The Art Of Sending Wedding Invitations

Sending out wedding invitations can be a daunting task, especially if you're working with a tight timeline. The general rule of thumb is to mail your wedding invitations six to eight weeks before the wedding, but this can vary depending on cultural norms and the location of your wedding. For instance, in Sweden, wedding invitations are typically sent out a year in advance, while in the US and UK, it's common to send them out at least two to three months ahead of time.

If you're planning a destination wedding, it's a good idea to give your guests ample notice by sending out invitations three to six months in advance. This will allow your guests enough time to make travel arrangements and ensure they can attend your special day.

To ensure your invitations arrive safely and on time, it's recommended to weigh them at the post office to determine the correct postage amount and to request hand-cancelling to prevent damage caused by sorting machines.

Timing: Send invites 6-8 weeks before the wedding, 3 months for destination weddings

The timing of sending out your wedding invitations is crucial. It can be inconsiderate to send out your invites too late, and you risk guests forgetting the date if you send them out too early.

As a general rule, send out your wedding invitations around six to eight weeks before the wedding. This gives guests enough time to respond and make travel arrangements if necessary. It's also enough time for you to chase down any late responses. Sending invites this far in advance also means there's less chance of guests' plans changing before your big day.

However, if you're planning a destination wedding, or your wedding is during a busy holiday season, it's a good idea to give guests a little more time. In these cases, send out your invites around 10-12 weeks in advance.

If you have a lot of international guests, it's a good idea to give them a heads-up before you send out the official invites. Send an email or give them a call to let them know the wedding details so they can start to make travel arrangements.

Format: Include who, when, where, RSVP, and optional extras

Who

The hosts are usually the people paying for the wedding. If the couple is hosting, just put their names down. If the couple's parents are hosting, use their names, or, if both sets of parents are contributing, you can include both.

If the couple's parents are divorced or remarried, you would use both parents' full names on the invite. If the couple's parents are divorced but have kept the same surname, you would use both parents' full names. If one of the couple's parents has remarried, you would use their separate names if they're not married. If the invitation is coming from one parent and a step-parent, the wording should be something like:

> Mr & Mrs Paul Howard request the pleasure of [guest name/your company] at the marriage of her daughter [daughter's name] to [partner's name]

If both parents and respective step-parents are hosting, it’s best to start with ‘Together with their families’.

If one of the couple's parents is widowed, you can just use their name. If the surviving parent has remarried and you’re happy to have both names on the invite, follow the step-parent format above.

When

Send your wedding invitations out six to eight weeks before your wedding. If you're sending save-the-date cards, do this four to six months before the wedding, or even earlier if you're planning a destination wedding.

On the invitation, be sure to include the date and time of the ceremony. Write out the time rather than using numerals (e.g. "four o'clock in the afternoon"). You can also include the year.

Where

Include the name and location of the ceremony and reception. If the ceremony and reception are taking place at the same location, you can include a line like "Reception to follow" or "Dinner and dancing to follow". If the reception is at a different location, include a separate card with the start time and address.

RSVP

Include a separate RSVP card, or instructions for a digital RSVP. If you're using reply cards, include a specific date by which you would like guests to respond ("yes" or "no"). This deadline should be three to four weeks before the wedding. Include a place for guests to write their names, and, if you're offering a plated dinner, a place for them to check their entrée preference.

Optional extras

You can include a map illustration of your wedding venue, extra information about the venue (e.g. parking instructions), and your wedding website address.

Envelopes: Handwrite addresses, use full names, and consider a second envelope

When it comes to wedding invitation envelopes, there are a few things to keep in mind. Firstly, consider whether you will be using an inner envelope in addition to the outer envelope. The outer envelope is what is stamped and addressed, while the inner envelope only includes the names of the invitees and contains the invitation inside. Using two envelopes ensures that the inner envelope remains pristine and can also help clarify who is invited, such as plus-ones or children. However, it is not necessary to use both, and some may consider it a waste of paper.

Now, let's focus on addressing the outer envelope. Here are some tips to make sure your envelopes are addressed correctly and look elegant:

• Handwrite the addresses: While digital calligraphy is an option, handwriting addresses can add a thoughtful touch to your invitations. It may be more time-consuming, but it can make a difference.
• Use full names and titles: When addressing married couples, use their full names with "Mr." or "Mrs.". For same-sex couples, simply indicate the appropriate prefix. For unmarried couples living at the same address, include both names on one line, listing the person you are closer to first.
• Address single guests properly: For single male guests, use "Mr." followed by their full name if they are over 18. For single female guests over 18, use "Ms." followed by their full name. For non-binary guests, use the abbreviation "Mx.".
• Consider plus-ones: If a guest has a plus-one, it is best to know their name and include it on the outer envelope. If you don't know their name, you can simply add "& Guest" after the invitee's name.
• Address families appropriately: When inviting an entire family, you can address the outer envelope to the whole family or include "& children" after the parents' names. If you want to be specific about which family members are invited, list their names separately inside the envelope.
• Avoid abbreviations: For a more formal look, avoid abbreviating words like "Street" or "Road". Write out the full address, including the city and state.
• Double-check the addresses: Before sending out your invitations, make sure to verify that each guest's address is correct. This will save you time and avoid any potential errors.

Postage: Weigh invites at the post office to ensure correct postage

To ensure your wedding invitations are sent with the correct postage, it is recommended that you take a fully assembled invitation to the post office to be weighed by a postal clerk. This will allow you to determine the exact amount of postage required, which may be more than the cost of a basic Forever stamp.

When determining the correct postage, it is important to consider any additional items included with the invitation, such as a response card and envelope. These should also be weighed to ensure you don't overpay or underpay for postage.

Additionally, certain features of your invitation may require extra postage. For example, if you add a wax seal or thick ribbon, or if your envelope is square, you may need to pay a "nonmachinable surcharge" because it requires hand-cancelling of the stamps. This surcharge is typically $0.20 per item.

It is also worth noting that different post offices may have slightly different regulations or ways of enforcing them, so it is always best to check with your local post office before making any final postage decisions. They can advise you on the correct amount of postage and any additional fees that may apply.

By taking the time to weigh your invitations and confirm the correct postage, you can avoid any issues with your invitations being returned due to insufficient postage.

Extras: Order a few extra invites in case of loss or damage

It's always a good idea to order extra wedding invitations. While it may seem unnecessary, these extras could come in handy for several reasons.

First, you'll want to keep a few invitations as keepsakes. Your wedding invitations are a tangible reminder of your special day and will be something you'll want to hold on to and look back on for years to come. You may also want to give a few copies to your photographer to include in your wedding photos.

Second, ordering extra invitations will ensure you're prepared for any last-minute changes or unexpected emergencies. For example, your invitations may get lost in the mail, or you may need to add additional guests to your list. It's also common for parents to add more people to the guest list at the last minute!

The number of extra invitations you order will depend on the size of your wedding. As a general rule, it's a good idea to order at least 10% more invitations than you think you'll need. This usually means ordering 5-10 extra invitations. However, if you have a large wedding or a complex guest list, you may want to order even more.

Remember, it's expensive to reprint invitations, so it's better to have a few extra on hand just in case. By ordering extra invitations, you'll save yourself the hassle and expense of having to go back to your stationer for additional prints.

Frequently asked questions