Guide To Sending Wedding Invitations Via Email

Wedding invitations are traditionally sent by mail, but there are many reasons why you might want to send them by email instead. In this guide, we'll cover everything you need to know about sending wedding invitations via email, from the pros and cons of digital invites to designing your invitation, setting up RSVPs, and sending out your emails.

Choosing a format: email or email attachment

There are a few options for sending wedding invitations via email. You can either attach the invitation as an image to the email, paste the invitation image directly into the body of the email, or embed the invitation details in the email as clickable buttons.

Attaching the Invitation as an Image

This option allows guests to view and download the invitation image, adding it to their photo gallery. This means they can easily check back on the wedding details at any time. It also allows you to include all the necessary information in the invitation image, such as the date, time, and location of the wedding.

Pasting the Invitation Image in the Email Text

Pasting the invitation image directly into the email text can create a more seamless and integrated look. It also ensures that guests see the invitation as soon as they open the email, without having to download any attachments. However, this option may not allow for as much detail in the invitation design.

Embedding the Invitation Details as Clickable Buttons

Embedding the invitation details as clickable buttons can make your email more interactive and engaging. You can include buttons for RSVPs, the wedding website, and other relevant information. This option may be more technically challenging to set up but can provide a more dynamic experience for your guests.

Regardless of the format you choose, it is important to consider the design and content of your email invitation. This includes adding a clear subject line, specifying the reason for the email invitation, including the time and date of the wedding, adding the venue location, providing RSVP instructions, and including any other relevant details such as dress code or gift preferences.

Creating a guest list and gathering email addresses

Creating a Guest List

Start by deciding on the size of your wedding and the type of celebration you envision. Do you want an intimate gathering with just close friends and family, or a grand celebration with a larger guest list? Consider any budget constraints and venue capacity when finalising your guest list.

If you're planning a more formal wedding, it's customary to include extended family members, such as cousins, aunts, and uncles. However, if you prefer a smaller, more personal event, you can limit the guest list to immediate family and close friends.

Gathering Email Addresses

Once you have your guest list finalised, it's time to gather email addresses. Here are some suggestions to help you with this task:

• Odds are you already have most of your guests' email addresses, especially if they are close friends or family.
• If you're inviting colleagues, you can send the invitation to their work email address.
• For guests whose email addresses you don't have, you can try searching for them on social media platforms or reaching out to mutual friends.
• If all else fails, you can always ask for their email address directly. Sending a quick message or making a phone call to ask for their email is perfectly acceptable.

Remember to keep your guest list and email addresses organised in a spreadsheet or document. This will make it easier to manage and refer back to when sending out your invitations.

Designing the invitation

The design of your wedding invitation is important as it can be a preview of the event it heralds. It should also be something that your guests will want to keep as a memento.

Shape and dimensions

Traditionally, wedding invitations are rectangular, measuring 4.5 by 6.25 inches. This is a good option if you want to give your invites a classic feel and keep printing costs down. However, you don't have to stick to tradition. Other popular styles include horizontal rectangles and scalloped designs.

Location

The location of your wedding can help guide the overall theme and design of your invites. For example, if you're getting married in a church, you might opt for a romantic, traditional aesthetic. If you're tying the knot in a country or farm setting, a rustic and natural look might be more appropriate.

Fonts

The font you choose for your invitation can make or break the overall personality of your design. Avoid bold, blocky fonts as these can appear too harsh. Cursive or calligraphy fonts are excellent choices for wedding invites, especially for the names of the happy couple. They are soft, romantic, and elegant, and pair well with a serif font for the rest of the text.

Imagery

Using a photo of the happy couple is a great way to make your invitation more personal and create a keepsake for your loved ones. You can also enrich your invitation with images of hearts, flowers, and wedding rings, or something more unique and eye-catching, such as local jokes or decorations that fit the theme of your wedding.

Color palette

The color palette you choose will create the entire vibe of your invitation and should reflect the atmosphere and style of your wedding. For an outdoor ceremony, consider an energizing mix of forest green, bright gold, and elegant beige. For a beach wedding, think about a combination of dusty blue, lavender, and coral.

