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

Mailing wedding invitations can be a tricky process, and it's important to get it right to ensure your guests receive them. The cost of postage for wedding invitations often takes couples by surprise, and it's essential to be aware of the various factors that can affect the overall price. The thickness of the paper, the number of enclosure cards, and any embellishments included can all impact the cost. In this article, we'll offer a comprehensive guide to mailing thick wedding invitations, covering everything from postage costs to envelope security and mailing options. We'll also share expert tips and tricks to ensure your invitations arrive safely and on time.

Weighing your invitations

The first step is to assemble your wedding invitation suite. This includes all the materials you will be sending out, such as maps, direction cards, and itinerary cards. The weight of your invitation suite will depend on the number of materials included. Once you have assembled your invitation suite, take one fully assembled invitation to your local post office and have it weighed by a postal clerk. This will allow you to figure out exactly how much postage each invitation will need.

The weight of your wedding invitations can also be affected by the type of card stock you use. Card stock comes in different weights or thicknesses, and the higher the weight, the thicker the paper. Using thicker card stock will add weight to your suite and may require you to pay for extra postage.

In addition to weight, the thickness of your wedding invitations is also important. If your envelope is thicker than 1/4" at its thickest point, it may not be able to go through the sorting machine and will need to be hand-processed or hand-cancelled. This will incur an additional cost of 21 cents per invitation.

If your wedding invitations include any three-dimensional details such as wax seals, ribbons, or knots, these embellishments may also affect the thickness and weight of your invitations. These details can make your invitations bulkier and more likely to require hand-processing or hand-cancelling.

To avoid any issues with postage, it is recommended to use single-ply paper, avoid details like wax seals and knotted ribbons, and keep inserts to a minimum. This will help reduce the weight and thickness of your invitations and may result in lower postage costs.

Choosing the right envelope

Envelope Type and Size:

The standard envelope sizes for wedding invitations are typically between 4 ¼" x 5 ½" and 5 ¾" x 9 ¼". You can choose between a classic pointed flap or a flap with a deeper point. If you opt for a square envelope, keep in mind that it will require additional postage.

Inner and Outer Envelopes:

Traditionally, wedding invitations include an inner and outer envelope. The outer envelope is for mailing and includes the guest's address and postage. The inner envelope is more informal and lists the names of the invited guests, including children. However, using only an outer envelope is becoming increasingly popular to reduce expenses and paper waste.

Return Address Format:

The return address should typically be placed on the back flap of the envelope. To avoid confusion with the guest address, keep the return address concise, with no names, and try to limit it to two lines. You can also put everything on one line or use a slightly less contrasting colour for the return address.

Colour and Ink:

The postal machines can read most colours, but they don't handle red or white ink well. It's best to use darker inks (charcoal, navy, or black) on light-coloured envelopes, ensuring sufficient contrast for readability.

Postage and Weight:

Before adding postage, weigh a fully assembled invitation at the post office to determine the exact postage required. Wedding invitations with additional inserts or embellishments may exceed the weight limit of a standard Forever stamp. Remember to consider the weight of the card stock, decorative pieces, and any non-machinable elements like wax seals or thick ribbons.

Hand-Cancelling:

Consider requesting hand-cancelling for your invitations, especially if they are bulky or have outer envelope embellishments. Hand-cancelling prevents your invitations from being put through a machine, reducing potential damage. However, this service may incur an additional fee and take more time for processing.

Timing:

Finally, timing is crucial when mailing your wedding invitations. Send them out 8-12 weeks before your wedding, or earlier for destination weddings. This allows your guests sufficient time to receive and respond to your invitations.

Remember to double-check all the details, including addresses and postage, before taking your invitations to the post office. Happy mailing!

Ensuring envelope security

• Moistening the Envelope: Instead of licking the adhesive liner, use a cotton swab or paintbrush to moisten it. This method is more hygienic and reduces the risk of paper cuts. It also ensures better coverage of the adhesive strip.
• Securing the Contents: If your invitations are bulky or the envelope adhesive isn't very strong, take extra measures. After moistening and sealing the envelope, place a heavy book or paperweight on top to reinforce the closure.
• Using Additional Adhesives: As a last resort, if your envelopes struggle to stay shut, consider using a glue stick or double-sided tape. However, keep in mind that this might make it messier and more challenging for guests to open the invitations.
• Hand-Processing and Hand-Cancelling: Opt for hand-processing and hand-cancelling services from the post office. This ensures that your invitations are sorted and cancelled by hand, reducing the risk of damage from machines. Hand-cancelling also adds a classic look to your envelopes, with the city and state of mailing stamped on them.
• Non-Machinable Elements: If your envelopes have wax seals, are more than ¾ of an inch thick, or are square/custom-sized, they are considered "non-machinable." This means you'll need to pay an additional fee per envelope for hand-processing and cancelling.
• Thickness Considerations: If your envelope is thicker than ¼" at its thickest point, it may require additional postage. Common embellishments like ribbons, twine, or wax seals can quickly add bulk. Consider using flat embellishments or paper belly bands to keep the thickness within limits.
• Weighing and Testing: Before finalising your envelope design, take a fully assembled sample to your local post office. Have it weighed and tested through their thickness template to ensure you apply the correct postage and avoid any issues during mailing.

