Crafting A Cherished Wedding Reminder

Writing a wedding reminder can be tricky, but it's an important part of wedding planning. The key is to be warm and gentle, providing guests with enough information without overwhelming them. Here are some tips to help you get started:

- Keep it cordial and concise: Start with a friendly greeting and get straight to the point. You don't want to make the recipient feel guilty or pressured.

- Share important details: Include key information such as the date, time, and venue of the wedding. If there are any changes or updates, be sure to mention them.

- Remind guests about RSVP deadlines: It's common for guests to forget or delay responding. Send a gentle reminder about a week before the deadline to increase the chances of a timely response.

- Provide accommodation and transportation details: If you have reserved room blocks or arranged transportation, share this information with your guests. It's helpful to include deadlines and any relevant websites or contacts.

- Dress code and theme: Give guests a heads-up about the dress code and any themes so they can arrive feeling confident and appropriate for the occasion.

- Health and safety guidelines: If you have any COVID-19 protocols or other safety measures in place, be sure to inform your guests in advance.

- Timeline and directions: Share the wedding schedule, transportation information, and directions to the venue. This is especially important for guests who are travelling or need to make travel arrangements.

- Weather updates: Keep your guests informed about the expected weather, and offer suggestions on how they can prepare, such as recommending attire, bug repellent, or sunscreen.

Include a deadline reminder for booking hotel rooms at a discounted rate

When it comes to writing a wedding reminder, you want to ensure that your guests have all the information they need to attend. This includes sharing accommodation details, such as the deadline to book hotel rooms under your group block. Here are some tips and examples to help you craft a friendly and effective reminder about the deadline for booking hotel rooms at a discounted rate:

Be Timely

Send your reminder at the right time to maximise its impact. A good rule of thumb is to send the reminder about a week or two before the booking deadline. This gives your guests enough time to take action without being too early that they might forget.

Include Clear and Concise Information

Provide clear and concise information about the deadline for booking hotel rooms at the discounted rate. Mention the specific date of the deadline and the name of the hotel where your room block is held. You can also include a link to the hotel's website or the relevant section of your wedding website for more details.

Express Excitement and Gratitude

It is important to maintain a warm and friendly tone in your reminder. Express your excitement about celebrating with your guests and thank them for their participation in your special day. This will make your guests feel valued and appreciated.

Example Messages

"We're so excited to celebrate with you in just a few short months! A quick reminder that the deadline to book hotel rooms under our group block at the [name of hotel] is approaching. The deadline to book at the discounted rate is [deadline date]. Head to the accommodations section of our wedding website [link to website] for all the details. We can't wait to see you there!"

"Hello everyone! We hope you're as excited as we are for the upcoming celebration. A friendly reminder that if you plan to stay at the [name of hotel], be sure to book your room soon. Our room block rate ends on [deadline date]. You can find more information on our wedding website [link to website] or feel free to reach out to us directly. Thank you, and we look forward to celebrating with you!"

"Hi there! We're thrilled that our wedding day is almost here, and we want to make sure you don't miss out on the fun. A gentle reminder that the deadline to book hotel rooms at the discounted rate is coming up on [deadline date]. Check out the hotel's website [link to website] for booking details. We're excited to celebrate with you!"

"We're so happy that you'll be joining us for our special day! As a friendly reminder, don't forget to book your hotel room by [deadline date] to take advantage of the discounted rate. You can find more information on our wedding website [link to website] or contact the hotel directly. Thank you, and we can't wait to celebrate with you!"

Remind guests to RSVP on time

When it comes to wedding planning, getting an accurate headcount of your guests is essential. While you may have sent out your invitations with a clear RSVP deadline, it's not uncommon for some guests to forget or delay their response. Here are some tips and examples to help you craft a friendly reminder to ensure you receive those RSVPs on time:

Be Cordial and Concise

It's important to maintain a warm and friendly tone in your reminder messages. Keep the language similar to your original invitation, and be sure to express your excitement about celebrating with your guests. Make your message concise and to the point, focusing solely on the RSVP deadline and any necessary details.

