Addressing Wedding Invites: Printing Envelopes With Precision

There are several ways to print addresses on envelopes for wedding invitations. You can use a home printer, a printing service, or print them by hand. If you want to use a home printer, you can create a mail merge in Microsoft Word using an Excel spreadsheet of all your guest addresses. You can also purchase templates or build your own. If you're looking for a more budget-friendly option, you can use clear labels printed at home or purchased from a store. For a more elegant look, you can hire a professional calligrapher to address your envelopes.

Printing addresses directly on envelopes

Step 1: Prepare Your Guest List

Create an Excel spreadsheet with all your guest addresses. Include columns for names, street addresses, apartment numbers, cities, states, zip codes, and country if applicable. This will make it easier to format and print the addresses later on.

Step 2: Choose Your Fonts and Design

Decide on the fonts and design you want for your envelopes. You can use a combination of block and cursive fonts to add a touch of elegance. You can also add details like "Kindly deliver to" to make it more special. If you're feeling creative, you can even purchase fonts from sites like Creative Market.

Step 3: Set Up Your Template

Open a word processing software like Microsoft Word and set up your envelope template. Change the page layout size to match your envelopes to ensure proper scaling. Use text boxes to position the guest and return addresses, and don't forget to include your return address on the back flap of the envelope. Play around with the formatting and spacing until you're happy with the layout.

Step 4: Mail Merge

Use the mail merge function in Microsoft Word to combine your guest list spreadsheet with your envelope template. This will automatically populate each envelope with the correct addresses, saving you time and avoiding the need to copy and paste.

Step 5: Test Printing

Before printing all your envelopes, it's essential to do a few test prints to ensure the settings and alignment are correct. You might need to adjust the printer settings, such as paper size and scaling, to match your envelopes. Use plain paper or spare envelopes for testing to avoid wasting your good envelopes.

Step 6: Final Printing

Once you're happy with the test prints, it's time to print your envelopes. Depending on your printer, you might need to print in batches to avoid smudging. Some printers may require you to feed the envelopes in a specific way, so be sure to check your printer's instructions. After printing, lay the envelopes flat to allow the ink to dry completely.

Tips:

• Flatten the edges of the envelopes with a bone folder, ruler, or your fingernail before printing to prevent smudging.
• Tuck in the envelope flap when possible to prevent jamming.
• Use clear labels if you're concerned about the printer jamming.
• If you're using metallic or shimmer envelopes, be aware that the ink may take longer to dry, and you might need to remove each envelope after printing to avoid smudging.

Using labels

There are a few steps to follow when using labels. Firstly, purchase a set of blank labels in the size and colour of your choice. You can find these at any office supply store or online. If you want a more unique look, you can also find labels in different materials such as clear, metallic or kraft paper.

Once you have your labels, you will need to create a mailing list in a spreadsheet programme such as Microsoft Excel. This list should include the names and addresses of all your guests, as well as any relevant titles (Mr, Mrs, Dr, etc.). Take the time to check that all the information is correct and up-to-date.

Next, you can start designing your labels. You can use a programme like Microsoft Word or a dedicated label-making software. First, open a new document and search for a template for address labels. Choose a template that fits the size and shape of your labels. Then, you can start customising the design by selecting a font, font size, colour and spacing. Play around with different options until you find a design that you like and that is easy to read.

When you are happy with your design, it is time to print your labels. Make sure your printer is set up correctly and test print on plain paper first to ensure that the labels will be printed straight and centred. Once you are happy with the test print, you can start printing on your labels.

Formatting guest names and titles

Names and Titles:

• Use full names: Write out your guests' full names, including their titles (Mr., Mrs., Miss, Ms., Dr., etc.). Avoid using nicknames or shortened names unless a guest specifically prefers a nickname.
• Honour Pronoun Preferences: Be respectful of your guests' pronoun preferences. For non-binary guests, use "Mx." as a gender-neutral honorific.
• Spell out Titles: For formal invitations, spell out titles and suffixes, such as "Doctor" or "Junior," instead of using abbreviations.
• Married Couple Same Last Name: Traditionally, the outer envelope can be addressed as "Mr. and Mrs. [Husband's First Name] [Shared Last Name]." For a more modern approach, include both guests' first names: "Mr. [Husband's First Name] and Mrs. [Wife's First Name] [Shared Last Name]."
• Married Couple Different Last Names: Write both guests' full names on separate lines: "Mr. [Husband's First Name] [Husband's Last Name] and Mrs. [Wife's First Name] [Wife's Last Name]."
• Unmarried Couple: List both guests' full names on separate lines, regardless of gender. You can also include "and Guest" on the inner envelope if appropriate.
• Single Guest: Address the invitation to the individual, using their preferred title (Mr., Miss, Ms., etc.) and full name. If they are bringing a plus-one, add "and Guest" on the inner envelope.
• Children: For children under 18, include their names on the inner envelope underneath their parents' names. Children over 18 should receive separate invitations with their full names.

