Hand-Canceling Wedding Invites: Is It Worth The Extra Effort?

Wedding invitations are often embellished with ribbons, wax seals, or thick paper, which can cause them to become bulky or uneven. This makes them susceptible to damage when processed by the post office's machines. To prevent this, couples can opt for hand-canceling, where each stamp on the envelope is marked by hand instead of by a machine. This service typically incurs an extra cost and may not be offered at all post offices. It is recommended to check with your local postmaster and purchase the correct postage before sending out invitations.

What is hand-cancelling?

Hand-cancelling is a process where a postal worker uses a hand stamp to mark or "cancel" each stamp on your envelope instead of using a machine. This prevents stuffed envelopes from being torn by the post office's machine.

Most mail is cancelled by machines, which print lines and dates over postage stamps to ensure that the stamps cannot be reused. However, if an envelope is uneven or bulky, it can get ripped or damaged by the machine. Hand-cancelling is a way to avoid this.

To hand-cancel your mail, you must take your envelopes to a post office. Before you apply any stamps to your invitations, assemble a mock-up (complete with all the inserts and accoutrements) and bring it to the post office to be weighed and checked by a postmaster or another postal employee. They will be able to tell you if your envelope is too bulky to be cancelled by machine and how much postage you need based on the weight of your invitations.

The cost of hand-cancelling is at the discretion of your local postmaster. Some will charge for this service, while others will not. Some post offices will allow you to hand-cancel envelopes yourself, while others will have a postal worker do it for you.

Why hand-cancel wedding invitations?

Wedding invitations are often embellished with luxurious details such as ribbons, wax seals, and thick paper. While these details make for beautiful invitations, they can cause issues when sent through the mail. The post office uses machines to process mail, and these machines can bend, rip, tear, stain, or reject mail with certain characteristics. This can be especially frustrating when you've spent a lot of time and money on your invitations.

To avoid this, you can request that your wedding invitations be hand-cancelled. Hand-cancelling is when each stamp on your envelope is marked or "cancelled" using a hand stamp instead of by a machine. This prevents stuffed envelopes from being torn by the post office's machine and ensures that your invitations arrive in one piece. It's important to note that hand-cancelling may come with an extra cost, and not all post offices offer this service.

To hand-cancel your wedding invitations, first, check with your local post office to see if they offer the service and what their policies are. Then, assemble a mock-up of your invitation, complete with all inserts and embellishments, and bring it to the post office to be weighed and checked. This will allow the postmaster to determine if your envelope is too bulky to be cancelled by machine and how much postage you'll need.

Once you know the weight of your invitation and the correct postage, you can purchase the necessary stamps. Remember to include any extra costs for hand-cancelling in the postage. In some cases, you may be allowed to hand-cancel the envelopes yourself under the supervision of a post office employee. Otherwise, a postmaster or another post office employee will do it for you.

By hand-cancelling your wedding invitations, you can ensure that your carefully crafted invitations arrive at their destination safely and in good condition.

How to request hand-cancelling

Hand-cancelling is a great way to ensure your wedding invitations remain in pristine condition. The process involves manually marking each stamp on your envelope with a hand stamp, instead of a machine. This prevents stuffed envelopes from being torn or damaged by the post office's machine.

• Check with your postmaster: Before applying any stamps, assemble a mock-up of your invitation, complete with all inserts and accoutrements. Bring this to your local post office to be weighed and checked. They will advise if your envelope is too bulky for machine cancelling and inform you of the required postage.
• Purchase the correct postage: Now that you know the weight of your invitation and if it requires hand-cancelling, buy the necessary stamps. For example, if an envelope can be mailed with a $0.63 first-class stamp, it would require $0.76 of postage for manual cancelling, including the extra cost for this service.
• Organize your invitations: Create a strategy for organizing your invites. You could sort them by family and state, alphabetically, or in the order of your guest list. Grouping them in clear plastic bags of 10 can make counting easier and ensure no one is missed.
• Make an international plan: Separate international invitations with clear labels. Fill out customs documents for these before going to the post office. Confirm the postage for each country individually.
• Know your post office policy: Different post offices have varying policies for hand-cancelling. Some may not charge at all, while others may offer free hand-cancelling for the first 25-50 invitations and then charge a small fee per invitation thereafter. Check the policy to avoid unexpected costs.
• Hand them off: Bring your invitations to the post office to be hand-cancelled. It is recommended to go early in the morning to avoid crowds and ensure you have ample time to discuss your requirements with the teller.
• Print "Hand Cancel" on envelopes: To ensure your request isn't missed, consider printing "Hand Cancel" on the upper left corner of your envelopes, opposite the stamps.
• Bundle your suites: Ask the postal clerk to bundle your hand-cancelled suites with a rubber band to help avoid them getting buried during processing and accidentally being put through the machine.
• Be mindful of timing: Hand-cancelling can take extra time, both for stamping and delivery. Plan for hand-cancelled invitations to arrive at least a week later than usual.
• Be persistent: If a clerk says they don't hand-cancel anymore, ask to speak to the office manager. If one post office refuses, try another.