Provide Clear Deadlines

When reminding your guests about the RSVP deadline, be sure to provide a clear and specific date. You may even want to give them a deadline that is a few days before your actual deadline to ensure you receive responses on time. For example:

> "The final countdown before our big day is on! If you haven't already done so, please send in your RSVP by [date], which is just around the corner. We're looking forward to celebrating with you and want to ensure we have an accurate headcount for our venue and caterers."

Offer Multiple RSVP Options

Make it easy for your guests to respond by providing multiple RSVP options. Include a physical RSVP card with a stamped and addressed envelope, as well as an RSVP option on your wedding website. This way, guests can choose the most convenient method for them.

Send Reminders via Different Channels

Not everyone checks their mail or email regularly, so consider using multiple communication channels for your reminders. Send emails, text messages, or even make phone calls to your guests. Using different channels can increase the chances of your message being seen and responded to.

Share Exciting Details

To build excitement and engage your guests, consider sharing a few details about the wedding day in your reminder message. For example:

> "We're deep into wedding planning and can't wait for you to see the venue—it's absolutely stunning! Our caterer is creating a delicious Mediterranean menu, and we want to ensure we have your preferences noted. Please take a moment to RSVP on our website and select your meal choices. We're so excited to celebrate with you!"

Be Mindful of Timing

When sending out your reminders, be mindful of the timing. If your wedding is fast approaching and you're still missing RSVPs, you may need to be more assertive. Send individual text messages or make phone calls to those who haven't responded yet. A personal approach is more difficult to ignore and shows your guests that you truly value their presence at your wedding.

Remember, it's important to keep your messages friendly and warm. Your guests are likely to understand the importance of RSVPs and will appreciate a gentle nudge to respond on time.

Share health and safety guidelines

Sharing health and safety guidelines with your wedding guests is crucial, especially if you're asking them to show proof of vaccination or a negative COVID test. Here are some tips on how to communicate these guidelines effectively:

Be Transparent and Detailed:

Explain the safety protocols you'll be following during the event, such as vaccination requirements, testing, and masking. Be transparent about the precautions you're taking to create a safe environment for everyone. You can say something like, "Given the ongoing COVID-19 pandemic, we will be implementing the following safety measures during our wedding celebration."

Send Information in Advance:

Share the health and safety guidelines with your guests well in advance of the wedding, preferably about two to three weeks before the big day. This will give them enough time to prepare and make any necessary arrangements. You can send this information via email, and also include it on your wedding website and as an insert with your invitations.

Encourage Guests to Reach Out:

In your communication, encourage guests to reach out to you directly if they have any questions or concerns about the health and safety guidelines. This will help alleviate any worries they may have and ensure they feel comfortable attending your wedding. You can say, "Feel free to reach out to us directly with any questions or concerns about the safety protocols."

Provide Updates if Needed:

If there are any changes to the health and safety guidelines or if you've added any additional precautions, be sure to update your guests. This could be done through another email communication or a quick message on your wedding website. It's important to keep everyone informed, especially if there are last-minute adjustments.

Consider Other Safety Measures:

In addition to the standard safety protocols, you may want to consider other measures to ensure your guests' comfort. For example, you can provide masks and small sanitizers for guests upon their arrival at the ceremony. You can also encourage social distancing by setting up multiple, smaller dance floors instead of one large centralized area.

Respect Guests' Comfort Levels:

Recognize that some guests may have different comfort levels and preferences when it comes to health and safety. Respect their choices and try to accommodate their needs as much as possible. For example, if a guest prefers not to be seated close to others during the reception, work with your venue to ensure there's enough space between tables.

Remember, the key to sharing health and safety guidelines is clear and timely communication. By keeping your guests informed and providing a safe environment, you'll ensure that everyone can relax and enjoy your special day.

Provide a wedding weekend schedule and directions to the venue

Providing a wedding weekend schedule and directions to the venue is one of the most important reminders you can send to your guests. This is best done a week or two before the wedding. While it's a good idea to have all of this information on your wedding website, it's crucial enough to warrant direct communication with everyone.

