Save-The-Date Etiquette: Crafting The Perfect Email

Planning a wedding can be stressful, but sending out save-the-date emails is a fun and easy task. Save-the-date emails are faster, less expensive, and more environmentally friendly than traditional paper invitations. While they are considered less formal, they are a great way to give your guests a heads-up about your wedding date and location, especially if it is a destination wedding. In this article, we will cover everything you need to know about wording and formatting your save-the-date emails, including what information to include, design tips, and step-by-step instructions for sending them out.

Subject Line

The subject line of a wedding save-the-date email is important as it is the first thing invitees will see. It should be attention-grabbing, clear, and to the point. Here are some ideas for subject lines:

• Use the Couple's Names: This can be a fun and engaging way to introduce the wedding, especially if the invitees are familiar with the couple getting married. For example: "Cody & Casey's Wedding – Save the Date!" or "Save the Date: Emma and Jacob are Tying the Knot".
• Keep it Simple: A straightforward and classic approach is always effective. Something like "Save the Date – 06/30/2023" or "Save the Date – June 30th, 2023" is clear and direct.
• Add a Fun Twist: If you want to add a bit of personality or a light-hearted tone, try something like "It's Happening! Save the Date for Our Wedding".
• Be Romantic: Set the mood with a romantic subject line such as "Share in Our Love – Save the Date".
• Destination Teaser: If you're having a destination wedding, you can hint at the location with an emoji or a playful phrase. For example, "Save the Date! 🌴" or "Pack Your Bags – Our Wedding Save the Date".
• Mark Your Calendars: Instead of the typical "save the date" phrase, you could go with "Mark Your Calendars: Our Wedding Date is Set!"
• Personalize: Using the invitee's first name in the subject line will definitely grab their attention. For instance, "{FirstName} – Save the Date for Our Special Day".

Remember, the subject line is just the beginning. You'll want to include essential details in the email body, such as the wedding date, location, and wedding website link. Keep it concise and informative, and feel free to add a personal touch to match your wedding style.

Location and Date

The location and date of your wedding are arguably the most important details to include in your save-the-date email. This information will allow your guests to make travel plans and block off their calendars. Here are some tips and examples to help you word this section effectively:

Provide Clear and Concise Information

Keep the location and date details clear, concise, and to the point. Include the city, state/province, and country of your wedding. You don't need to include the specific venue address or name unless it's a well-known landmark. For example:

> "Save the date for our wedding in New York City, New York, on June 20, 2020."

Spell Out the Date or Use Numerals

You can choose to spell out the date in full or use numerals. Spelling out the date can give a more formal tone, while using numerals is a more modern and minimalist approach. For example:

> "Save the date: June 20, 2020."

>

> "Save the date: 06.20.2021"

Consider Adding a Hint for Destination Weddings

If you're having a destination wedding, you can include a hint about what your guests can expect. This will get them excited about the trip and help them plan accordingly:

> "Join us for a weekend of sun and fun in paradise! Save the date for our wedding in Punta Cana, Dominican Republic, on August 15, 2023."

Be Mindful of Cultural and Religious Dates

When choosing your wedding date, be mindful of any cultural or religious dates that could impact your guests' attendance or travel plans. You may also want to avoid major holidays or popular vacation times when guests may already have plans.

Send Save-the-Dates in a Timely Manner

The timing of sending your save-the-date emails is crucial. For local weddings, aim to send them six to eight months in advance. For destination weddings, it's recommended to send them nine to twelve months in advance to give your guests ample time to plan:

> "Mark your calendars! We're getting married in Paris, France, on July 10, 2022. Formal invitation to follow."

By including clear and concise information about the location and date of your wedding in your save-the-date emails, your guests will have the essential details they need to start planning for your special day.

Formal Invitation to Follow

A save-the-date email is a great way to give your guests a heads-up about your wedding plans and ensure they can join you on your big day. It's also an opportunity to give them time to request time off work and make travel plans if necessary.

Paragraph 1:

Please save the date for the wedding of [Bride] and [Groom]. A formal invitation will follow with more details, but for now, we wanted to give you a heads-up to mark your calendars and join us in celebrating our special day.

