Crafting Evening Wedding Invites: A Step-By-Step Guide

Writing an evening wedding invitation can be a daunting task, but it's an important one. The invitation is the first glimpse your guests will have of your big day, so it's key to get it right. There are many elements to consider, from the tone and format to the all-important details. This guide will take you through everything you need to know about writing an evening wedding invitation, from traditional etiquette to modern twists, so you can craft an invitation that sets the perfect tone for your celebration.

Include the date and time

The date and time are essential components of a wedding invitation. Here are some tips and examples to help you include this information effectively:

Formal vs Informal Wording:

• For a formal invitation, write out the date and time in full. For example, "Saturday, the twenty-sixth of October two thousand and twenty-four" for the date and "at half after three o'clock" for a time of 3:30 pm. Avoid using "a.m." or "p.m." abbreviations.
• For an informal invitation, you can use more concise wording, such as "Saturday, May 17th, 2025" for the date and "4 pm" or "5:30 pm" for the time.

Day, Month, and Year:

• For formal invitations, spell out the day of the week and the date. For example, "Saturday, the tenth of October". The day of the week should be capitalised, and there should be a comma between the day and the date.
• If your wedding date falls between the 21st and 31st of the month, use a hyphen between the tens and ones place. For example, "the twenty-first of October".
• Write out the month in full, using capital letters, without any abbreviations.
• The year is usually written on a separate line, with no comma between the month and year. For example, "two thousand and twenty-four".

Time of Day:

• Formal invitations should include an indication of the time of day, especially for times that could be interpreted as morning or evening (e.g., 8 am or 8 pm).
• Morning is considered midnight to 11:59 am, afternoon is from noon to 5:59 pm, and evening starts at 6 pm and ends at 11:59 pm.
• For times on the hour, a formal invitation would say "at six o'clock".
• For times on the half-hour, use "half after". For example, "half after six o'clock".
• For times on the quarter-hour, you can say "one quarter after six o'clock" or "three quarters after six o'clock".

Consistency and Layout:

• Try to maintain consistency in the formatting of the date and time throughout your invitation suite, including any response cards.
• The level of formality in the wording of the date and time should match the overall tone and design of your invitation.
• Work with a stationer to find the best layout and wording for your invitations, ensuring all necessary information is included without appearing cluttered.

Specify the location

The location of your wedding is one of the most important details to include in your invitation. It is essential to provide clear and accurate information about where your celebration will take place, so your guests can easily find their way and arrive on time. Here are some tips and suggestions for specifying the location in your evening wedding invitation:

Be Clear and Specific

Provide the exact address of the venue, including the name of the venue, street name, city, and postal code. This ensures your guests can find the location without any confusion. For example:

> Hendsor House, Station Road, Buxted, East Sussex, TN22 4AYY

Include Directions or a Map

Consider including a separate card with directions to the venue or a link to an online map. This can be especially helpful if the venue is located in a remote area or if your guests are travelling from out of town. Clear directions will ensure your guests arrive stress-free and on time.

Mention Nearby Landmarks

If the venue is located near any well-known landmarks, you can include this information to give your guests a better sense of the location. For example:

> The Grand Hotel & Spa, near the York Railway Station

Specify Ceremony and Reception Locations

If your ceremony and reception are taking place in different locations, be sure to include both addresses. You can also include a separate reception card as part of your invitation suite to provide detailed information about the reception venue.

Proofread and Double-Check

It is crucial to proofread your invitations carefully to ensure the location details are correct. Double-check the spelling of the venue's name, the street name, and the postal code. A small mistake can lead to big confusion for your guests.

Consider Travel and Accommodation

If your wedding venue is located in an area with limited transportation options or accommodation, consider providing additional information or suggestions. You can include this on a separate card or on your wedding website.

Be Mindful of Timing

If your ceremony and reception are taking place at different times, be clear about the timing and location for each. For example, if there is a gap between the ceremony and reception, you might want to specify:

> Ceremony at 4:00 pm: Deer Park Country House Hotel, Weston, Honiton, Devon, EX14 3PG

>

> Reception at 7:00 pm: The Mill at Ballydugan, 3 Drumcullan Road, Ballydugan, Downpatrick, BT30 8HZ

Add an RSVP card

The RSVP card is an essential part of your wedding invitation suite. It gives your guests a way to confirm their attendance and provides you with valuable information for planning your big day. Here are some tips and suggestions for including an RSVP card with your evening wedding invitations:

Wording and Etiquette

When it comes to the wording on your RSVP card, you can keep it simple and traditional. A typical response card will include the phrase "Kindly reply by [date]" or "Please respond by [date]. You can also include a specific date and time, such as "Kindly respond by the seventeenth of April." This date should give your guests enough time to respond, usually about three to four weeks before the wedding. It's important to choose a deadline that works for you and allows for any last-minute adjustments to your guest list.

You can also include a statement of regret for those who cannot attend. For example, "Regrets only by [date]. This phrase politely informs guests that you only need to hear back from them if they are unable to attend.

