Guide To Sending Virtual Wedding Invitations

Wedding planning can be stressful, but digital wedding invitations can make the process a little easier. Virtual invites are a convenient, eco-friendly, and cost-effective alternative to traditional paper invitations. They are especially useful if you're planning a last-minute wedding or want to reduce the environmental impact of your nuptials. In this guide, we'll cover everything you need to know about creating and sending digital wedding invitations, from choosing a design to writing the invitation email. We'll also explore the pros and cons of virtual invites and provide tips for ensuring your guests receive and respond to your invitation.

Choosing a digital invitation platform

There are several online services that allow you to create and send digital wedding invitations. These services offer various features, such as custom designs, RSVP tracking, and the ability to add photos and embellishments. Here are some popular platforms to consider:

• Greenvelope: This platform offers a wide range of unique and trendy designs. You can customise the text, colours, patterns and envelopes to match your wedding theme. Greenvelope also has a built-in RSVP feature, making it convenient for your guests to respond. A portion of every sale goes to Mountains to Sound, a non-profit organisation dedicated to maintaining forests. Pricing starts at $19 for a single mailing occasion or $125 per year for unlimited mailing occasions.
• Evite: Evite offers both free and premium options for digital wedding invitations. Their designs range from sophisticated to casual and modern, ensuring there is something for every taste and style. Evite also provides the option to add photos and embellishments or upload custom designs. Premium invitations start at $15.99 for 15 invitations.
• Paperless Post: Paperless Post offers a wide array of beautiful designs from top fashion houses and renowned designers. You can create custom URLs, add photo galleries and registry blocks, and track RSVPs. They also have a collaboration with Paper Source, providing paper versions of their digital designs. The pricing is based on a coin system, with coins starting at $12 for 25 coins.
• Bliss & Bone: Bliss & Bone offers immersive digital invitations that give the impression of paper. Their designs incorporate shadows, textures and dimensional objects, creating a unique and engaging experience for your guests. The invitations are sent via email, with basic event details included, and guests are directed to click through to view the full invitation and RSVP. Pricing starts at $0.90 per recipient for 10 or more recipients.
• Etsy: Etsy offers a wide variety of digital wedding invitation templates from independent designers and small makers. You can download an editable PDF template, customise it with your details, and then send it to your guests via email. Etsy provides the flexibility to find a design that fits your style and budget. Pricing varies by seller, typically offering a flat fee for a digital download.

When choosing a digital invitation platform, consider the features that are most important to you, such as customisation options, RSVP tracking, and cost. Additionally, read reviews and compare pricing to ensure you select a platform that aligns with your needs and budget.

Customising your invitations

Customising your virtual wedding invitations is a great way to make them feel more personal and special. Here are some tips to help you create beautiful and customised invitations:

Choose a Design that Reflects Your Style

Select a design that aligns with your wedding theme and your personal style as a couple. Are you looking for something classic and elegant, rustic and whimsical, or modern and sleek? There are many online platforms that offer a variety of templates to choose from, such as Paperless Post, Evite, and Greenvelope. You can also upload your own custom design or collaborate with a designer to create a one-of-a-kind invitation.

Incorporate Your Colour Palette and Theme

Carry your wedding colour palette and theme throughout your virtual invitations. Choose designs that incorporate your colours, whether it's a floral backdrop, a monochromatic photo, or a signature pattern. This will create a cohesive look that ties in with your wedding's aesthetic and gives your guests a taste of what to expect.

Personalise with Photos and Monograms

Upload engagement photos or monograms to add a personalised touch to your invitations. This can be a lovely way to include a cherished memory or a symbol that represents your relationship. You can also consider adding a heartwarming message or quote that reflects your love story.

Provide Detailed Information

Include all the essential details your guests need to know. This includes the full names of the couple, the date, time, and location of the ceremony and reception, and information about transportation or accommodation if necessary. You can also add a schedule block with the order of events and information about other related festivities.

Customise Envelope and Liner

If you're using a virtual envelope, customise it to make it extra special. Add a virtual liner in a glittery or golden finish, or choose a design that complements your invitation's colour palette. Some platforms even offer virtual wax seals and stamps to elevate the overall look.

Utilise RSVP Tracking

Take advantage of RSVP tracking features offered by many online invitation platforms. This will allow you to keep track of who has responded and make it easier to follow up with guests who have not yet replied. You can also include a QR code on your invitation for a seamless RSVP experience.

Remember, your virtual wedding invitations can be just as unique and memorable as traditional paper invitations. By customising them, you can create a beautiful digital invitation suite that connects to your wedding's theme and showcases your personal style.

