Wedding Invitation Mailing: A Step-By-Step Guide For Couples

Mailing out wedding invitations can be a stressful task, but it doesn't have to be. Here are some tips to help you get them sent off without a hitch. Firstly, it's important to give yourself enough time. Ideally, wedding invitations should be sent out six to eight weeks before the wedding, but if you have a lot of international guests, it's a good idea to send them out nine to ten weeks in advance to allow for extended shipping and delivery times. When addressing the envelopes, be sure to spell out all words in the address and avoid using abbreviations. It's also a good idea to number the backs of your RSVP cards or envelopes, so you can keep track of responses even if your guests don't write their names. Before heading to the post office, weigh a fully assembled invitation so you know how much postage you'll need. Most wedding invitations are heavier than average letters, so you'll likely need more than a basic Forever stamp. Finally, always take your invitations inside the post office and ask for hand-cancelling to reduce the risk of damage during sorting.

Weighing the invitations

Weighing your wedding invitations is a crucial step in the mailing process. The weight of your invitations will determine the postage required, which can vary depending on the number of cards, thickness of paper, and any additional embellishments included. Here are some detailed instructions to help you accurately weigh your wedding invitations:

• Assemble your invitations: Before weighing, ensure that your invitations are fully assembled with all the components, including the invitation card, RSVP card, envelopes, and any additional inserts or embellishments.
• Use an accurate scale: Weigh a single, fully assembled invitation on a precise postal scale. You can use a food scale or a scale with gram measurements, as long as it provides an accurate reading.
• Consider the weight thresholds: Note that postage rates are typically based on weight thresholds. For example, in the US, a Forever stamp covers postage for envelopes weighing up to 1 ounce. If your invitation weighs more than 1 ounce but less than 2 ounces, you'll need additional postage, such as a 2-ounce stamp.
• Account for size and thickness: In addition to weight, consider the size and thickness of your invitations. Square envelopes or envelopes thicker than 1/4" may require additional postage, regardless of weight. These non-standard dimensions may require special handling by the postal service.
• Visit the post office: After weighing your invitations and determining the required postage, it is always a good idea to take a fully assembled invitation to your local post office. They can provide an official weight and advise you on the correct postage, taking into account any size, thickness, or shape irregularities.
• Ask about hand-canceling: If your invitations are bulky or have embellishments, ask the post office about hand-canceling. This process involves manually postmarking the envelopes instead of using sorting machines, which can help ensure your invitations arrive safely and intact. There may be an additional charge for this service, and it may vary by branch, so it's worth inquiring.

Remember, it's essential to give yourself ample time for mailing. By accurately weighing your wedding invitations and consulting with your local post office, you can ensure that your invitations are mailed with the correct postage and arrive safely to your guests.

Buying the right postage

Wedding invitations are usually heavier than your average letter, so it's important to get the right postage to ensure they arrive safely and on time. Here are some tips for buying the right postage for your wedding invitations:

Weighing Your Invitations

Before buying postage, it's crucial to know the weight of your fully assembled invitations. Take one completed invitation, with all the inserts and embellishments, to your local post office and have it weighed by a postal clerk. This will help you determine the exact amount of postage required, which could be more than the basic Forever stamp rate. Knowing the weight will also help you calculate the total postage cost, especially if you have a large number of invitations to send.

Standard Postage Rates

In the United States, the standard postage rate for a letter weighing up to one ounce is $0.73 with a Forever Stamp. This rate applies to rectangular paper envelopes that are at least 5 inches long, 3.5 inches wide, and no larger than 11.5 inches long by 6 1/8 inches high. If your invitations exceed these dimensions or weigh more than one ounce, you'll need additional postage.

International Postage

If you're mailing invitations internationally, the postage rate differs from domestic rates. The international rate for a one-ounce stamp is $1.55, and it's called a "Global Forever" stamp. Keep in mind that most countries will not accept envelopes with foreign postage, so your guests will need to purchase their own stamps for RSVPs.

Non-standard Sizes and Embellishments

If your invitations have non-standard sizes, such as squares or circles, or include embellishments like wax seals, ribbons, or thick cardstock, they may be considered "non-machinable." This means they cannot be processed through the machines at the post office and will require hand-cancelling, which is typically done by a postmaster stamping each envelope by hand. There is usually an extra fee for hand-cancelling, and it's important to inquire about this when purchasing your postage.

Buying Postage Stamps

You can buy postage stamps at your local post office or online. The post office offers a variety of themes and designs, including love/wedding-themed stamps. If you're looking for vintage stamps or specific themes, try online retailers like Etsy or Amazon. When buying stamps, consider the number of invitations you need to send and always buy a few extras in case of mistakes or last-minute additions to your guest list.

Addressing the envelopes

When addressing your wedding invitation envelopes, it's important to consider the formality of your event and your guests' preferences. Here are some detailed guidelines for addressing the envelopes:

Married Couples:

For married couples with the same last name, the traditional format is "Mr. and Mrs. [Husband's Full Name]". However, this format has been criticised as sexist and outdated, with many preferring to include both spouses' first names, e.g., "Mr. and Mrs. John and Mary Smith". An alternative is to list their names separately: "Mr. John Smith and Mrs. Mary Smith".

