Announcing Your Big Day: Crafting A Heartwarming Wedding Announcement Email

Wedding announcements are typically sent after the wedding to friends and family who weren't invited, as well as acquaintances and business associates. While printed announcements are more common, it is acceptable to send them via email, especially if you regularly keep in touch with the recipient through email.

- Subject Line: Keep it short and sweet, including the couple's names and a clear indication that it's a wedding announcement. Avoid using special characters as these might get flagged as spam.

- Email Content: The email message itself should be concise, with all the wedding details included in the invitation image. Address each guest by name and be clear about who is invited.

- Invitation Image: This can be attached as a file or pasted into the email text. It should include essential details such as the date, time, and location of the wedding ceremony.

- Tone: The tone of the written text can be formal or casual, depending on the style of the wedding. For a formal tone, write out numbers in full and include titles (Mr, Mrs, Ms, etc.) and use the full word 'and' instead of an ampersand.

- RSVP and Gift Information: Include instructions on how to RSVP and provide your gift registry information, if applicable.

- Privacy: Remember that email is not a private form of communication. Avoid including anything in the email that you wouldn't want the whole world to see.

How to word the email

When it comes to the wording of your wedding announcement email, there are a few key things to keep in mind. Here are some tips to help you craft a thoughtful and informative message:

Opening Greeting

Begin your email with a warm and friendly greeting. Address your guests by their names, such as "Dear Mr. and Mrs. Smith". This sets a personal tone and makes it clear who is invited.

Expression of Joy and Excitement

Start the email with a sentence or two expressing your happiness and excitement about your upcoming wedding. For example: "It is with great joy that we invite you to share in our wedding celebration..." or "We are thrilled to announce that we are tying the knot!".

Wedding Details

Provide the essential details of your wedding, including the date, time, and location. Be sure to include the full date and year to avoid any confusion. You may also want to mention the venue name and address to make it easy for your guests to find.

Formal or Casual Tone

Match the tone of your email to the style of your wedding. If you're having a formal wedding, use more traditional and elegant language. For a casual wedding, your announcement can be more relaxed and lighthearted.

Mention of Invitation

Let your guests know that a formal invitation will follow. You can also provide a link to your wedding website if you have one, where guests can find additional information and RSVP.

Personal Touches

Add a personal touch by including a photo of the happy couple or using a colour palette that reflects your wedding theme. You can also address any unique aspects of your wedding, such as a dress code or theme.

Closing and Signature

Finish the email with a warm closing, such as "We can't wait to celebrate with you!" or "Looking forward to your presence on our special day.". Be sure to include your names and a thoughtful sign-off, such as "Warm regards" or "With love".

Here's an example of how your wedding announcement email could be worded:

> Dear [Guest Name],

>

> We are delighted to announce that we are getting married, and we would be honoured to have you share in our joy!

>

> Our wedding will take place on [date] at [time] at [venue name and address]. It will be an intimate celebration with a casual vibe, so feel free to dress comfortably and get ready to dance the night away!

>

> A formal invitation will be sent to you soon, and we've also set up a wedding website where you can find more details and RSVP. In the meantime, mark your calendars and get ready to celebrate with us!

>

> We can't wait to see you there!

>

> Warm regards,

> [Your names]

What to include in the email

There are several key components to include in a wedding announcement email. Here is a breakdown of what to include:

Subject Line

The subject line should be catchy and succinct, including key information such as the couple's names, the event, and the wedding date. This ensures that invitees know who the email is from and what it is regarding immediately. Here are some examples:

• "Suzy & Shane are Tying the Knot - 02.10.2021"
• "Rose & Jack are getting married!"
• "Mark Your Calendar For Our Wedding…6.20.2020"

Salutation

It is important to address each guest by name and send the email individually. This makes it clear who is invited and makes RSVP management easier. Begin the email with a salutation such as "Dear Mr. and Mrs. Smith," or "Respected [Guest Name]," depending on the formality of the relationship.

