Crafting The Perfect Wedding Invitation Letter

A wedding invitation letter is a formal way to notify guests about your wedding. It is a chance to add a personal touch to the occasion and is still favoured over electronic invitations, especially in India, where weddings are as sacred and celebrated as festivals. When writing a wedding invitation letter, it is important to include the necessary information, such as the date, time, venue, and your contact information. The tone of the letter should be polite, warm, and sincere, and it is customary to ask for an RSVP from the guest.

When to send out your wedding invitation letter

When is the right time to send out your wedding invitation letters? Well, it is totally up to you, but here is some advice. Do not send out invites if you are not certain about the date. Giving notice six months or a year in advance might sound great but it isn't advisable. Anything can happen within that long period that might require you to reschedule or cut down on your guest list. So, don't be in a hurry. If a lot of people are going to have to travel for your wedding, sending the invitations out two or three months in advance will be greatly appreciated. Take your time and choose a date that works well with your schedule and that of your spouse-to-be.

In the US and UK, it is quite normal to send out wedding invitations at least 2 months before the wedding. However, some people send out their invites anywhere from 3-6 months in advance. If you're sending save-the-date cards, these should go out 4-6 months before the wedding, or even earlier if it's a destination wedding.

If you're sending your invitations with less than 2 months to go, you risk them getting lost or your guests forgetting the date. However, don't send them out a year in advance – you don't want to give your guests too much notice!

If you have a lot of international guests, it's a good idea to send their invitations out 12 weeks before the wedding, and give them a heads-up via email or phone call.

What tone to use

The tone of a wedding invitation letter should be formal and polite, but also warm and sincere. The language should be soft and respectful, and it's important to include a warm opening.

It's also crucial to consider the relationship with the recipient when deciding on the tone. For example, if you're inviting your boss, the tone should be formal. If you're inviting a close friend, you can use a more informal and personal tone.

"We request the honour of your presence at the wedding of our daughter..."

"We are pleased to inform you of our wedding and would be delighted if you could join us..."

"It would be a great pleasure to have you at our wedding..."

"We invite you to share our happiness and celebrate the union of our daughter and the beginning of her new life..."

"We would love for you to celebrate with us..."

"We request the pleasure of your company..."

What details to include

The wedding invitation letter should include all the necessary details about the wedding, such as the date, time, and venue. Here are some key points to consider when drafting the letter:

Date and Time of the Ceremony

Confirming the date and time of your wedding is crucial. It is recommended to communicate the time of the ceremony on the invitations to avoid latecomers. For formal invitations, write out the time rather than using numerals, for example, "four o'clock in the afternoon". The time of day should also be specified, such as a.m. or p.m., to avoid any confusion.

Ceremony and Reception Location

Include the name and address of the ceremony and reception venues. If they are at the same location, you can simply add "Reception to follow" or "Dinner and dancing to follow". If the reception is elsewhere, provide the address on a separate line or a different card.

Extra Information about the Venue

If your wedding is at a unique venue or somewhere guests may be unfamiliar with, include an insert with extra information. Details such as parking instructions or a custom map of the area can be extremely helpful for your guests.

Wedding Website Address

Your wedding website is a valuable resource for guests, providing details such as accommodation and registry information. Include the website address on a separate card or an additional information card.

RSVP Details

It is important to include an RSVP card or a way for guests to respond to your invitation. You can include it on the actual invitation or provide a separate reply card. Specify a deadline for guests to respond, usually three to four weeks before the wedding date.

Dress Code

Including the dress code on the invitation is optional. However, if you are having a black-tie wedding, it is essential to mention it on the invitation. Otherwise, guests will infer the dress code based on the formality of the invitation.

Host and Guest Names

Traditionally, the bride's parents are the hosts and are named at the top of the invitation. However, including the names of both sets of parents is a gracious option. If the couple is hosting, you can skip the host line or start with a warm introduction.

The invitation should also include the names of the couple getting married. For heterosexual couples, the woman's name typically comes first, but you can order the names as you prefer. For LGBTQIA+ couples, alphabetical order or age order are options, or simply whichever sounds better.

How to format the letter

The wedding invitation letter is a formal way to notify guests about the wedding and share the joy of the occasion. Here are some tips on how to format the letter:

• Opening: Start the letter with a warm and pleasant opening. You can express your happiness and excitement about the upcoming wedding. For example, "We are glad and happy to invite you..." or "It is with great pleasure that we invite you..."
• Tone: The tone of the letter should be polite, soft, and sincere. Use respectful language, especially when inviting guests who are older or who you are not close with, such as bosses or colleagues.
• Details: Include all the necessary details such as the date, time, and venue of the wedding. Be very precise when mentioning these details to avoid any confusion. You may also include the dress code or theme, if applicable.
• Request for RSVP: It is common to request a reply from the guests within a few days to confirm their attendance. This helps with planning and ensuring enough resources for all guests.
• Contact Information: Provide your contact information, such as email or phone number, for any further questions or details about the wedding.
• Signature: End the letter with a closing remark and your name and signature. You can also include the names of the couple's parents or other family members who are hosting the wedding.
• Presentation: The presentation of the invitation letter is important. Use high-quality paper, envelopes, and consider adding decorations or embellishments that match the wedding theme.
• Proofreading: Before sending out the invitations, proofread the letter at least twice to check for any errors or omissions. Ensure that all the information is accurate and clearly communicated.
• Timing: Send out the invitations with sufficient notice, usually two to three months in advance, especially if many guests will be travelling. This gives guests enough time to plan their attendance.
• Guest List: Finally, consider your guest list and budget when deciding the number of invitations to send out. It is generally advisable to send invitations only to those you truly want to be part of your special day.

How to ask for a reply

Asking for a reply is an important part of sending out wedding invitations. This is because the number of guests will determine the amount of food, drink, seating, etc. that will be needed. Here are some tips on how to ask for a reply:

Firstly, it is important to include a deadline by which guests should respond. For example, you could write "We would be obliged to get a reply from you within the next two weeks". This will ensure that you have enough time to finalise your wedding plans.

Secondly, it is a good idea to include an RSVP card with a stamped, self-addressed envelope to make it easy for your guests to respond. This way, they won't have to worry about finding a stamp or an envelope, and they can simply drop their response in the mail.

Thirdly, you should clearly state who the guests should contact when replying. Include the name, phone number, and email address of the person handling the replies. This could be yourself, a wedding planner, or a family member.

Finally, it is a nice touch to include a personal note requesting their presence at the wedding. For example, "We would be delighted if you could join us on our special day". This adds a warm and friendly tone to the invitation.

"Please RSVP by [date] to [name] at [phone number] or [email address]. We would be delighted if you could join us on our special day and look forward to your reply."

Frequently asked questions