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

Sending out wedding invitations can be a daunting task, but there are several ways to make the process easier. From a practical standpoint, it's important to choose envelopes that are the correct size and weight to avoid additional postage costs. It's also a good idea to hand-cancel your invitations, which means having them stamped by hand to prevent the stamps from being reused. This adds a personal touch and protects your invites from damage. Ordering extra invitations is also recommended in case some go missing in the mail. Finally, it's worth considering using a bulk mailing service to save time and money.

Choosing envelopes: select envelopes first, as they are only available in standard sizes

When it comes to mailing bulk wedding invitations, it's important to consider the envelopes first. Envelopes are only available in standard sizes, whereas invitations can be made in any size. It's crucial to have envelopes ready before designing your invitations to ensure they fit perfectly. While you can alter an invitation to fit an envelope, you can't alter an envelope to fit an invitation. Custom envelopes are typically only an option if you're ordering thousands.

To save money on postage, stick to standard rectangle envelopes. Unusual shapes and sizes, such as square envelopes, often require additional postage due to not being able to go through automated sorting machinery. The United States Postal Service has specific parameters for "normal" envelopes, and anything outside these parameters will incur a "non-machinable surcharge."

When choosing envelopes, also consider the weight of your invitations. Envelopes weighing over 1 ounce will require additional postage, regardless of size or shape. If you're concerned about postage costs, opt for lighter-weight paper and minimise the number of inserts.

Another way to keep postage costs down is to take advantage of 2-ounce wedding stamps, which are designed for bulkier invitations and are more aesthetically pleasing than regular stamps.

Remember to pay attention to sealing your envelopes securely, especially if you have multiple enclosures. Ensure the gum seal is secure all the way around to prevent your envelopes from opening during transit.

Weighing: weigh invitations to determine the number and value of stamps needed

Weighing your wedding invitations is a crucial step in determining the postage cost. The weight of your invitations will dictate the number and value of stamps you need to attach before mailing them out.

In general, the heavier the item, the more it costs to mail. For example, in the US, the cost of a standard Forever stamp is $0.73 for a 1-ounce letter, but this price will increase if your invitation weighs more than that.

To avoid paying for additional stamps, it's a good idea to weigh your invitations before buying postage. You can do this by purchasing a scale, which is a relatively inexpensive option. Weigh each invitation with its envelope and any additional inserts to get an accurate measurement.

If you don't want to buy a scale, you can take your invitations to the post office and have them weighed by a postal clerk. This will help you determine the exact amount of postage required, which could be more than the cost of a basic Forever stamp.

By taking the time to weigh your invitations and calculate the correct postage, you can save money and ensure your invitations reach their intended recipients without any issues.

Sealing: ensure all enclosures are properly sealed and secure

Sealing is an important step in the process of sending out bulk wedding invitations. After all, you don't want your carefully crafted invites to open up in the mail and risk getting lost or damaged. Here are some tips to ensure all enclosures are properly sealed and secure:

Firstly, pay attention to the type of invitation you are sending. If your invitations have pockets, folds, or are pochette/petal fold style, they will require extra care when sealing. The added thickness of these designs puts more pressure on the seams and flap of the envelope, making them more prone to opening. So, take the time to seal these styles of invitations tightly before mailing them. The same goes for heavily embellished or layered invitations – the added dimensions can interfere with the envelope flaps, so make sure the gum seal is secure.

The number of enclosures and thickness of the paper can also affect how well your envelopes seal. The more enclosures you have, the more the sides of the envelope will bow, making it harder to seal and keep sealed. So, if you have multiple cards, tissues, or embellishments inside, be sure to pay extra attention to sealing.

To ensure a tight seal, you can use a few different methods. One way is to moisten the adhesive liner with a cotton swab or a paintbrush. This allows you to cover the entire adhesive strip and avoid the unhygienic task of licking each envelope. If your envelope adhesive isn't working well, you can use additional adhesives like a glue stick or double-sided tape. Just be aware that this might make it messier for your guests to open the invitations. Another option is to use wax seals or stick-on seals, which provide a secure closure and add a luxurious touch to your envelopes.

After sealing, it's a good idea to place the invitations under a heavy book or paperweight to reinforce the closure. This ensures that the flaps are securely stuck and reduces the chances of wrinkling.

Timing: send invites 6-8 weeks before the wedding, or 3 months for destination weddings

Sending your wedding invitations at the right time is important. Etiquette experts advise that the ideal time to send out your wedding invitations is between six to eight weeks before your wedding date. This gives your guests enough time to plan their diaries, book any necessary travel or accommodation, and make other arrangements. It also means you can request RSVPs sooner, helping you finalise your seating chart and other details before the wedding crunch.

However, there are a few circumstances where you may want to send your invitations out earlier. If your wedding is a destination wedding, it is best to send your invites three months or twelve weeks before the big day. This gives your guests extra time to plan and book their travel. Similarly, if you have a lot of international guests, it is a good idea to send their invites nine to ten weeks in advance to allow for extended shipping times.

If you are worried about giving your guests enough notice, you can also send out 'save the date' cards in advance of your formal invitations. These are usually sent four to six months before the wedding, or even earlier if your wedding falls on a holiday weekend or is in a far-off destination. This gives your guests a heads-up to reserve the date in their calendars, and you can follow up with the official invitation at the normal time.

On the other hand, if you send your invitations out too early, there is a risk that your wedding won't be at the top of your guests' minds as the day draws closer, and their plans may change. Six to eight weeks is considered the sweet spot, giving everyone enough time to make plans without being too early.

Postage: use bulk mailing services to save money

When it comes to sending out wedding invitations, postage can be a costly affair. However, there are ways to save money, especially if you are sending out your invites in bulk.

One way to save money on postage is to use a bulk mailing service such as Whistl. By sending your wedding invitations with Whistl's mass mailing service, you can save up to 21% on the cost of second-class stamps. All you need to do is address your envelopes as normal, bundle your invitations together into a box, seal it with a delivery label, and take it to your nearest drop-off point.

Another way to save money on postage is to choose the right type of envelope. Unusual shapes and sizes, such as square envelopes, often require additional postage. The United States Postal Service (USPS) has specific shape and size parameters that envelopes must fall within to be considered "normal" for standard postage. Envelopes that fall outside of these parameters cannot be processed through automated sorting machinery and are therefore charged a "non-machinable surcharge". To avoid this extra cost, stick to standard rectangle envelopes.

Additionally, pay attention to the weight of your envelopes. Any envelope weighing over 1 ounce will require additional postage, regardless of size or shape. Wedding invitations typically include multiple inserts, such as response cards and additional info cards, which can quickly increase the weight. To keep costs down, consider using lighter-weight paper or reducing the number of inserts.

Before sending your invitations, it is crucial to ensure they have adequate postage. Take one complete invitation to the post office to be weighed and determine the necessary postage. You can also mail yourself a test invite to double-check the postage and see what your invitations will look like upon arrival.

Finally, consider requesting hand cancellation at the post office. This means that instead of being processed through a machine, your invitations will be hand-stamped, which can help protect your envelopes from damage. While this may incur an additional cost, it is worth it to ensure your invitations arrive in good condition.

Frequently asked questions