Married Couples with Different Last Names:

When the couple has different last names, list each spouse's full name with "and" between them: "Mr. John Smith and Mrs. Mary Johnson". You can also include their first names: "Mr. John Smith and Mrs. Mary Johnson" or "John Smith and Mary Johnson".

Same-Sex Married Couples:

For same-sex married couples with different last names, include both their first and last names with "and" in between: "Mr. John Smith and Mr. Jake Miller" or "Mrs. Mary Smith and Mrs. Jane Doe". If they share a last name, the format remains the same: "Mr. John Smith and Mr. Jake Smith" or "Mrs. Mary Smith and Mrs. Jane Smith".

Unmarried Couples Living Together:

For unmarried couples living together, place their names on two separate lines to indicate their unmarried status. List the person you are closest with first, or go in alphabetical order: "Ms. Alysson Schulz" and "Mr. Ricardo Gonzales".

Single Individuals:

For single persons, use the appropriate prefix: "Mr." for males, "Ms." or "Miss" for females, and "Mx." for non-binary guests. For a widowed woman, use her married name: "Mrs. Sadie Schwartz". A divorced woman may use either "Mrs." or "Ms." depending on whether she uses her maiden or married name.

Single Guest with a Plus One:

For a single guest with a plus one, it is best to know the guest's name and include it on the envelope: "Mr. Tyler Morris and Jane Doe". If you don't know the guest's name, you can use "and Guest" or "and guest": "Mr. Tyler Morris and Guest".

Families:

When inviting an entire family, you can address the envelope to "The [Last Name] Family", implying that all family members are invited. If you want to be specific about which family members are invited, list the children's names separately: "Mr. and Mrs. Max Carter, Mx. Daniel Carter, Miss Alex Carter, and Mr. Andrei Carter".

Guests with Distinguished Titles:

For guests with distinguished titles, such as doctors, lawyers, or military personnel, use their titles in the address. For married doctors of the same gender, address them as "The Doctors [Last Name]". For a heterosexual couple where the woman is the doctor, the format is "Dr. Sophie Peterson and Mr. Tyrone Peterson".

Inner Envelopes:

While the outer envelope is for mailing, the inner envelope is optional and includes the names of the invitees. The inner envelope is more informal, so you can use titles and last names or just first names.

Home Addresses:

The guests' home addresses should be placed below their names on the outer envelope. For a more formal invitation, avoid abbreviations and spell out the full address. For a casual invitation, you can use abbreviations such as "St." and "CA".

Sealing the envelopes

• Moistening the Envelope: Instead of licking the adhesive liner, use a cotton swab or a paintbrush to moisten the envelope adhesive. This method is more hygienic and reduces the risk of paper cuts. It also ensures that the entire adhesive strip is covered, creating a stronger seal.
• Bulky Invitations: If your invitations are bulky or have multiple inserts, the adhesive on the envelope flap may not be sufficient. In such cases, after moistening and sealing, place a heavy book or a paperweight on top of the envelopes to reinforce the closure.
• Alternative Adhesives: If the envelope adhesive is not working effectively, you can use additional adhesives such as a glue stick or double-sided tape. However, keep in mind that this might make it messier and more difficult for guests to open the invitations.
• Hand-cancelling: If your invitations have embellishments like wax seals, ribbons, or twine, consider requesting hand-cancelling at the post office. This means that instead of using sorting machines, the post office will manually postmark and sort the envelopes. Hand-cancelling helps prevent tears and ink smudges caused by the machines.
• Timing: Give yourself ample time for mailing. Hand-cancelling can take longer, and with potential mail delays, it's best to allow at least two weeks' leeway in case of any unforeseen issues.

Sending with hand-cancelling

Wedding invitations are often heavier than your average letter, so it's important to get them weighed at the post office before sending them out. This will allow you to determine the correct postage required, which could be more than the cost of a basic Forever stamp.

Hand-cancelling is a process where a postal worker stamps your envelope by hand instead of running it through a machine. This helps to ensure that the envelopes don't get damaged or smudged during processing. It's particularly useful if your invites have wax seals, ribbon, bows, twine, or thick cardstock, as these details can get stuck in the machine and arrive in a battered condition.

To hand-cancel your wedding invitations, first, create a mock-up of your invitation, complete with all the inserts and accoutrements. Then, bring it to the post office to be weighed and checked by a postmaster or another USPS employee. They will be able to tell you if your envelope is too bulky to be cancelled by machine and how much postage you'll need based on its weight.

Once you know the weight of your invitation and whether it requires hand-cancelling, you can purchase the correct combination of stamps or a single custom stamp. For example, an envelope that weighs up to 1 oz. and can be mailed with a $0.63 first-class stamp would require $0.76 of postage if it needs to be hand-cancelled. Remember that hand-cancelling usually requires an extra cost, so make sure to include this in your postage calculation.

When you have your invitations assembled and stamped, bring them to the post office and ask the clerk to verify that you have the correct postage. Then, request that they hand-cancel your postage. They will stamp each envelope by hand, marking the current date and postal location. After stamping, ask them to set the invitations aside to be processed separately from the machine-cancelled mail.

Hand-cancelling can cost a little more and take a bit longer, so it's a good idea to visit the post office during off-peak hours and plan for your invitations to take at least a week longer to arrive at their destination.

Frequently asked questions