Wedding Weekend Schedule

Friday: Rehearsal Dinner

5:00 p.m. – Rehearsal begins

6:30 p.m. – Rehearsal ends

7:00 p.m. – Rehearsal dinner begins

10:00 p.m. – Rehearsal dinner ends

Saturday: Wedding Day

9:00 a.m. – Beauty professionals arrive on-site

10:00 a.m. – Vendors arrive at the venue for setup

11:00 a.m. – Hair and makeup begin

1:00 p.m. – Photographer arrives on-site and begins shooting getting-ready photos

2:00 p.m. – Bride and wedding party get dressed

2:30 p.m. – First look photos

3:00 p.m. – All wedding parties travel to the wedding venue

3:30 p.m. – Wedding party photos

4:30 p.m. – Ceremony musicians arrive and begin pre-ceremony music

4:30 p.m. – Guests begin to arrive

5:00 p.m. – Ceremony starts/DJ or reception band arrives on-site

6:00 p.m. – Ceremony ends/cocktail hour begins

6:00 p.m. – Family portraits are taken directly after the ceremony

7:00 p.m. – Cocktail hour ends/guests are invited to the reception

7:15 p.m. – Newlyweds enter the reception, leading into the first dance

7:30 p.m. – First course is served

7:45 p.m. – Welcome toast

8:00 p.m. – First course is cleared, and the main course is served

8:30 p.m. – Best man/woman and maid/man of honour speeches

9:00 p.m. – Parent dances

9:15 p.m. – All guests are invited to the dance floor

10:00 p.m. – Cake cutting/dessert is served

10:55 p.m. – Last song

11:00 p.m. – Newlyweds make their exit/guests depart

12:00 a.m. – Vendor breakdown complete

Sunday: Morning-After Brunch

11:00 a.m. – Brunch starts

1:00 p.m. – Brunch ends

Directions to the Venue

When providing directions to the venue, be sure to include clear instructions and, if possible, a map or link to a digital map. Here are some examples of what to include:

• The full address of the venue, including the city and state.
• Nearby landmarks or intersections that can help guests locate the venue.
• Parking information, including any parking restrictions or recommendations for nearby parking lots or garages.
• Public transport options, including the nearest bus or train stops.
• Any special instructions, such as a dress code or what to bring.

You can include this information in your email to your guests, on your wedding website, or as an insert in your invitation suite. Consider using a digital invitation platform that allows guests to access all the information in one place, such as a wedding website or app. This will make it easier for guests to access the information and reduce the risk of last-minute questions or confusion.

Inform guests about the dress code

Informing your wedding guests about the dress code is a great idea. Guests will feel more welcome and appreciated when you go the extra mile to provide these details. Here are some ways to do so:

Be Clear and Creative

It is important to keep the descriptions clear, but creativity is fun as long as it makes sense. Try to keep the descriptions concise and offer a more detailed explanation on your website. For instance, if you are getting married on the deck of a sailboat, guests will likely understand that they might want to bring a light sweater.

Include an Enclosure Card

You are not going to put the dress code directly on the wedding invitation. Instead, include an enclosure card and list the dress code on it. Here are some examples:

• "The couple requests guests please dress in ______ attire for the wedding."
• "We are so excited to have you dress up with us! Please wear cocktail attire for the wedding and be ready for dancing!"

Put the Dress Code on Your Wedding Website

Inform your guests of the attire expected at your wedding on your website. To make sure your guests visit the website, include an enclosure card with a QR link to your website. This way, guests can scan the code and go directly to the website for more details. You can also include a mention such as, "Please see our wedding website for details of the weekend, hotel accommodations, RSVP, and dress code."

Do Both!

If you are worried that your guests will show up in casual attire when the event is formal, or vice versa, it doesn't hurt to offer the dress code in both places. Some guests will miss it on the invite, while others may not visit the website. This way, you're effectively communicating the dress code to your guests.

Frequently asked questions