The Art Of Securing Your Dream Wedding Venue: Crafting An Effective Booking Letter

A wedding welcome letter is a thoughtful way to greet guests and set the tone for the entire weekend. It is often one of the first things a guest sees when arriving at a wedding celebration, and it can be placed inside welcome bags or handed out at the first event. While it focuses on logistics, it can also be an opportunity for the couple to get creative and add personal touches. The letter should be helpful and easy to read, and it can include a warm message of thanks, a copy of the wedding itinerary, transportation details, suggestions for things to do, and emergency contact information.

How to structure a wedding welcome letter

A wedding welcome letter is one of the first things a guest interacts with when arriving at a wedding celebration. It is usually placed inside welcome bags or handed out at the first event. The letter is written by the couple and/or their families and provides helpful and practical information for the wedding weekend. It can also set the tone for the entire weekend and make guests feel appreciated and excited for the festivities.

• Welcome your guests: Start with a heartfelt welcome message from the couple. Thank your guests for making the journey, especially if they have travelled far, and let them know how much it means to you that they are there to celebrate with you.
• Include a copy of the wedding itinerary: Print out the wedding itinerary and logistics and include them in the welcome letter. This way, your guests will have easy access to the schedule and can view it all in one place. You can also share social media hashtags and emergency contact information here.
• Spell out transportation details: Clearly state all the transportation details, including pick-up and drop-off times and locations. If guests are driving themselves, include directions. Also, provide contact information for local taxi companies or ride-sharing services.
• Give ideas for things to do: Suggest things for your guests to do during their free time. Include cultural attractions, museums, parks, restaurants, and any other points of interest. If there are families with children attending, be sure to include some family-friendly options as well.
• Add fun details or facts: Include local or quirky activities and add fun facts or illustrations to your welcome letter. For example, if there will be country line dancing at the wedding, you could include instructions for guests who may be unfamiliar with the steps.
• Mirror the aesthetic of the wedding: Ensure that the welcome letter reflects the look and tone of the wedding. For instance, if the wedding is black-tie and extravagant, the letter can be more formal, while a farm wedding may call for a more casual letter. If the couple has a monogram or crest, consider including it on the welcome letter for a cohesive look.
• Include your parents: If your parents are hosting the wedding, let them contribute to the welcome letter, especially if many of their friends and family will be in attendance.

Remember to start writing your welcome letter early, preferably a month or two before the wedding, so you have time to edit, print, and include it with any welcome gifts.

What to include in a wedding welcome letter

A wedding welcome letter is one of the first things a guest sees when arriving at a wedding celebration. It is usually placed inside welcome bags or handed out at the first event. While it focuses on logistics, it can set the tone for the entire weekend. It can be written in any tone and form, from funny and playful to sentimental and formal. Here are some key things to include:

A Warm Greeting

Start with a heartfelt welcome message. Thank your guests for making the journey and let them know how much it means to you that they are there to celebrate with you.

A Copy of the Wedding Itinerary

Provide your guests with a printed copy of the wedding itinerary and logistics. Include social media hashtags and emergency contact information. This way, guests can easily access all the information in one place.

Transportation Details

Provide clear transportation details, including shuttle or bus pick-up times and locations. If guests are driving themselves, include directions, and local taxi company numbers. Specify if ride-sharing services like Uber or Lyft are available and popular in the area.

Suggestions for Things to Do

Give your guests suggestions for what to do during their free time. Include cultural attractions, museums, parks, restaurants, and breweries that are worth checking out. If there are families with children attending, be sure to include some family-friendly options as well.

Fun Facts or Details

Include quirky facts or details about the wedding venue or activities. If there are any local or unique activities, add fun facts or illustrations to your welcome letter. For example, if you're treating guests to a country line dancing dinner, include instructions on how to do the dances.

Mirror the Aesthetic of the Wedding

Ensure that the welcome letter reflects the overall look and tone of the wedding. If it's a black-tie event, the letter can be more formal, while a farm wedding might call for a more casual tone. Use any monograms or crests that you've included on your save-the-dates, invitations, or wedding website to create a cohesive and consistent feel.

Include Your Parents

If your parents are hosting the wedding, let them contribute to the welcome letter, especially if many of their friends and family will be in attendance. This will help strike the right tone with the guests they know well.

Tips for writing a wedding welcome letter

A wedding welcome letter is one of the first things a guest will see when arriving at a wedding celebration. It is usually placed inside welcome bags or handed out at the first event. Here are some tips for writing a wedding welcome letter:

Start with a warm welcome and a heartfelt message

Begin with a warm welcome message from both the couple and their families. Thank your guests for making the journey and let them know how much it means to you that they are there to celebrate with you.

Include a copy of the wedding itinerary

Provide your guests with a printed copy of the wedding itinerary and logistics, including emergency contact information and social media hashtags. This ensures your guests have easy access to all the information they need and can view it in one place.

Provide clear transportation details

Clearly state all transportation details, including pick-up and drop-off times and locations. If guests are driving themselves, include directions, and provide the contact details of a local taxi company or information on ride-sharing services in the area.

