
• Six to eight weeks before the wedding: Mail your invitations.

Remember to give yourself a buffer and start the process early to avoid last-minute stress.

Hand-cancelling

How to Request Hand-Cancelling:

When you take your invitations to the post office, simply ask the clerk if they can hand-cancel your invites. It's best to pop in during a slow time, like early on a weekday morning, to make the process easier for both you and the postal staff. Some post offices may charge a small additional fee per envelope for hand-cancelling, so be sure to ask about any potential costs.

Benefits of Hand-Cancelling:

Tips for Hand-Cancelling:

• Weigh your invitations beforehand: Before you go to the post office, be sure to weigh your fully assembled invitations so you know exactly how much postage you need. That way, you can add the correct postage before dropping them off and avoid any issues with insufficient postage.
• Visit the post office during slow times: Hand-cancelling can take a bit of extra time, so it's best to visit the post office during slow periods. Early weekday mornings are usually a good time to drop off your invitations and avoid the rush.
• Double-check all details: Before taking your invitations to the post office, proofread all the addresses and details. This will give you and your future spouse peace of mind and ensure your invites reach their destination without any issues.
• Consider using a postal service: If you're mailing a large number of invitations, you may want to consider using a postal service that specializes in wedding invitation mailing. These services can take care of everything from assembling your invitations to hand-cancelling and mailing them, saving you time and stress.

Frequently asked questions