Shipping Oversized Wedding Invitations: A Step-By-Step Guide

Shipping oversized wedding invitations can be a tricky process, but it's crucial to get it right to ensure your special day starts smoothly. The first step is to determine the correct postage, which depends on weight, size, and thickness. Most wedding invitations are 5 x 7 to keep postage costs down, but oversized invites are often considered anything larger than 6.25. Square invitations, for example, require hand sorting and therefore incur an additional charge. It's also important to consider the weight of your invitations; if they're over one ounce, you'll need to add $0.20 per additional ounce. To be certain, take a sample to your local post office and they can advise on the correct postage.

Weighing oversized invitations

Weighing your oversized wedding invitations is a crucial step in the mailing process, as the postage cost depends on the weight of your invites. Here are some tips to help you accurately weigh your oversized invitations:

• Use a food scale or a postal scale: If you have access to a postal scale, that would be ideal. Otherwise, a food scale can also give you an accurate reading. Weigh one fully assembled invitation, as the weight can vary depending on the number of inserts and the thickness of the paper.
• Consider the weight of the envelope: The weight of the invitation card stock is not the only factor. The envelope itself has a weight, especially if you opt for a thicker, higher-quality envelope. Make sure to include this in your calculations.
• Account for any additional inserts: If your invitation suite includes multiple cards, such as an RSVP card, details card, or accommodation card, make sure to include those in the weighing process. Remember, the weight will increase if you have multiple inserts.
• Pay attention to paper weight: The weight of the paper you choose for your invitations will significantly impact the overall weight. Cardstock weight for wedding invitations can range from 65lb/176gsm to 222lb/600gsm or higher. Thicker cardstock will create a more luxurious feel but will also increase the weight.
• Bulk matters: If you have multiple layers or inserts, the bulk of your invitation suite will increase. This can affect the final weight, especially if you have three or more layers. Keep this in mind when selecting your paper weight and the number of inserts.
• Visit your local post office: After weighing your invitations at home, it's a good idea to take a fully assembled sample to your local post office for an official weight measurement. They can provide you with the exact postage cost and any additional fees that may apply.

Remember, the weight of your oversized wedding invitations will determine the postage cost. Taking the time to accurately weigh your invitations will help you choose the correct stamps and avoid any delays or additional charges when mailing your invites.

Choosing the right envelope size

Firstly, it's important to be mindful of the standard mailing sizes specified by the postal service. For example, in the United States, the USPS sets specific dimensions for letters to qualify for mailing at the price of a standard letter. Currently, letters must be at least 3.5 inches high by 5 inches long by 0.007 inches thick, and no larger than 6.125 inches high by 11.5 inches long by 0.25 inches thick. Anything outside these dimensions, such as square envelopes, will likely require extra postage.

Secondly, consider the weight of your invitation suite. Most postal services have weight categories that determine the cost of mailing. For instance, a standard Forever stamp in the US currently costs $0.55 and covers the cost of mailing an envelope weighing up to 1 ounce. If your invitation weighs more than that, you'll need to add additional postage for each extra ounce.

Thirdly, take into account the thickness of your invitation package. If your envelope is thicker than the specified limit, it may not be able to go through the sorting machine and will have to be hand-sorted, resulting in a surcharge. This is an important consideration if you're planning to include multiple inserts, a ribbon tie, or a wax seal, all of which will increase the thickness of your envelope.

Finally, it's a good idea to assemble a complete invitation package and take it to your local post office to have it weighed and measured. This will ensure you purchase the correct amount of postage and avoid any delays or additional charges when mailing your invitations.

By following these guidelines, you can ensure that your oversized wedding invitations are mailed securely and efficiently, without any unexpected costs.