Paragraph 2:

We are delighted to announce our wedding and hope you can join us for the celebration. A formal invitation will be sent to you soon with additional information, including the time and location of the ceremony and reception. Please save the date of [Wedding Date] in your calendars.

Paragraph 3:

We are thrilled to share that we will be getting married on [Wedding Date]! We would be honoured for you to join us on our special day. A formal invitation with more details will be sent to you in the coming weeks.

Paragraph 4:

Mark your calendars because we are getting married! We want you to be a part of our celebration, so please save the date of [Wedding Date]. A formal invitation with additional details will follow soon.

Paragraph 5:

You are cordially invited to save the date for our wedding celebration. We are still finalising the details, but we wanted to give you advance notice to ensure you can join us. A formal invitation will be sent out soon with more information.

Paragraph 6:

We are excited to announce our wedding plans and hope that you will be able to join us for the festivities. Please save the date of [Wedding Date] and look out for a formal invitation coming your way soon!

Remember to include the full names of the couple, the wedding date, and a clear indication that a formal invitation will follow. You can also mention the location of the wedding if you wish.

Travel Information

For weddings that require guests to travel, it is important to give them a heads-up about the wedding date and location so they can start making travel arrangements. Here is some information you can include in your save-the-date email to help your guests with their travel plans:

• Airports and hotels: Share details on the nearest airports to your wedding venue and recommend hotels nearby so that your guests can start looking at their travel and accommodation options.
• Travel costs: If your wedding is taking place in a far-off destination, your guests will need to start saving up for their trip. Let them know about any deals or discounts you have been able to secure for them.
• Travel dates: If your wedding is a multi-day affair, let your guests know about the different events and dates so that they can plan their trip accordingly.
• Travel recommendations: Share tips on how to get to your wedding venue, including any transport options available.
• Travel requirements: If your wedding is abroad, inform your guests about any travel requirements, such as visas or vaccinations, that they may need to prepare.
• Wedding website: Include a link to your wedding website, where guests can find more detailed travel information and other useful tips to help them prepare for the wedding.

Remember, the purpose of a save-the-date email is to give your guests enough notice to block off their calendars and start making travel plans. By providing them with useful travel information, you can ensure that your guests are well-prepared for your big day!

Design and Format

The design and format of your save-the-date emails are important to get right, as they will be the first thing your guests see. Here are some tips and ideas to help you create beautiful and effective designs:

• Select a design that reflects your wedding style: Choose a design that aligns with the overall style and theme of your wedding. This could be a formal, casual, modern, playful, or unique design. You can find many pre-made templates online or create your own from scratch.
• Include visual elements: Consider adding visual elements such as engagement photos, illustrations, or graphics that hint at your wedding destination or theme. For example, you could include palm fronds for a destination wedding in a tropical location or a map for a travel-themed wedding.
• Use colour to create a cohesive look: Choose a colour palette that complements your wedding colours or the overall aesthetic you're going for. You can use these colours for the background, fonts, and other design elements.
• Play with fonts: Experiment with different fonts to add interest and personality to your design. Try combining serif and calligraphy fonts for a formal look or modern sans-serif fonts for a minimalist vibe.
• Add a personal touch: Include a favourite quote, a saying, or even an inside joke that reflects your personality as a couple. This will make your save-the-date emails unique and memorable.
• Provide key information clearly: Ensure that the who, what, when, and where of your wedding are easy to find within the email. This includes the names of the couple, the wedding date, and the location.
• Include a clear call to action: Let your guests know that a formal invitation will follow, and consider including a link to your wedding website for more information.
• Keep it concise and to the point: Avoid adding too much text or unnecessary information. The save-the-date email is meant to be a brief announcement, so focus on the essential details.
• Proofread and test: Before sending, carefully proofread your emails for any typos or errors. Also, consider sending a test email to yourself and/or a small group of friends or family to ensure that the design and formatting look good on different devices and email clients.

Remember, the design and format of your save-the-date emails should reflect your personal style and the tone you want to set for your wedding. Have fun with the process and don't be afraid to get creative!

Frequently asked questions