Mailing Wedding Invites: A Step-By-Step Guide

Mailing wedding invitations can be a tricky process. It's important to give yourself ample time to mail your invitations to avoid any last-minute snags. Here are some key things to consider: postage, envelope sealing, addressing, and hand-cancelling. Firstly, determine the correct postage for your invitations by weighing them at the post office. The weight and dimensions of your invitations will impact the cost. Secondly, avoid licking the envelope adhesive; instead, use glue, stickers, or washi tape for a secure seal. Thirdly, ensure your envelopes are correctly addressed, with full names, social titles, and spelled-out addresses. Finally, ask the post office to hand-cancel your invitations to prevent damage from sorting machines. Following these steps will help ensure your wedding invitations arrive safely and smoothly.

Weighing and postage

Weighing:

It is highly recommended to weigh your fully assembled wedding invitations at your local post office. This is because most wedding invitations are heavier than your average letter due to factors such as extra-thick cardstock, multiple inserts, or embellishments like pockets or vellum wraps. By weighing an invitation, you can determine the exact amount of postage required, which may be more than the basic Forever stamp rate. Taking a sample invitation to the post office will help you ascertain the necessary postage for the rest of your invitations.

Postage:

Postage rates vary depending on the weight and dimensions of your invitations. Standard rectangular envelopes typically require a 70-cent stamp, while square envelopes may cost about 20 cents more per card due to their abnormal shape. If your invitations include wax seals, thick ribbons, or other bulky elements, you may need to pay a "non-machinable surcharge" since these items cannot be processed through the sorting machines. This surcharge is usually around 20 cents extra.

Additionally, if you are including RSVP cards, remember to purchase a set of 55-cent stamps separately. It is considered impolite to expect your guests to pay for the return postage. You can purchase stamps from the post office or online, and they offer various love/wedding-themed designs. Custom stamps, however, were discontinued in 2020.

When it comes to affixing the stamps, it is advisable to do so yourself rather than relying on the post office. This way, you can ensure that each invitation has the correct amount of postage and avoid any last-minute surprises.

International Invitations:

If you are mailing invitations internationally, it is crucial to double-check the postage requirements and restrictions for the specific country. Allow extra time for these invitations to reach their destination, as customs clearance and shipping delays may occur. Consider providing a digital RSVP option for international guests to expedite their response and avoid additional postage costs.

Tissue paper inserts

When adding tissue paper inserts to your wedding invitations, it's important to cut them to the right size. They should be just large enough to cover the wording on the invitation card, typically measuring 3 1/2 x 5 1/2, 5x7, 6x6, or 8 1/2 x 11 inches. You can also find custom sizes or cut the tissue paper yourself to fit your specific needs.

In addition to enhancing the appearance of your invitations, tissue paper inserts also provide a practical purpose. They can help protect your invitations from smudging, scratching, or other damage during the mailing process. This is especially useful if you have used ink jet printing or have multiple cards, embellishments, or pocket invitations that could rub against each other.

When arranging your invitations with tissue paper inserts, stack your invitation ensemble from largest to smallest, with the tissue paper placed over the main invitation wording and any other cards that need protection. This will ensure that your invitations arrive neat and elegant, just as you intended.

Hand-cancelling

To hand-cancel your wedding invitations, first, confirm with your local post office that they offer this service. Not all post offices provide hand-cancelling, and some may charge a small additional fee per envelope. It's best to go during slow hours and speak with a postmaster or another knowledgeable employee. They will be able to weigh your invitation and confirm if it needs to be hand-cancelled due to its size or weight.

Once you've determined that hand-cancelling is necessary or preferred, purchase the correct postage. The cost of hand-cancelling is usually around $0.20 to $0.25 extra per envelope, so be sure to include this amount in the total postage you affix to each invitation.

When your invitations are ready, with the correct postage, return to the post office during off-peak hours. You may be allowed to hand-cancel the invitations yourself, or a postal employee will do it for you. If you are doing it yourself, ask an employee to demonstrate how to do it on one envelope so you can follow their example. After hand-cancelling, hand the invitations over to the postal staff for processing and delivery.