Other Considerations:

• Guest Count: Indicate how many members of a household are invited. If everyone is invited, include all names or address it to the entire family ("The Smith Family"). If only certain family members are invited, list only their names.
• Addresses: Use full street names and avoid abbreviations. For online invitations, use personal email addresses.
• Inner Envelope: The inner envelope can be more informal. Include titles and last names or just first names for a more casual touch.
• Plus-One Etiquette: If you are offering a plus-one to a single guest, do not indicate this on the outer envelope. Reserve "and Guest" language for the inner envelope only.
• Double Envelopes: Traditionally, wedding invitations include an inner and outer envelope. The outer envelope is more formal, while the inner envelope can be more casual and may include additional names, such as children.

Using inner and outer envelopes

Using two envelopes for your wedding invitations is a great way to ensure that your invitations remain pristine and untouched by the postal service. The outer envelope will bear the brunt of the journey, while the inner envelope keeps your invitation safe and sound.

The outer envelope is what is stamped and addressed, and the inner envelope only includes the names of the invitees. The outer envelope should include all the information the postal service needs for delivery, while the inner envelope can include the names of any children in the household, whose names do not appear on the outer envelope.

When addressing your envelopes, it is important to use your guests' full names and the appropriate titles, such as "Mr." and "Mrs.". Traditionally, the outer envelope should be handwritten, but printed labels are becoming more acceptable. If you are unsure about your handwriting, you can also consider hiring a professional calligrapher to inscribe your envelopes.

When it comes to formatting the addresses, it is best to spell out all words instead of using abbreviations. For example, write out "Street" instead of using "St." and include the full state name rather than the abbreviation. House numbers smaller than 20 should also be spelled out.

To a Single Person with a Plus One:

Outer envelope: Ms. Lillie Ellis

Inner envelope: Ms. Ellis and guest or Lillie & guest

To an Unmarried Couple:

Outer envelope: Mr. Ed Parsons & Ms. Kara Morgan

Inner envelope: Ed and Kara or Mr. Parsons & Ms. Morgan

To a Married Couple with the Same Last Name:

Outer envelope: Mr. and Mrs. Hamilton or Mr. & Mrs. Carlos Hamilton

Inner envelope: Mr. & Mrs. Hamilton, Carlos and Maria or C&M

To a Married Couple with Different Last Names:

Outer envelope: Mrs. Georgina Evans and Mr. Simon Khan

Inner envelope: Georgina and Simon, Georgina Evans and Simon Khan, or Mr. Khan & Mrs Evans

To a Family with Children:

Outer envelope: Mr. and Mrs. Underwood

Inner envelope: Mr. and Mrs. Simon Underwood, Lola, Charles and Eva.

Hiring a calligrapher

Finding a Calligrapher

Start your search by asking for recommendations from family and friends, especially those who have recently gotten married or hired a calligrapher for another event. Word-of-mouth referrals can be a great way to find talented and reliable professionals. You can also look for local calligraphy guilds or associations, as these organizations often have listings of local calligraphers available for hire. For example, if you're based in Detroit, you can check out the Michigan Association of Calligraphers, which has a 'calligraphers for hire' page on its website.

Timing

It's important to book your calligrapher early, as client lists tend to fill up quickly. Leah Sachs, a full-time calligrapher and wedding invitation designer, recommends booking your calligrapher when you book your invitations. While the calligraphy process itself may not take too long, calligraphic work is physically demanding, so there is a limit to the amount of work a calligrapher can take on.

Cost

The cost of hiring a calligrapher will depend on factors such as their level of experience and the local market. Calligraphy is typically priced per piece, with envelopes priced per envelope. According to Sachs, most calligraphers charge between $3.50 and $5.50 per envelope. While you may be able to find calligraphers who charge less, it's important to remember that you get what you pay for.

Style

Calligraphy offers a wide range of styles to choose from, so it's important to have a clear idea of the style you want for your invitations. Each style of writing is called a "hand" rather than a "font" because it's created individually. Pointed pen varieties are currently the most popular for wedding invitations, ranging from ultra-flourished and traditional to organic, feminine, and whimsical. Be sure to ask for samples from your calligrapher to ensure that their style aligns with your vision.

Benefits of Hiring a Calligrapher

Frequently asked questions