Guide To Preparing Wedding Invitations For Mailing

Mailing wedding invitations can be a tricky process. The US Post Office processes 493.4 million pieces of mail every day, so it's no surprise that sometimes things go wrong. Here are some tips to help you prepare your wedding invitations for mailing, and ensure they arrive at their destination safely and on time.

Organise stationery and envelopes

The first step to preparing your wedding invitations for mailing is to organise your stationery. This includes the invitation itself, as well as any enclosures such as a map, reception card, and reply card. These should all be printed on coordinating papers and assembled in the correct order. The invitation goes on the bottom, print side up, followed by any other inserts in order of size, with the smallest on top. The reply card should be placed under the flap of its envelope, which should be pre-printed with the mailing address and stamped. All enclosures should then be inserted into the inner envelope with the print side up, so that when guests open the envelope, they will see the lettering.

Once your enclosures are assembled, you need to insert them into the outer envelope. The outer envelope includes all the information the postal service needs for delivery, while the inner envelope contains the names of the invited guests in the household (including children, whose names do not appear on the outer envelope). The inner envelope should be placed unsealed into the outer envelope with the names facing the back flap.

When addressing your envelopes, it is important to use the correct titles and write out full names and addresses, including spelling out all words in the address (e.g. "Street" instead of "St.") and house numbers smaller than 20. The return address is typically printed on the envelope's back flap.

If you are using a calligrapher to address your envelopes, be sure to allow enough time for this process. You will need to provide the calligrapher with a neatly printed guest list, including full addresses and social and professional titles. It is also a good idea to order extra invitations in case some get lost in the mail or there are last-minute additions to your guest list.

Determine postage

Determining the postage for your wedding invitations is a crucial step in the mailing process. Here's a comprehensive guide to help you navigate this task:

Weight, Size, and Thickness Matter:

The cost of mailing wedding invitations is determined by several factors, including weight, size, and thickness. Most wedding invitations weigh more than an ounce due to their cardstock, embellishments, and multiple inserts. The standard rate for mailing a letter is $0.73, but each additional ounce incurs an extra $0.28.

Non-Machinable Surcharge:

Any element that makes your invitation "non-machinable" will incur an additional $0.46 charge. This includes square envelopes, wax seals, and ribbons tied in certain ways. These elements add variation to the thickness of the envelope, making it incompatible with the sorting machine.

Domestic vs. International Rates:

It's important to distinguish between domestic and international postage rates. The rates provided by the USPS are typically for domestic mail. If you're sending invitations internationally, expect to pay more, and allow extra time for customs clearance and shipping delays.

Use a Postage Calculator:

Online postage calculators can provide an estimate of the postage required for your wedding invitations. While not official, these tools can give you a good idea of the cost. However, it's always best to confirm with your local post office.

Take a Sample to the Post Office:

To be absolutely sure of the correct postage, take a fully assembled invitation to your local post office and have it weighed by a postal clerk. They will advise you on the exact postage required. This step is crucial, as insufficient postage can result in your invitations being returned or your guests having to pay the difference.

Consider the Number of Stamps:

Depending on the weight and dimensions of your invitation, you may need more than one stamp. A standard Forever Stamp covers the cost of mailing an envelope weighing one ounce or less. For heavier invitations, you may need to combine stamps of different denominations to reach the required amount.

Hand-Canceling:

If your invitations have bulk or embellishments, consider requesting hand-canceling. This process involves manually marking the postage stamps to prevent their reuse and adds a classic touch to your envelopes. However, this service typically incurs an extra charge per envelope.

Vintage Stamps:

If you're aiming for a unique or romantic look, vintage stamps can be a great option. These stamps often have lower values, so you'll need more of them to cover the postage cost. They can also be more challenging to find and apply, so factor in the additional time and cost.

RSVP Card Postage:

Don't forget to include postage for your RSVP cards. It's considerate to provide pre-stamped and addressed RSVP envelopes for your guests. This guarantees faster response times and saves your guests the hassle of finding the correct stamps.

Buy Stamps in Advance:

Purchase your stamps in advance to avoid last-minute scrambling. You can buy stamps at the post office or online. If you're using vintage or themed stamps, allow extra time for shipping and ensure you have the correct denominations.

Proofread and Double-Check:

Before sending your invitations, proofread all the details, including addresses, and double-check that you've included the correct postage. This essential step will give you peace of mind and ensure your invitations reach their destination without issues.