Keep in mind that hand-cancelling can add at least a week to the delivery time, so plan accordingly. Also, despite your best efforts, there is still a small chance that your hand-cancelled invitations could end up going through the machines. However, following the steps outlined above will greatly increase the chances of your wedding invitations arriving safely and in pristine condition.

Return address format

The return address is an important component of your wedding invitation envelopes, serving as a way to get them back to you if something goes awry during transit. Here is a comprehensive guide on the return address format for your wedding invitations:

Return Address Placement:

The return address typically goes on the back flap of the invitation envelope and the front side of the response envelopes. This is to avoid confusion with the guest address, as the postal machines have been known to mistake the return address for the recipient's address if placed on the front.

Return Address Etiquette:

The return address tells guests where gifts and RSVPs should be mailed. Traditionally, the hosts of the wedding (usually the bride's parents) are noted as the return address. However, you can choose to use the couple's address if they are hosting the event or collecting RSVPs themselves.

If you are using double envelopes (inner and outer), the return address only goes on the outer envelope. Formally, only the physical address is listed, with no names. However, it is acceptable to include names, especially if you want to be more casual or modern.

• Formal with no names: 12 Park Lane, Mobile, Alabama 36695
• Formal with names: Mr. and Mrs. Thomas Johnson, 12 Park Lane, Mobile, Alabama 36695
• Formal with bride and groom's names: Ms. Kari Johnson, Mr. Bradley Shaw, 23848 Dunmore Loop, Mobile, Alabama 36695
• Casual with first names: Kari and Bradley, 23848 Dunmore Loop, Mobile, Alabama 36695

Return Address Options:

There are several ways to get your return address onto the envelope, each with its pros and cons:

• Return address labels: Simple, affordable, and well-known option, but may look inelegant, especially if using white labels on coloured envelopes.
• Pre-printed return address on the envelope: Saves time and provides a clean look, but costs extra and may not be feasible if you need more envelopes in a pinch.
• Return address stamp: Cohesive style with guest address, and you get to keep the stamp, but it takes time to apply and costs slightly more.
• Calligraphy return address: The most expensive option as it takes the most time for the calligrapher, but ensures a 100% match in writing style and ink colour.

Timing

The timing of sending out your wedding invitations is a critical step in wedding planning. Here are some tips to help you with the timing:

Save-the-Dates

Save-the-date cards are typically sent out four to six months before the wedding, giving your guests ample time to plan their attendance. This is especially important if your wedding falls on a holiday weekend or if you're planning a destination wedding, in which case, sending your save-the-dates six to twelve months in advance is highly advisable. Save-the-dates can even be mailed up to a year in advance if you have your wedding details finalized.

Official Wedding Invitations

The general rule of thumb is to send out your official wedding invitations six to eight weeks before the wedding. This timeline allows your guests to clear their schedules and make any necessary travel arrangements. It also means that you can request RSVPs sooner, which is helpful for finalizing your headcount, seating charts, and other wedding preparations.

If you have a large number of international guests or are planning a destination wedding, it is recommended to send out invitations earlier, around twelve weeks before the wedding. For local weddings with local guests, sending invitations four to six months in advance is also acceptable.

RSVP Deadlines

It is important to set an RSVP deadline to ensure you have a final headcount for your vendors and caterers. The ideal deadline for RSVPs is about one month before the wedding, giving you enough time to make the necessary preparations for your big day. Some sources suggest setting the deadline two to three weeks before the wedding, allowing a little extra time before finalizing details with your vendors.

Rehearsal Dinner Invitations

If you are hosting a rehearsal dinner, send out those invitations three to six weeks in advance. This gives your wedding party and guests enough time to plan their trip, especially if they are travelling from out of town.

Remember, the key to successful wedding invitation timing is to give your guests enough notice to plan their attendance while also not sending the invitations so early that your wedding is no longer top of mind as the day approaches.

Frequently asked questions