Sending your invitations

Now that you've chosen to go digital with your wedding invitations, it's time to send them out! Here's a step-by-step guide to help you through the process:

• Choose a platform: Select an online invitation platform that suits your needs and budget. Popular options include Paperless Post, Evite, Greenvelope, and Punchbowl, each offering various features and design options.
• Design your invitation: Customise your invitation to match your wedding theme and colour palette. You can upload your engagement photos, add monograms, and even include virtual envelopes, stamps, and wax seals.
• Prepare your guest list: Compile a list of your guests' email addresses. Remember, you'll need individual email addresses for each guest or couple, as sending group emails is not recommended.
• Compose your email: Create a joint email account for wedding correspondence and add a personalised signature, such as a wedding monogram. Keep the email message short, as all the details will be in the invitation itself.
• Craft a catchy subject line: Opt for a subject line that includes the couple's names and clearly mentions the wedding. Avoid using special characters to prevent emails from landing in the spam folder.
• Attach or embed the invitation: You can either attach the invitation as an image or paste it directly into the email text. If you're tech-savvy, you can even embed the invitation details as clickable buttons.
• Send and follow up: Send your invitations with a simple click. Don't forget to follow up with a text or call a few days later to ensure your guests received the email and didn't miss it due to spam filters.
• Manage RSVPs: Most online invitation platforms offer built-in RSVP tracking. Alternatively, you can direct guests to your wedding website, where they can easily confirm their attendance.
• Consider printed copies: For less tech-savvy guests, such as grandparents, consider sending printed copies of the invitation or handwritten notes. These can also serve as keepsakes.

Remember, going digital with your wedding invitations offers convenience, cost savings, and a more sustainable option. So, take advantage of the flexibility and design features to create a memorable invitation that reflects your special day!

Tracking RSVPs

Choose a Platform with RSVP Functionality

Select a platform that offers built-in RSVP functionality. Many virtual invitation services, such as Paperless Post, Evite, and Greenvelope, provide this feature. This allows guests to respond instantly and simplifies the process for both the couple and their guests.

Link to Your Wedding Website

If your virtual invitation doesn't include a built-in RSVP feature, you can direct guests to your wedding website, where they can confirm their attendance. This approach keeps everything in one place and allows you to manage RSVPs and other wedding details on a single platform.

Use RSVP Management Tools

Utilize online RSVP management tools like RSVPify or WithJoy to streamline the process. These tools offer customizable wedding RSVP websites, guest list management, and robust security options. They also allow you to create custom email audiences and send targeted communications to your guests.

Group Guests for Easier RSVP'ing

Make the RSVP process more convenient for your guests by grouping household members, such as families or couples, into one group. This way, any member of the group can respond to the RSVP for the entire party, reducing the number of responses you need to manage.

Track Plus Ones

Manage and track plus ones effectively. Decide who gets a plus one and collect information from those bringing guests, such as their names. This helps you stay organized and ensures you know exactly who is attending.

Set Up Custom RSVP Questions

Go beyond simple attendance questions. With virtual RSVPs, you can ask guests about their meal preferences, travel plans, song requests, and any other details that will help you plan the wedding. This is especially useful for catering purposes or if you want to accommodate specific dietary restrictions.

By following these tips, you'll be able to effectively track RSVPs for your virtual wedding invitations, making the planning process smoother and ensuring you have all the information you need for your big day.

Following up with guests

Now that you've sent out your virtual wedding invitations, it's time to focus on following up with your guests to ensure they have a memorable and engaging experience. Here are some detailed tips to help you with this:

Send Pre-Wedding Gifts or Hampers

Sending your virtual guests a thoughtful gift hamper or some pre-wedding goodies is a wonderful way to make them feel special and appreciated. Include items that tie into your wedding theme, such as decorative pieces, snacks, mini bottles of champagne, or even personalised treats like monogrammed handkerchiefs or custom koozies. This will create a festive atmosphere and get your guests excited about the upcoming celebration.

Encourage Guests to "Get Ready" with You

If some of your closest friends or family members are unable to attend in person, invite them to join you virtually while you get ready for the wedding. They can do their hair and makeup with you, witness the dress reveal, and even share a glass of champagne before the ceremony. This will make them feel involved and create a sense of intimacy despite the distance.

Create a Designated Virtual Lounge

Set up a designated virtual lounge or breakout rooms for your virtual guests during the reception. This will allow them to interact and socialise with each other, just like they would at a traditional wedding. You can even have a host facilitate icebreaker games or activities to keep the conversation flowing. This ensures that your virtual guests have a dedicated space to connect and celebrate together.

Assign Toasts or Readings to Virtual Guests

Don't let distance hold you back from involving your virtual guests in special wedding privileges. Assign toasts or readings to your virtual guests, and ensure your on-site tech coordinator can help spotlight them during the ceremony. This will make your virtual guests feel honoured and included in your special day.

Check In and Thank Your Virtual Guests Directly

Make a conscious effort to check in and thank your virtual guests throughout the day. Address them directly, perhaps with a special mention by your MC or celebrant, and express your gratitude for their presence. These small gestures will mean a lot to your loved ones, especially if they are disappointed about not being able to attend in person.

Plan a Virtual Reception and Games

Continue the celebration after the ceremony by planning a virtual reception for your guests. Use breakout rooms to replicate traditional wedding reception tables, and then bring everyone back together for your first dance, speeches, and cake-cutting. Organise virtual games, such as "Who Knows the Couple Best?" or "Two Truths and a Lie," to keep your guests entertained and engaged.

By implementing these follow-up ideas, you will create a warm and inclusive atmosphere for your virtual guests, ensuring they feel valued and involved in your special day.

Frequently asked questions