Main Text

The main text of the email should be relatively short, as all the wedding details can be included in an attached or embedded invitation image. It should express your joy in inviting them to share in your special day and highlight the key details, such as the date, time, and location of the wedding. Here is an example:

> "It is with great joy that we invite you to share in our wedding celebration on [date] at [location]. We hope you can join us as we celebrate our journey of friendship and love together. Please find attached our wedding invitation for more details and RSVP information."

Additional Information

You may also want to include additional information in your email, such as:

• A timeline of the wedding day events
• A link to your wedding website
• RSVP instructions
• Gift registry information
• Dress code specifications

Signature

Conclude the email with a warm signature, such as "Warm regards," or "With love," followed by the couple's names.

The subject line

• Include Key Information: It is recommended to include the couple's names, the event, and the wedding date in the subject line. This gives guests an immediate understanding of the email's content and sender. For example: "Suzy & Shane are Tying the Knot - 02.10.2021" or "Rose & Jack are getting married!".
• Keep it Short and Catchy: Aim for a subject line that is short, direct, and memorable. Avoid overly long or complex phrases that may be skimmed over or missed. For instance: "Mark Your Calendar For Our Wedding…6.20.2020" or "Save The Date: We're Getting Married!".
• Avoid Excessive Punctuation: Be mindful of using excessive punctuation, such as exclamation marks or symbols like "@", as this may cause your email to be marked as spam by certain email providers.
• Be Clear and Concise: Ensure your subject line clearly communicates the purpose of the email. You can use phrases like "Save the Date" or "Wedding Invitation" followed by the couple's names and the date. For example: "Save The Date: Jeff & Amy's Wedding | 6.20.2020".
• Match Your Wedding Theme: If you have a specific wedding theme, you can hint at it in the subject line to build excitement and intrigue. For instance, if you're having a beach wedding, you could use a subject line like "Join Us on the Sandy Shores – Rose & Jack's Beach Wedding | July 22, 2023".

Remember, the subject line sets the tone for your wedding announcement email, so choose a style that aligns with the overall vibe of your special day.

When to send the email

The timing of your wedding announcement email depends on several factors, including your preferences, the type of announcement, and whether you plan to include photos. Here are some guidelines to help you determine when to send your wedding announcement:

Timing Considerations

• Ideally, wedding announcements should be sent the day after the wedding. This ensures that your family and friends are promptly notified of your nuptials.
• However, it is also acceptable to send them within 30 days of the wedding or even up to several months later, especially if you want to include photos from your special day.
• If you plan to use photos in your announcement, work within a timeline of two to four weeks after the wedding. Select a few designs and then choose the one that best complements your favourite images.
• Advanced planning can be beneficial. Before the wedding, communicate with your photographer to express your desire to use wedding photos in the announcement and request a few sneak peek images.

Mailing List Preparation

Before sending out your wedding announcement, confirm your guest list and create a mailing list. This list should include invited guests who were unable to attend and, in the case of small weddings, destination weddings, or elopements, close family and friends who were not invited.

Following up

Create a Joint Email Account:

Set up a dedicated email account for wedding correspondence. Add a personalised email signature, such as a wedding monogram, to make it clear that the email is about your special day.

Individual Emails:

Avoid sending group emails. Address each guest by name and send the announcement individually. This ensures clarity on who is invited and makes RSVP management easier.

Follow Up:

Some guests may forget to respond, so it's a good idea to follow up with a personal text or call a few days after sending the announcement. This way, you can confirm they received the email and didn't just overlook it or have it end up in their spam folder.

Privacy:

Remember that email is not a private form of communication. Avoid including any highly personal or delicate information in the announcement. If there are personal details you want to share, it's best to do so in a real-time conversation or over the phone.

Timing:

The timing of your follow-up can depend on the nature of your wedding. If it's a last-minute or informal wedding, or if you're in regular email contact with your guests, a quick follow-up is appropriate. However, if it's a more formal or traditional wedding, you may want to give guests more time to respond before following up.

Gratitude:

If you're sending thank-you notes for gifts received at the wedding, email can be a good stop-gap measure. Send a quick email to let the recipient know their gift has arrived and that a formal, handwritten note will follow. This ensures they know you received the gift and appreciate their thoughtfulness.

Frequently asked questions