Crafting The Perfect Wedding Notification Letter: A Guide To Getting The Word Out

A wedding notification letter is a way to announce your wedding to your close friends, family, and colleagues. It is a formal way to share the news of your upcoming nuptials and to invite your loved ones to share in your special day. The letter should be warm and sincere, expressing your happiness and desire to celebrate with them. It should also include important details such as the date, time, and venue of the wedding.

Include the date, time, and venue

When writing a wedding notification letter, it is important to include the date, time, and venue of the wedding. This information should be communicated as clearly as possible to avoid any confusion for the guests. Here are some tips and examples to help you craft this section of the letter:

Date

When stating the date, it is recommended to write it out in full rather than using numerals. For instance, if the wedding is on Saturday, October 26, 2024, you would write, "Saturday, the twenty-sixth of October two thousand twenty-four." Here are some key points to remember:

• Capitalize the day of the week (unless your font is all uppercase or lowercase) and use a comma after it.
• For dates from the 21st to the 31st of a month, use a hyphen between the tens and the ones place.
• Write out the month in full with capital letters and no abbreviations.
• Place the year on a separate line with no comma between the month and year.
• Use a hyphen between "two thousand" and the tens digit in the year, but not between "two" and "thousand."

For a less formal wedding, you can be more concise. For a wedding on Sunday, May 17, 2025, simply write, "Saturday, May 17th, 2025."

Time

When stating the time, there are also several options depending on the formality of your wedding. For a traditional wedding starting at 3:30 p.m., you would write, "at half after three o'clock." Here are some guidelines:

• For times on the hour, simply write, "at three o'clock."
• Formal invitations traditionally use "half after" instead of "half past."
• Write the time in lowercase letters.
• There is no need to specify "in the morning," "in the afternoon," or "in the evening" unless the time is between 8 and 10, where there could be ambiguity.

For a more casual wedding, you can use numerals, such as "4pm" or "5:30pm." Just ensure that the format matches the style of the date.

Venue

When stating the venue, provide the name of the location and the city on separate lines. For example, "Alice Gardens, Houston." Here are some additional tips:

• The street address is usually not included unless it is a private residence or you decide it is necessary for clarity.
• Zip codes are typically omitted.

If the reception is at the same location, you can simply write, "Reception to follow" or "Dinner and dancing to follow." For a different reception venue, include it on a separate line or provide a separate reception card with the full address.

Write with love and sincerity

When writing a wedding notification letter, it is important to write with love and sincerity. This is a special occasion and the letter should reflect that. Here are some tips to keep in mind:

• Express Your Happiness: Begin the letter by sharing your happiness and excitement about the upcoming wedding. Let your joy shine through your words. For example, "It is with great joy and happiness that I announce my wedding."
• Personalise Your Message: Include a personal message to the recipient, especially if they are a close friend or family member. Let them know how much their presence would mean to you. You could say something like, "As my dearest friend, your presence on this special day would mean the world to me."
• Share a Bit About Your Partner: Take a sentence or two to write about your partner and why you are excited to marry them. This adds a personal touch to the letter and gives the recipient a glimpse into your relationship. For example, "I am thrilled to be marrying the love of my life, John, who has brought so much joy and happiness into my life."
• Provide Clear Details: Make sure to include all the necessary information about the wedding, such as the date, time, and venue. Be as precise as possible to avoid any confusion. You may also include information about the dress code or any other relevant details.
• Request a Response: Politely ask the recipient to respond to your invitation within a certain timeframe. This will help you with your planning and ensure you have an accurate guest count. For example, "Please RSVP by [date] to let us know if you are able to attend."
• End with Warmth: Conclude the letter with a warm sentiment, such as expressing your excitement to celebrate with them or sending your love and well wishes.

Dear [Recipient's Name],

I hope this letter finds you well and full of cheer. It is with a happy heart that I invite you to share in a very special moment in my life – my wedding! I am overjoyed to announce that I will be marrying the love of my life, [Partner's Name], on [date] at [time] at [venue].

As my dearest friend, your presence on this special day would mean the world to me. I truly hope that you will be able to join us as we exchange our vows and celebrate the beginning of our new life together.

Please RSVP by [date] and let me know if you have any dietary restrictions or other needs. I look forward to celebrating this joyous occasion with you!

With love and excitement,

[Your Name]

Use polite and soft language

When writing a wedding notification letter, it is important to use polite and soft language. This is because the letter is usually addressed to close friends, relatives, and colleagues to inform them about the wedding occasion. Here are some tips and examples to help you write a polite and soft wedding notification letter:

• Start the letter with a warm and friendly greeting. For example, "Dear [Name of Recipient]," or "Hello, I hope this letter finds you well."
• Express your happiness and excitement about the upcoming wedding. For instance, you can write, "I am delighted to announce that I am getting married soon," or "It is with great joy that I invite you to my wedding."
• Provide the necessary details about the wedding, such as the date, time, and venue. You can say something like, "The wedding will take place on [date] at [time] at [venue address]."
• Include a personal touch by writing a few words about your future spouse. For example, "I am thrilled to be marrying my best friend," or "I am overjoyed to be spending the rest of my life with the love of my life."
• Request the recipient's presence at the wedding and mention its importance to you. For instance, "Your presence at the wedding means a lot to me," or "I sincerely hope you will be able to attend and share this special day with us."
• End the letter with a polite closing, such as "Warm regards," or "With love," followed by your name and signature.