Stamping and postage

Determining Postage Requirements:

Before adding stamps to your thick wedding invitations, it's essential to determine the correct postage to avoid underpaying or overpaying. Take a fully assembled invitation to your local post office and have it weighed by a postal clerk. The weight of your invitation will determine the postage required. The cost of mailing increases with the weight of the invitation, so additional enclosure cards or thicker cardstock will increase the postage needed.

Choosing the Right Stamps:

Once you know the weight of your invitation, you can select the appropriate stamps. A standard weight stamp, also known as a "Forever Stamp," typically costs 55 cents in the US, and each additional ounce incurs an extra charge of 15 cents. You may need more than one stamp to cover the required postage. Choose stamps that complement your invitation's colour scheme and design, and ensure they add up to the correct value.

Hand-Processing and Hand-Cancelling:

If your thick wedding invitations include decorative elements like wax seals, ribbons, or non-rectangular shapes, consider requesting hand-processing and hand-cancelling services from the post office. Hand-processing means that a postal worker will sort your invitations by hand instead of using a machine, ensuring they aren't damaged during delivery. Hand-cancelling involves manually stamping your envelopes to prevent the reuse of stamps, adding a classic touch with the city and state of mailing. These services usually incur an additional cost per envelope.

Non-Machinable Elements:

Some decorative elements on your thick wedding invitations may be considered "non-machinable," requiring hand-processing and incurring an extra charge. Envelopes with wax seals, thickness exceeding 3/4 of an inch, or square/custom sizes fall into this category. Be sure to inquire about any additional charges for these special handling requirements.

Mailing and Timing:

After applying the correct postage, it's best to hand-deliver your thick wedding invitations to the post office instead of dropping them in a mailbox. This ensures your invitations are properly handled and reduces the risk of them getting lost in the mail. Avoid mailing during busy times, such as lunchtime or the end of the day, to minimise delays.

International Invitations:

If you're mailing thick wedding invitations internationally, double-check the postage requirements and restrictions for the destination country. Allow extra time for customs clearance and shipping delays by sending invitations 8-10 weeks in advance. Consider providing a digital RSVP option for international guests to expedite their responses.

Remember to proofread addresses and consider using address formats that are easily readable by postal machines. Taking these steps will help ensure your thick wedding invitations are successfully delivered to your guests, setting the right tone for your special day.

Sending internationally

Sending thick wedding invitations internationally can be a complex process, but with careful planning, your invites will reach their destination safely. Here are some detailed instructions for sending thick wedding invitations internationally:

Postage Calculation:

Before finalising your invitations, it's essential to calculate the correct postage to avoid delays or additional charges. Take a complete, assembled invitation to your local post office and have it weighed. The cost of postage will depend on the weight and dimensions of your invitation. The heavier and bulkier the invitation, the higher the postage.

Allow Extra Time:

International shipping can take longer than domestic mail, so it's advisable to send your wedding invitations 8-10 weeks in advance to account for potential delays. Your international guests will also need extra time to send back their RSVPs, so consider providing a digital RSVP option as a convenient and cost-effective alternative.

Country-Specific Guidelines:

Different countries have varying postage requirements and restrictions. Always check the USPS website for the latest country-specific guidelines on postage rates and regulations. It's a good idea to re-check these details just before mailing your invitations in case of any changes.

Customs Clearance:

When sending invitations internationally, they may need to clear customs, which can cause delays. Allow for this additional time when planning and try to choose a shipping method that includes tracking to ensure you can monitor the progress of your invitations.

Alternative Shipping Methods:

If the USPS no longer ships to your desired country, you may need to use an international courier service such as FedEx or DHL. These companies often have different rates and requirements, so be sure to research their guidelines and include this information in your planning.

Address Format:

Ensure that the addresses on your envelopes are clear and correctly formatted to avoid any delivery issues. It's a good idea to use a mix-and-match envelope addressing style, with calligraphy or script font for names and a block print for the address to enhance legibility.

Return Address:

Include a clear return address on the envelope to ensure that any undeliverable invitations make their way back to you. The post office recommends keeping the return address on the same side as the guest address to avoid confusion.

Hand-Cancelling:

Thick wedding invitations with embellishments like wax seals or ribbons may require hand-cancelling to avoid machine damage. This process involves manually stamping the postage stamps to prevent their reuse. Hand-cancelling usually incurs an additional fee, typically around $0.20 per envelope.

Non-Machinable Surcharge:

If your invitations have non-machinable elements like wax seals, square envelopes, or thickness exceeding 0.25 inches, you'll need to pay a non-machinable surcharge. This fee is typically $0.20 per envelope and ensures that your invitations are processed and cancelled manually.

RSVP Cards:

For international guests, it's advisable to leave the RSVP cards without stamps to allow them to use their country's postage. Alternatively, provide an online RSVP option to save time and postage costs for your guests.

Sending thick wedding invitations internationally requires careful planning and attention to detail. By following these instructions and staying organised, you can ensure that your invitations reach their international destinations smoothly and without delay.

Frequently asked questions