Information to Include

Your RSVP card should include essential information for your guests to respond. Here are the key details to remember:

• Response Date: Clearly state the date by which you want your guests to respond.
• Names: Leave a line for the guest's name(s). This will help you identify who is responding, especially if you have a large guest list.
• Acceptance or Regret: Provide a way for guests to indicate their attendance or regret. You can use checkboxes or a simple "Accepts with pleasure" and "Declines with regret" format.
• Meal Choices: If you're offering a choice of meals, include this on the RSVP card so your guests can select their preference.
• Additional Information: If you need additional information, such as dietary restrictions or song requests, you can include a line for "Special Requests" or "Dietary Requirements."

Design and Format

The design of your RSVP card should complement the overall style and theme of your wedding invitations. Here are some design tips to consider:

• Size and Shape: Typically, RSVP cards are smaller than the main invitation, often in a postcard format. You can also include perforated response cards that your guests can detach and return.
• Colour and Font: Maintain a consistent colour scheme and font style throughout your invitation suite, including the RSVP card. This creates a cohesive and elegant look.
• Pre-addressed Envelope: Consider providing a pre-addressed and stamped envelope with your RSVP cards to make it easier for your guests to respond. This also ensures that the responses are sent to the correct address.

Digital RSVPs

In today's digital age, you also have the option to include digital RSVP instructions on your invitation. You can direct guests to your wedding website or provide an email address for responses. This method can be more convenient for both you and your guests, as it eliminates the need for postage and simplifies the response process.

However, it's important to consider your guest list when deciding between physical and digital RSVPs. Older guests may prefer a traditional response card, while younger guests are more likely to be comfortable with digital responses. Ultimately, the choice is yours, and you can choose the option that best suits your preferences and wedding style.

Be clear about who is invited

When writing evening wedding invitations, it is important to be clear about who is invited. This means considering whether you are inviting adults only, whether children are included, and whether guests can bring a plus one.

If you are inviting adults only, it is worth specifying this on your invitations. Some people may assume their children are invited, even if they haven’t been named. You can politely point out your preference on your invitation with a line such as:

> "Unfortunately, children are not invited – we hope you understand."

> "We have chosen to have a child-free wedding. We hope you are still able to celebrate with us."

> "Our wedding will be a child-free occasion. We hope you can still come and enjoy a night off."

If you are inviting children, you can include this information in the invitation wording itself, or on the envelope.

If you are inviting individuals, you should also make it clear if they are allowed to bring a plus one. You can do this by stating clearly who is invited on the invitation or envelope.

If you are not inviting plus ones, it is best to avoid asking couples for their plus ones or if they can bring their children. To avoid this, be explicit about who is invited.

If you are not inviting children, communicate this graciously and give ample notice to parents. You could consider the needs of nursing mothers. Simple wording like:

> “We are very sorry, but we are keeping our special day as an adult-only occasion."

It is also important to ensure that evening guests and day guests are clear about which part of the wedding they are invited to.

Proofread

Check for Accuracy:

Make sure all the details are correct, including dates, times, locations, and names. Verify that you've used the correct titles or honourifics for the hosts and guests. Double-check that the time and date are consistent with the level of formality you've chosen for your invitations. For instance, if you're having a formal wedding, write out the time in words rather than using numerals (e.g., "seven o'clock" instead of "7:00 pm").

Consistency is Key:

Maintain consistency throughout your invitations. This includes consistency in spelling, punctuation, and capitalisation. Ensure that the formatting is the same across all the invitations, such as the spacing between lines and the layout of the text. If you're using a mix of numerals and words for dates and times, keep this consistent as well.

Pay Attention to the Small Details:

Check for typos, grammatical errors, and formatting mistakes. Be mindful of punctuation, especially with phrases like "half after" for times on the half-hour, and the use of "o'clock" in formal invitations. Ensure that any special instructions or additional information, such as RSVP details, are clear and easy to understand.

Get a Second Opinion:

Ask a detail-oriented friend or family member to review your invitations before sending them to print. A fresh pair of eyes can often catch mistakes that you might have missed. It's also a good idea to take a break and revisit the invitations after a few days, as you may spot something you previously overlooked.

Be Clear and Concise:

Avoid using vague language or phrases that may cause confusion. Be explicit about the purpose of the invitation, whether it's for an evening reception or a ceremony followed by a celebration. Ensure that your guests know exactly where they need to be and at what time, especially if the ceremony and reception are in different locations.

Consider the Tone:

Ensure that the tone and language used in the invitations match the style of your wedding. For instance, if you're having a formal wedding, use more traditional language and etiquette. If it's a more casual affair, you can be more relaxed and informal in your wording.

Remember, proofreading is essential to ensure that your evening wedding invitations are clear, accurate, and well-presented. Taking the time to review and edit your invitations will help ensure that your guests have all the information they need to join in your special day.

Frequently asked questions