Dear [Name of Recipient],

I hope this letter finds you in good spirits. I am writing to share some wonderful news – I am getting married! I am thrilled to be marrying [name of fiancé(e)], and I want you to be a part of this special day.

The wedding will take place on [date] at [time] at [venue address]. It would mean a lot to me if you could join us for the celebration. As someone who has been close to me, your presence and blessings are very important.

I look forward to seeing you at the wedding and celebrating this joyous occasion together.

Warm regards,

[Your Name]

Ask for an RSVP

When asking for an RSVP, it's important to be polite and clear in your request. Here are some tips and examples to help you craft the "ask for RSVP" section of your wedding notification letter:

• Specify the deadline: Let your guests know when you need their response by. Typically, the RSVP deadline is set for around four weeks before the wedding date. You can phrase this politely by saying something like, "Kindly respond by [date]." This gives you and your vendors enough time to finalise the details, such as food quantities and seating arrangements.
• Provide response options: Make it easy for your guests to respond by giving them clear options. You can include checkboxes or fill-in-the-blank lines for "accept" and "decline" options. For example, you could say, "Please respond by [date]. We would be delighted if you could join us ☐ Unfortunately, we will not be able to attend ☐."
• Contact information: Ensure your guests know how to respond. If you're using response cards, be sure to include pre-addressed and pre-stamped envelopes. If you're accepting responses by email, phone, or a wedding website, include this information clearly in your letter.
• Meal choices: If you're offering meal choices at your wedding reception, you can include this information in the RSVP request. For example, "Please initial your meal choice: ☐ Chicken ☐ Vegetarian ☐ Vegan."
• Additional details: If there are any other important details you need from your guests, such as dietary restrictions or song requests, you can include those in the RSVP request as well.
• Warm tone: Remember to keep your language warm and friendly. You can express your excitement about their attendance and how much their presence means to you. For example, "We would be honoured if you could grace us with your presence at the ceremony. Kindly respond by [date] so that we can ensure a memorable celebration."

"We request the pleasure of your company at the wedding of [bride/groom name(s)]. Your presence will be a cherished blessing as we embark on this new journey.

To help us finalise the details and ensure a memorable celebration, please respond by [date].

[Include checkboxes or fill-in-the-blank lines]

☐ We would be delighted to attend

☐ Unfortunately, we will not be able to attend

If you are able to attend, please initial your meal choice below:

☐ Chicken

☐ Vegetarian

☐ Vegan

You can respond by mail using the enclosed response card and pre-addressed envelope, or you can respond by email at [email address]. We kindly ask that you respond by the specified date to help us finalise the arrangements.

We look forward to hearing from you and hope to share this special day with you."

Proofread before sending

Proofreading is a crucial step in the process of writing a wedding notification letter. Here are some tips to help you perfect your letter before sending it out:

• Check for grammar and spelling errors: Review your letter for any spelling or grammar mistakes. These errors can detract from the professionalism and warmth of your message. Read your letter slowly and carefully, or consider using grammar-checking software to assist you in identifying any errors.
• Confirm the accuracy of dates, times, and locations: It is essential to ensure that all the details about the wedding, such as the date, time, and venue, are correct. Double-check these details to avoid any confusion or inconvenience for your guests.
• Consistency and formatting: Verify that the formatting, such as font style, size, and colour, is consistent throughout the letter. Inconsistent formatting can make your letter appear disorganised and less polished. Pay attention to elements such as font choice, text alignment, and margin sizes.
• Tone and language: Ensure that the tone and language used in the letter are appropriate for the occasion. The language should be polite, warm, and sincere. Avoid using overly casual language or jargon that may confuse your guests.
• Salutations and titles: Check that you have used the correct salutations and titles for your guests. This attention to detail shows respect and helps to create a positive impression.
• Contact information: Provide clear and accurate contact information so that guests can easily reach out to you if needed. Include a phone number, email address, or any other relevant details to ensure guests can get in touch with you.
• Review for clarity and conciseness: Read your letter from the perspective of the recipient. Is the message clear and easy to understand? Are there any unnecessary words or phrases that can be removed to make the letter more concise? Aim for simplicity and directness in your communication.
• Final check: Before sending, give your letter a final read-through. This step ensures that no errors have been overlooked and that the letter conveys your message effectively. You may also consider asking a friend or family member to proofread it for a fresh pair of eyes.

Frequently asked questions