Destination Wedding Invites: Guide To Sending Etiquette

Planning a destination wedding comes with a unique set of challenges, and sending invitations is one of them. The timing and content of your invites are crucial to ensuring your guests have a smooth journey to your special day. So, when is the best time to send destination wedding invitations, and what should they include?

Firstly, send your save-the-dates early. Aim for 9-12 months before the wedding to give your guests ample time to organise travel and accommodation. This is also the time to include travel details, flight sale information, and links to reasonably-priced places to stay.

Then, send your formal invitations 2-4 months before the wedding. This timing ensures your guests have the information they need to prepare while also creating a sense of urgency.

To make things easier for your guests, consider including an information packet or separate information card with your invitation. This can include a timeline of events, group activities, local tips, and weather information to help them plan their attire.

Lastly, don't forget to include your wedding website URL in your save-the-dates and invitations. This is a great way to keep your guests updated and provide them with all the travel specifics they need.

Send save-the-dates 9-12 months in advance

Save-the-dates are an essential part of your wedding stationery. They are a prelude to your official wedding invitation, giving your guests a heads-up so they can plan to attend your big day. They are especially important for destination weddings, where guests will need to make travel arrangements and budget plans.

The ideal timeline for sending save-the-dates for a destination wedding is 9-12 months in advance. This gives your guests ample time to book travel and accommodation and request time off work. Sending your save-the-dates this early also ensures your wedding date stays in your guests' calendars, reducing the risk of double-booking.

Destination wedding save-the-dates should include the date of your wedding, pictures of you and your partner, and the general location of your wedding (city and state). You can also include your wedding website, if you have one, so guests can access more information.

If you're sending paper save-the-dates, you can include a simple postcard or a more detailed information packet. A packet allows you to treat your save-the-date as a pre-invitation, including a timeline of events and group activities, and information on any room blocks at hotels. You can also include travel details for your guests, such as flight options and local accommodation.

If you're sending digital save-the-dates, you can include links to your wedding website and registry. This is a great way to communicate all the details of your wedding, including travel and accommodation information, and any pre- or post-wedding events.

Include travel and accommodation details

When it comes to destination wedding invitations, it's important to give your guests plenty of time to plan their travel and accommodation. Here are some tips for including travel and accommodation details in your invitations:

Send Information Packets:

Instead of a simple postcard, consider sending out information packets that provide room for additional details. This means treating your save-the-date as a pre-invitation, including not just the wedding date and venue but also a general timeline for the weekend's events, from welcome parties to any group activities. It's also a good idea to secure a room block at your hotel so that guests can book their accommodations accordingly.

Provide Travel Details:

Help your guests by letting them know the best ways to reach your destination. Share information on transportation options, such as flights or local transportation upon arrival. If you're sending out save-the-dates early, you might include this information with them rather than waiting for the invitations. That way, your guests can start planning their travel arrangements and comparing flight options.

Recommend Accommodations:

Let your guests know about recommended places to stay near the wedding venue. You might even consider booking a block of rooms at a reasonably priced hotel and then asking guests to reimburse you later. This ensures that your guests have convenient and affordable options, and it also makes it easier for guests to connect and spend time together.

Share Local Attractions:

In addition to wedding-related events, provide tips and suggestions for places to visit and eat in the area. This is especially helpful for guests who are travelling from far and may want to extend their trip beyond the wedding itself. Sharing local attractions and restaurants gives your guests a well-rounded experience and allows them to explore the destination fully.

Create a Wedding Website:

Consider creating a wedding website to centralize all the travel and accommodation details. Include information on transportation, recommended accommodations, and local attractions. You can then provide the website URL on your save-the-dates or invitations, ensuring that your guests have easy access to all the necessary information in one place.

Send invites 2-4 months before the wedding

Sending your destination wedding invitations on time is crucial. While a standard wedding invitation is sent out eight weeks before the wedding, a destination wedding invitation should be sent out at least 12 weeks in advance. This is to give your guests ample time to compare flight prices, request days off from work, and plan any additional travel before or after your wedding.

If you are sending out physical invitations, it is best to order them at least six months before your wedding. This will give you time to assemble and address them. You can also send digital invitations, which have become more acceptable in recent years.

If you have already sent out save-the-dates, you can send your destination wedding invites two to four months before your wedding day. However, if you have not sent save-the-dates, it is recommended to send out invitations closer to the four-month mark. This will allow guests to book flights in advance without worrying about any changes to your wedding plans.

It is also important to consider the timing of your RSVP deadline. This should be about four weeks before your wedding, which will give you time to gather the information and send it to your vendors.

Add RSVP deadline one week before the earliest vendor deadline

When planning a destination wedding, it's important to give your guests ample time to plan their travels and accommodations. This means sending out your save-the-dates and invitations earlier than you would for a local wedding.

Now, let's talk about the importance of setting an RSVP deadline one week before the earliest vendor deadline. Here are some key points to consider:

• Vendor Deadlines: Your vendors will likely have their own deadlines for final headcounts and payments. For example, your caterer may need the final headcount a week or two before the wedding, and your travel agent might require all guest payments to be finalised a few weeks or even months in advance. By setting your RSVP deadline one week before the earliest of these deadlines, you'll have a buffer to gather all the information and communicate it to your vendors.
• Tracking Down Late Responses: Giving yourself a one-week buffer also allows time to track down any guests who haven't responded by the RSVP deadline. This is crucial because you don't want to be chasing down responses at the last minute or, worse, submitting an incomplete headcount to your vendors.
• Finalising Details: The week between your RSVP deadline and the vendor deadlines can be used to finalise other last-minute details, such as seating charts, place cards, and entree selections. This buffer ensures you have the information you need to make these important decisions.
• Communicating with Guests: When setting your RSVP deadline, be sure to communicate it clearly to your guests. Include the deadline on your invitations and wedding website. This helps guests stay aware of the timeline and encourages them to respond promptly.
• Following Up: If you still haven't heard from some guests after the RSVP deadline, it's time to follow up. Send friendly reminders via phone, text, or email. Let them know that their response is crucial for finalising details with your vendors.

Remember, the key to a successful destination wedding is advanced planning and clear communication. By setting your RSVP deadline one week before the earliest vendor deadline, you'll have the necessary time to gather information, finalise details, and ensure a smooth experience for both you and your guests.

Create a wedding website

A personal wedding website is a great way to communicate all the details of your destination wedding. It's best to set up your website as soon as you get engaged and have confirmed your venue and date. Even if you don't have all the details, the date and location are enough to get started. You can always update the site regularly once you start confirming additional details.

Your website can double as your save-the-date, or you can send out paper save-the-date cards that include your destination, wedding date, and the URL of your wedding website.

• A general timeline for the weekend's events, from the welcome party and brunch to any group activities you've planned.
• Details of any room blocks at hotels you've secured, so guests can figure out which days to take off work and reserve their rooms.
• Information on how to reach your destination and where to stay.
• Tips for places to visit and eat in the area for when there is no official wedding activity.
• Information on what the weather may be like at the time of year, to help your guests plan what to wear.
• A poll to ask guests what activities they'd like to do.
• RSVP functionality, especially if you're planning something intimate or remote.
• Wedding registry information.

Frequently asked questions