Guide To Wedding Invitation Inserts: Crafting The Perfect Suite

Wedding invitation inserts are a great way to share extra information with your guests without crowding the main invitation with logistics. They can be used to provide additional details about the wedding, such as the time and location of the reception, accommodation options, directions, and maps. They can also be a creative way to include a colour palette or a customized map. While some people may choose to include all the necessary information on a wedding website, there is still value in including physical invitation inserts as they can create a beautiful and special feeling for your guests.

RSVP cards and envelopes

RSVP cards are an essential part of your wedding invitation suite, providing valuable information for your wedding planning. They allow your guests to promptly confirm their attendance and any dietary preferences or special requests, helping you finalise your guest list, catering numbers, and seating arrangements.

Traditional Mailed RSVP Cards:

Place the RSVP envelope, printed side down, on top of the other enclosure cards. Insert the RSVP card under the envelope flap, face up, so that the printed side is visible. Don't forget to pre-stamp the reply envelope to save your guests the trouble of finding postage.

Inner and Outer Envelopes:

If you're using two envelopes, insert the fully assembled invitation suite into the inner envelope first (left edge first for a single card, folded edge first for a folded invite). Ensure that when the envelope is opened, the printed side of the invitation is visible. Then, insert the inner envelope into the outer envelope so that the handwritten guests' names on the inner envelope are visible when opened.

Single Outer Envelope:

If you're using just one envelope, insert the fully assembled invitation suite into the envelope (left edge first for a single card, folded edge first for a folded invite). Again, ensure that when the envelope flap is opened, the printed side of the invitation is visible to your guests.

Pre-addressed and Stamped:

It is recommended to pre-address and stamp your RSVP envelopes. This extra step will make a significant difference in ensuring you receive your RSVP cards back faster.

Digital Response Option:

If you prefer not to use postal mail, you can customise the RSVP postcard as a digital response card. Simply adjust the wording to include information about your wedding website or add a QR code for easy scanning.

Assembly Tips:

When assembling your wedding invitations, create an assembly line to streamline the process. Lay out all the necessary pieces, including the invitation, enclosure cards, envelopes, and any adornments like belly bands or ribbons. Then, assemble piles of invitations and stuff them into the envelopes.

Remember to give yourself enough time for assembly, especially if you plan to add extras like wax seals or envelope liners. It's recommended to assemble your invitations at least a week before you want to mail them.

Wedding website cards

Your wedding website card can be included as part of your invitation suite, and it is the perfect place to put the URL for your wedding website. This allows guests to refer to the site for more information and keep updated, especially if not all the wedding details have been finalised.

On your wedding website, you can include all the necessary information, such as the dress code, travel and accommodation details, the schedule of events, and even a custom map with directions to the venue. You can also include a note about comfortable footwear if you have outdoor activities planned.

If you are tallying your guest list online, you can include the website details on your RSVP card, or even encourage guests to RSVP digitally by including a QR code on your invitation suite.

The cost of your wedding website cards will depend on the number of cards and the print and design features you choose.

Pre- and post-wedding events cards

Content and Design

If you're hosting a welcome party or cocktail hour the night before the wedding, include the date, time, and location on the insert. For example, "Please join us for a welcome cocktail hour the night before the wedding! Meet us at the hotel bar at 8 p.m." If you're hoping for an RSVP for this event, be sure to include that information as well.

For destination weddings, include an overview of travel options, such as the name of the nearest airport and contact information for any hotels where you've reserved a block of rooms. Don't forget to include the reservation code if needed!

If you have a wedding website, be sure to include the URL on this insert so guests can refer to it for more information.

Formatting and Style

If you have multiple events, consider creating a schedule or timeline for your guests. This can be a fun and informative way to present all the information in one place.

Other Considerations

If you have outdoor activities that require comfortable attire or footwear, be sure to include that information. You may also want to include specific dress codes for each event if they vary.

Remember, the more cards and inserts you include, the higher your printing and design costs will be. So try to include only the most essential information and present it clearly and concisely.

These cards are a great opportunity to get creative and share your excitement for the wedding celebrations with your guests!

Reception cards

If the reception is at the same location as the ceremony, you can skip the reception card and include the phrase "reception to follow" on the main invitation.

If you are having a shuttle transport guests to the reception, you can include a note on the reception card to let guests know they won't need to drive to the venue.

If your reception is before 1 pm, the first line of the reception card should say "Breakfast Reception." For receptions held after 1 pm, simply write "Reception." If you are serving a sit-down meal, the first line should read "Dinner Reception."

If you want to indicate that children are not invited, it is best to do so through word-of-mouth and by addressing the invitation to the adult guests only. However, if you must include an "Adults-Only Reception" line, this should go on the reception card as the last line.

Directions and maps

It's your wedding, and you want to make sure your guests can find their way to the venue without a fuss. Including a map insert in your wedding invitation is a thoughtful touch that will ensure your guests arrive with a smile on their face, rather than a frown of frustration. Here are some tips on how to create a map insert with clear directions and easy-to-read maps.

Step 1: Choose Your Tools

You don't need to be a professional graphic designer or have expensive software to create a map insert. Basic programs like Microsoft PowerPoint, MS Paint, or even just Google Maps will do the trick. If you're feeling adventurous, you can try using Inkscape, a free vector design program that's easy to pick up.

Step 2: Gather Your Map Data

Fire up Google Maps or your favourite map software and search for your wedding venue. Play around with the zoom to get a view of the area you want to cover. If your ceremony and reception are at the same place, you might want to include some fun, personal points of interest, like where to grab a drink before the ceremony or a special spot from your relationship.

Step 3: Capture Your Map Image

Take a screenshot or use the snipping tool to capture the map image. On a PC, you can use the "Windows Logo + PrtScrn" shortcut, while Mac users can use "Ctrl + Shift + 3". This will give you an image file that you can work with.

Step 4: Trace and Label Roads

Now comes the fun part: open your image in your chosen software and start tracing the major roads and highways you want to highlight. You can use the drawing tools in PowerPoint or the pen tool in Inkscape. Don't worry about being perfect; just focus on giving your guests a general sense of the area. Label the streets using text boxes, and feel free to rotate the text to match the street angles.

Step 5: Add Personal Touches

Once you've got the basic roads and labels, it's time to add some flair! You can include icons or graphics to indicate your ceremony and reception venues, as well as any other points of interest. Keep it simple, but feel free to add a touch of personality.

Step 6: Finalize and Export

When you're happy with your map, it's time to export it. Save your file as a high-resolution JPEG or PNG, or print it directly to a PDF. You can then insert this into your custom wedding invitation.

And there you have it! A beautiful and functional map insert that will guide your guests to your special day.

Frequently asked questions