Personalization

Make your guests feel valued and appreciated by personalizing your wedding invitations. Address each recipient by name and add a small detail that's relevant to them, such as their hobby, occupation, or a beloved pet. This will create a personal connection and motivate invitees to respond faster.

Subject line

If you're sending your invitations by email, the subject line will be the first thing your guests see. Make it catchy and succinct, and be sure to include key information such as the couple's names, the event, and the wedding date.

Content

In addition to the subject line, the content of your invitation should include the time and date of the ceremony, a timeline for the day, the venue location, RSVP instructions, and information about the dress code. You may also want to include details about gifts and transport or accommodation for guests.

Adding essential details: date, time, venue, dress code, etc

Adding essential details such as the date, time, venue, dress code, etc. is crucial when sending a wedding invitation by email. Here are some tips and suggestions for including this information in your digital invitations:

Date and Time

Clearly state the date and year of your wedding, using legible fonts and contrasting colours to make it noticeable. Consider including a timeline of the day's events so that guests know when to arrive and what to expect. For example:

> We will be getting married on July 22, 2023, and we would love for you to be there to celebrate with us. The ceremony will be held at [time] and the reception will start at [time].

Venue

Include the address of the venue and, if possible, provide a map or directions to ensure your guests can find the location easily. For example:

> The wedding will take place at [Venue name], located at [Address].

>

> We are happy to assist with transportation or accommodation if needed.

Dress Code

Be sure to specify the dress code to create the right atmosphere and ensure your guests' comfort. You can announce the dress code in a casual or fun style to encourage participation. For example:

> We'll be grateful if you can wear some nice 90s attire. The wedding has a "La La Land" movie theme, so don't be afraid to get creative!

RSVP Instructions

Inform your guests about the RSVP process, whether through a wedding website or directly in the email. If using a website, include a link to the RSVP form in your invitation. If not, consider using a platform like Stripo to add an AMP form directly to your message.

Including these essential details in your wedding invitation emails will ensure your guests have all the information they need to attend your special day.

Sending the invites and following up

Now that you've designed your email invitation, it's time to send it out to your guests. Here are some tips to ensure a smooth process:

• Create a joint email account: Consider setting up a dedicated email address for your wedding correspondence. This will help you keep track of RSVPs and any other wedding-related emails. Add a personalised signature with your wedding monogram to make it special.
• Address guests individually: Avoid sending group emails. Address each guest by name and send individual invitations. This ensures clarity on who is invited and makes RSVP management easier.
• Include all necessary details: Your email invitation should include essential information such as the date, time, and venue of the wedding. You can also include a timeline of the day's events, such as the cake-cutting or first dance, so guests know what to expect.
• Specify the reason for the email invitation: Use a clear and attention-grabbing subject line that mentions the couple's names, the event, and the date. This will ensure your guests know what the email is about and are less likely to overlook it.
• Provide RSVP instructions: Include clear instructions on how guests should RSVP. If you have a wedding website, provide a link to it in your email, making it convenient for guests to respond. If not, you can use email forms or ask guests to respond directly to your email.
• Follow up: Don't forget to follow up with guests who haven't responded. Send a friendly reminder a few days after sending the initial invitation to check if they received the email and to confirm their attendance.
• Consider print options for less tech-savvy guests: If you have older relatives or guests who may not be comfortable with digital invitations, consider providing them with a printed copy of the invitation or a handwritten note. This can also serve as a keepsake for them to cherish.
• Create a gift registry: If you prefer gifts in the form of honeymoon funds or specific items, include a gift list or registry information in your email invitation. This will help you receive gifts that you truly want and avoid unnecessary items.
• Specify the dress code: Let your guests know the expected attire for the wedding. Whether it's black-tie, casual, or themed, giving them a clear idea of the dress code will ensure they feel comfortable and prepared for the event.
• Test and proofread: Before sending your invitations, test them by sending to yourself and/or a small group first. This will allow you to catch any errors, ensure that everything works as intended, and make any necessary adjustments.

By following these steps, you'll be well on your way to successfully sending out your wedding invitations and receiving those RSVPs!

Frequently asked questions