Determining the correct postage for your wedding invitations can be a detailed process, but it's crucial to get it right. By following these steps and consulting with your local post office, you can ensure your invitations are properly stamped and ready for mailing.

Finalise envelope design

Finalise your envelope design by choosing a colour and style that complements your wedding theme and invitation design. You can opt for a simple, modern look with a standard Euro Flap envelope in a neutral shade, or make a statement with a bold, colourful envelope. For a traditional look, you might choose a double inner and outer envelope set.

Consider the size of your invitations and whether you will include any additional inserts, such as RSVP cards, and choose an envelope size that can accommodate these comfortably. You can also add a custom printed envelope liner for a decorative touch.

If you want to save time, you could use a printing service to address your envelopes for you, or you can order them blank for home printing or calligraphy.

Finally, decide whether you want a self-seal or peel-and-stick closure for your envelopes. A self-seal closure offers convenience, while a peel-and-stick closure might be more secure.

Seal envelopes

Sealing your wedding invitations is an important step to ensure they don't open up in the mail and arrive safely with your guests. There are many ways to seal your envelopes, from traditional methods to more decorative approaches. Here are some options to consider:

Wax Seals

Wax seals are a popular choice for wedding invitations as they add a touch of elegance and can evoke a regal, Old World aesthetic. You can choose from various colours and designs, including traditional monogrammed styles, elegant floral motifs, tropical greenery, or even animal silhouettes. If you're feeling creative, you can also use wax seals on other items such as champagne flutes, wine bottles, or handmade desserts (using melted chocolate instead of wax).

If you opt for traditional wax-on-paper seals, they should be sturdy enough to send through the mail. However, if you're concerned about potential damage, you can use outer envelopes to protect the seals or request hand-sorting at your local post office. Keep in mind that hand-sorting may incur additional postage and take extra time for delivery.

Stickers

Stickers are an easy and convenient way to seal your wedding invitations. You can purchase pre-made stickers from craft stores or create custom ones that match your wedding theme. Just ensure the stickers are the right size to securely close the envelopes.

Ribbons

Ribbons are a classy and unique option to seal your wedding invitations. You can choose from different types and colours, such as satin ribbons or shiny ribbons, to match your theme. Layering the ribbons can also add security and enhance the overall aesthetics. If your wedding has a rustic theme, you can even use twine instead of ribbons.

Glue

Using glue is a simple and effective way to seal your envelopes. You can use a glue stick or liquid adhesive, ensuring you apply just enough to seal the envelope without causing any wrinkling. This method is also more hygienic than licking the envelopes.

Tape

Double-sided tape or adhesive rollers can also be used to seal your envelopes, especially if you have straight flap envelopes. This method provides a secure seal and can make your envelopes more luxurious.

Other Methods

There are a few other creative ways to seal your envelopes:

• Q-tip and water: Moisten the gum/glue seal with a Q-tip dipped in water, then press firmly around the entire perimeter of the flap two or three times.
• Paintbrush, water, and water-soluble adhesive: Similar to the Q-tip method but with the added security of a paintbrush, which holds more water, and a dab of water-soluble adhesive.
• Heavy compress: After sealing the envelopes, place them under something heavy while they dry to reduce flap wrinkling and ensure a strong seal.

Hand-cancelling

• Before applying any stamps, assemble a mock-up of your invitation, complete with all inserts and bring it to the post office to be weighed and checked by a postmaster. They will be able to tell you if your envelope is too bulky to be cancelled by machine and how much postage you will need.
• Purchase the correct postage. The cost of hand-cancelling is currently $0.24 extra and this amount needs to be included in the postage.
• Some post offices will allow you to hand-cancel the envelopes yourself, but you'll have to stamp all the envelopes at the post office.
• If you can't hand-cancel the envelopes yourself, a postmaster or another post office employee will be able to do it for you. Try to go at a quiet time so you can talk to the postal worker about what you need.
• Consider printing "Hand Cancel" in the upper left corner of your envelopes (opposite the stamps) so nothing is missed.
• If there are multiple post offices in your town, call ahead to each one as you may be quoted different prices. If there's only one, try visiting at different times of the day.
• If you're told there's no such thing as hand-cancelling anymore, try a different post office as this service is still available in some areas.
• If you're sending your invitations internationally, leave extra time for them to reach their destination. Send them 8-10 weeks in advance and consider providing a digital RSVP option so that your guests can respond without having to go to the post office.

Frequently asked questions