Remember, hand-cancelling is an optional service, and you may choose to hand-cancel your invitations yourself at some post offices. This service helps protect your carefully crafted invitations from potential damage during the mailing process.

Weighing and checking invitations

Weighing and checking your invitations is an important step in the process of sending out wedding invitations. Here are some tips to ensure everything goes smoothly:

• Assemble a mock-up invitation: Before you purchase any stamps or finalise your invitation design, it's crucial to assemble a mock-up invitation that includes all the inserts and embellishments you plan to use. This will allow you to accurately weigh and measure your invitations to ensure they meet postal requirements. Take this mock-up to your local post office for evaluation.
• Weigh your invitations: Each postal service has weight limits and requirements for different mail categories. Weighing your assembled mock-up invitation will help you determine the correct postage rate and avoid any issues with insufficient postage. Remember that the weight of the envelope, paper, and any additional items such as ribbons or wax seals all contribute to the final weight.
• Check thickness and dimensions: In addition to weight, postal services have specific thickness and dimensional requirements for envelopes. Use a caliper or a simple stack of coins to measure the thickness of your assembled invitation. Also, pay attention to the dimensions of your envelope, as non-standard sizes may require additional postage or special handling.
• Consult with postal service professionals: Visit your local post office and speak to a postmaster or a knowledgeable staff member. They can provide guidance on the correct postage, any necessary surcharges, and the feasibility of hand-cancelling. They can also advise you on any specific requirements or restrictions for mailing your invitations.
• Consider hand-cancelling: If your invitations are bulky, uneven, or include embellishments like ribbons or wax seals, consider requesting hand-cancelling. This process involves manually marking or "cancelling" each stamp by hand, rather than using a machine. It helps prevent your invitations from being torn or damaged during processing. However, note that hand-cancelling may incur an additional fee.
• Purchase the correct postage: After determining the weight and dimensions of your invitations, purchase the appropriate combination of stamps to meet the required postage. Remember to include any additional fees for hand-cancelling or non-standard envelope sizes in your total postage calculation.

By following these steps and carefully weighing and checking your invitations, you can ensure that your wedding invitations are mailed correctly and arrive safely to your guests.

Additional postage costs

Hand-cancelling your wedding invitations will likely incur an extra cost. As of February 2024, there is an additional fee of $0.44 per envelope, on top of your standard postage costs. This is because hand-cancelling is a special service that requires more time and labour from postal workers.

The cost of hand-cancelling is at the discretion of your local postmaster, so it's a good idea to call ahead to your local branch or visit in person to get a quote. Some post offices may not charge for the first 25 to 50 invitations, and then charge between $0.05 and $0.25 per envelope after that. Other post offices may charge a flat rate of around $0.20 per envelope.

If you are mailing a large number of invitations, it may be worth shopping around to find the best rate. You can also try visiting your local post office at different times of the day and on different days, as you may be quoted different prices by different postal workers.

Some post offices will allow you to hand-cancel the envelopes yourself, which can be a way to save on costs. You will be given a stamp to cancel each postage stamp and will need to do this at the post office under the supervision of a staff member.

It's important to factor in the additional cost of hand-cancelling when budgeting for your wedding invitations, especially if you have a large number of invitations to send out. The extra cost is worth it to ensure that your carefully chosen envelopes and embellishments arrive at their destinations intact and in good condition.

Remember that you will also need to purchase the correct amount of postage for your invitations based on their weight, so be sure to weigh a complete invitation set before purchasing your stamps. You may also need to purchase additional postage if your invitations are bulky or uneven and require hand-cancelling.

Frequently asked questions