Suggest things to do and see

Give your guests suggestions for what to do and see during their free time. Include a variety of options such as cultural attractions, museums, parks, restaurants, and breweries. If there are families with children attending, be sure to include some family-friendly recommendations.

Include fun facts or details

Add a personal touch by including fun facts, quirky activities, or local attractions. If there are any activities or games planned as part of the wedding festivities, you can include instructions or explanations to get your guests excited and involved.

Mirror the aesthetic of the wedding

Ensure the design and tone of the welcome letter align with the overall style and theme of your wedding. For example, if your wedding is black-tie and extravagant, the letter can be more formal, while a farm wedding may call for a more casual approach.

Include your parents

If your parents are hosting the wedding, involve them in writing the welcome letter, especially if many of their friends and family will be in attendance. This will help strike the right tone with the guests they know best.

Start writing early

Give yourself enough time to write, edit, and print the welcome letter, and don't forget to include it with any welcome gifts you plan to give your guests. As the first item your guests will see, it sets the tone for the entire wedding celebration.

How to write a wedding letter to your partner

Writing a wedding letter to your partner is a great way to express your thoughts and feelings and can serve as a romantic keepsake. Here are some tips and suggestions to help you craft a heartfelt letter to your partner on your wedding day:

Start with an Introduction

Begin your letter with a simple introduction. Use nicknames or terms of endearment that you feel comfortable sharing privately. Address your partner directly and express your excitement about the upcoming wedding. You can mention how you're feeling now that the big day is here and what thoughts are running through your mind.

Share Your "I Fell in Love" Memory

Recall the moments that made you fall in love with your partner. Remind them of the reasons why you love them and why you want to spend the rest of your life with them. You can include specific details, such as the moment you met, a particular date, or something they said that touched your heart.

Express Your Hopes for the Day

Share your hopes and expectations for the wedding day. Mention what you are looking forward to doing together, such as enjoying the food, dancing, or savouring the wedding cake. By sharing these wishes, you can help your partner focus on the joyful moments ahead.

Make Promises for the Future

Include some promises and commitments for your future together. While you may want to save the most important vows for the wedding ceremony, you can add a touch of humour here by making lighthearted pledges, such as always having snacks for road trips or promising not to complain about their favourite hobbies.

Share Your Proudest Moment

Conclude your letter by sharing a moment when you felt exceptionally proud of your partner. It could be a major life achievement, overcoming a fear, or a time when they inspired or motivated you. This will leave your partner feeling loved and valued.

Additional Tips:

• Speak from the Heart: Be open, honest, and genuine in your letter. Share your feelings, why you love your partner, and what makes them special to you.
• Include Little Details: No detail is too small. Include specific reasons why you love your partner and embrace all the unique aspects of your relationship.
• Make a List: Write down everything you want to include beforehand to ensure you don't leave anything out.
• Take Notes: Inspiration can strike at any moment, so keep a notebook or use your phone to jot down ideas whenever something comes to mind.
• Set Aside Quiet Time: Find a quiet moment to write the letter, away from distractions. Give yourself the time and space needed to focus on this heartfelt task.
• Length and Presentation: Aim to keep your letter concise, preferably on a single page. Consider using nice stationery and a meaningful closing touch, such as a lipstick kiss or a wax stamp with your initials.

Tips for writing a wedding letter to your partner

Writing a wedding letter to your partner is a great way to express your thoughts and feelings on your wedding day. Here are some tips to help you craft a meaningful and heartfelt letter:

Speak from the Heart

Be open, honest, and speak from your heart. Share your emotions, thoughts, and feelings with your partner. Tell them how much you love them and why they are so special to you. Include the little details that make your relationship unique. No detail is too small, and your partner will appreciate the thought and effort that goes into each word.

Start with a Simple Introduction

Begin your letter with a simple and heartfelt introduction. Use nicknames or pet names that you share to make it more intimate and personal. You can also reference inside jokes or special moments that only the two of you understand. This will make your partner feel extra loved and valued.

Share Your "I Fell in Love" Memory

Recall the moments that made you realize your partner was the one for you. Remind them of the reasons why you fell in love and why you want to spend the rest of your life with them. This is a great way to start your letter if you want it to be sentimental and romantic. Include specific details and anecdotes to make it even more special.

Express Your Hopes for the Day

Share your hopes and wishes for the wedding day. Let your partner know what you are looking forward to, such as your first dance or enjoying a slice of wedding cake together. This will help build excitement and create a sense of anticipation for the festivities ahead.

Make Promises for the Future

Include some promises or pledges for the future. While you may want to save the most important vows for the ceremony, you can include some lighthearted or humorous promises in your letter. For example, you can guarantee your partner that you'll always have snacks for road trips or promise not to complain about their love for Monday night football!

Set Aside Quiet Time to Write

When you're ready to write the letter, make sure to give yourself uninterrupted time and space. The night before or the morning of the wedding can be a good time to write, but ensure it doesn't get lost in the hustle and bustle of the day. Put your phone away and focus solely on pouring your heart out to your partner.

Remember, your wedding letter should be a true reflection of your personality and your relationship. Don't be afraid to add your own flair and make it unique. Your partner will cherish your words, and it will become a cherished keepsake for years to come.

Frequently asked questions