Selecting the correct postage

• Weight: The weight of your invitation suite will impact the postage cost. If your invitations are less than an ounce, they will typically require a "forever" stamp, currently priced at $0.55 each. If they weigh more than an ounce, you'll need additional postage. For example, if your invitation includes multiple inserts, an envelope liner, or a wax seal, it will likely require extra postage.
• Size and thickness: The size and thickness of your invitations also affect postage costs. Square invitations or those larger than the standard USPS sizes may require additional postage, known as an "oversized surcharge." Additionally, if your envelope is thicker than 1/4" at its thickest point, it may require a higher postage rate.
• Shape: Unusual shapes, such as square or oversized invitations, can also increase postage costs. Square invitations often require hand sorting and therefore incur a higher fee.
• Wax seals and embellishments: If you're including wax seals, ribbons, or other bulky embellishments, your invitations may be subject to a "non-machinable surcharge." This is typically an additional $0.20 per invitation.
• International shipping: If you're sending invitations internationally, expect to pay a higher postage rate. Check the USPS website for country-specific guidelines and restrictions.
• RSVP postage: Don't forget to include postage for the RSVP envelopes. It's a thoughtful gesture to provide a stamp that complements your invitation suite, so your guests don't have to purchase their own.
• Vintage postage: If you're using vintage postage, calculate the total value needed to cover the postage cost. Vintage stamps can add a unique touch, but they may be more expensive, and it can be challenging to find a large quantity of the same stamp.
• Hand-cancelling: Consider hand-cancelling your invitations to protect them from sorting machines and ensure they arrive in pristine condition. While some post offices no longer offer this service, it's worth inquiring about to preserve your invitation's design and condition. Hand-cancelling typically doesn't cost extra, but it may take more time.
• Proof of postage: Instead of stamps, you can also purchase proof of postage online and print them at home. This option allows you to customise your postage with images or text and save time by avoiding a trip to the post office.
• Bulk purchasing: If you need to buy a large quantity of stamps, order them in advance. The USPS can take up to 10 business days to process a stamp order before shipping it.

Securing the envelope

Firstly, instead of licking the adhesive liner, use a cotton swab or paintbrush to moisten the envelope adhesive. This method is more hygienic and reduces the risk of paper cuts. Make sure to cover the entire adhesive strip for a strong seal.

If your invitations are bulky or the envelope adhesive is not cooperating, there are a few alternative methods to secure the envelope. One option is to use a glue stick or double-sided tape. However, keep in mind that this approach may be messier and will make it more challenging for guests to open the invitations. Another option is to use a Scotch ATG gun for attaching envelope liners or applying belly bands.

After sealing the envelopes, place a heavy book or paperweight on top to reinforce the closure and ensure a secure seal. This step is especially important if your invitations are bulky or the adhesive is not holding well.

Additionally, consider the size and thickness of your envelopes. Standard wedding invitation envelopes are typically 5" x 7" as this size helps keep postage costs down. If you opt for a larger or square envelope, you may incur additional postage costs as these may require hand-cancelling, which means they have to be hand-sorted.

Finally, when addressing the envelopes, use a light background with dark print to ensure readability. Avoid complex designs, white ink addressing, or very swirly calligraphy, as these can confuse sorting machines and increase the risk of delays or misdelivery.

Addressing the envelope

When addressing the envelopes for your oversized wedding invitations, there are a few things to keep in mind. Firstly, it's important to use the correct titles and full names for your guests. Traditionally, the outer envelope is more formal, using titles such as "Mr.", "Mrs.", or "Ms." followed by the last name, while the inner envelope is more informal and can include first names. For married couples, the outer envelope can be addressed to "Mr. and Mrs. [Last Name]", while the inner envelope can include both of their first names. For unmarried couples, the outer envelope can be addressed to "Ms. [First Name] [Last Name]" and "Mr. [First Name] [Last Name], and the inner envelope can include their first names followed by "and guest". It is also common to include titles such as "Doctor" or "Captain" if relevant.

Another thing to consider is how you would like to format the addresses. A traditional format includes the house number, street name, city, state, and zip code, all on separate lines. You can also include "Apartment" or "Suite" on a separate line before the city and state. If you're addressing invitations to families, you can write "The [Last Name] Family" on the outer envelope, and include the parents' names on the inner envelope, followed by "and family". When addressing invitations to children, it is customary to include their names on the inner envelope, below their parents' names.

When writing the return address, it is typically placed on the back flap of the envelope, in the upper left corner. This helps the post office distinguish it from the delivery address. You can also include your return address on the back of the envelope, in the centre, or on the front, below the delivery address.

Finally, when addressing envelopes for international guests, it is important to follow the addressing format of the destination country. You may also need to include additional information such as phone numbers or email addresses for customs purposes. It is recommended to use printed or handwritten addresses for international invitations, as calligraphy may not be easily readable by international postal services.

Frequently asked questions