Non-Machineable Wedding Invites: Worth The Effort For Your Big Day?

Wedding invitations are a special kind of snail mail that lets the recipient know a celebration is on the horizon. But what happens when your carefully crafted invites don't fit through the post office machines? In this case, your invitations are considered non-machinable, and you'll need to take a few extra steps to ensure they reach their destination safely.

Non-machinable invitations typically include those with wax seals, square envelopes, or other decorative elements that make them bulkier than standard mail. When dealing with non-machinable invitations, it's essential to add a non-machinable surcharge, which currently costs an additional $0.20 per invitation. This fee covers the cost of hand-cancelling the stamps, which means using a rubber stamp to manually cancel the stamps instead of running them through a machine.

To avoid any issues, it's recommended to take a fully assembled invitation to your local post office to determine the exact weight and cost of postage. You may also want to consider using sturdy, high-quality envelopes and avoiding stickers or wax seals as the sole means of keeping your invite closed.

By following these tips, you can ensure that your wedding invitations arrive at their destination in one piece, giving your guests a glimpse of the celebration to come.

The cost of non-machinable wedding invites

The cost of sending out wedding invitations can vary depending on several factors, including the weight and thickness of the envelope, the shape of the envelope, the distance to the recipient, and any special requests, such as hand-cancelling.

In the United States, the United States Postal Service (USPS) sets the standard for postage costs. As of July 2024, the cost of a standard stamp is 73 cents, which covers the mailing of a letter weighing up to one ounce in a rectangular envelope. However, wedding invitations often exceed these standard dimensions and weight limits due to thicker cardstock, three-dimensional details like wax seals, and non-rectangular shapes.

If your invitation exceeds the standard weight and thickness, it will likely be considered a parcel, which can significantly increase the cost of postage. For example, invitations with wax seals or knotted ribbons may be subject to parcel rates, which can cost around $5 per envelope. To avoid these additional costs, consider using single-ply paper, avoiding bulky embellishments, and limiting the number of inserts.

Additionally, non-rectangular envelopes, such as squares, may also incur a non-machinable surcharge. This fee can vary depending on the specific post office and the number of envelopes, but it is typically around 20 cents per envelope. To save on costs, it is recommended to bring your invitations to a USPS processing center to determine the exact weight and dimensions and calculate the necessary postage.

Furthermore, requesting hand-cancelling can also add to the cost. Hand-cancelling involves manually stamping each envelope to prevent the reuse of postage stamps, and it is often done to protect bulky envelopes from damage caused by automated machines. This service typically costs extra, and the exact fee can vary depending on the post office.

To ensure you have the correct postage, it is recommended to take a fully finished invitation to your local post office or a USPS processing center to have it weighed and measured. By doing so, you can determine the exact cost of postage and avoid any unexpected fees or delays in delivery.

In summary, the cost of non-machinable wedding invites can vary depending on the specific characteristics of the invitation and the requests made of the postal service. By considering the weight, thickness, shape, and distance to the recipient, you can better estimate the cost of postage and make any necessary adjustments to your invitation design or budget.

How to avoid damage to non-machinable invites

Wedding invitations are often printed on thicker cardstock, include three-dimensional details, or are designed in non-rectangular shapes. These features can make them non-machinable, meaning they cannot be processed through automated postal machines. To avoid damage to your non-machinable invites, here are some steps you can take:

• Use standard-sized envelopes: Opt for envelopes that meet the USPS guidelines for machinable mail. Typically, these are rectangular in shape and fall within specific dimensions. Square envelopes that are larger than 6 1/8" x 6 1/8" may attract a non-machinable surcharge.
• Avoid rigid or non-paper closures: Choose envelopes without metal clasps, strings, or other non-paper closures that make the envelope inflexible. Stick to simple, paper-based closures.
• Select machine-friendly packaging: Consider using padded envelopes or cardboard boxes that meet USPS specifications when sending packages. This ensures they can be easily processed by postal machines.
• Address mail correctly: Ensure that addresses are written accurately and legibly, following USPS guidelines for formatting. Illegible or incorrect addresses may require manual processing and could result in surcharges.
• Hand-cancelling: Request hand-cancelling for your invites. This involves using a rubber stamp to individually hand-stamp each envelope with cancellation markings, protecting the envelope from potential damage. However, this service may incur an extra charge per envelope.
• Test your invites: Before sending all your invites, consider mailing one to yourself or a family member to ensure it arrives safely and without damage. This will allow you to make any necessary adjustments.
• Visit the post office: Take one of your fully assembled invites to the post office and ask them to weigh it and advise on the correct postage. They can also confirm if your invites meet the requirements for machinable mail and advise on any potential surcharges.

By following these steps, you can help ensure that your non-machinable wedding invites arrive safely and without damage.

The pros and cons of hand-cancelling

Hand-cancelling is a process where either the sender or a postal employee uses a rubber stamp to individually hand-stamp each envelope with cancellation markings. This can be done to prevent the reuse of stamps, but also to protect bulky envelopes from damage caused by automated machines.

Pros of Hand-Cancelling

• It can add to the aesthetics of the envelope, giving it a classic look by including the city and state the envelope was mailed from.
• It can help to ensure that your wedding invitations arrive safely and in good condition, reducing the number of machines that the mail goes through.
• It may be necessary if your invitations include non-machinable elements such as wax seals, square envelopes, or custom sizes.

Cons of Hand-Cancelling

• It will likely cost extra per envelope, with a "non-machinable surcharge" of around $0.20 additional per item.
• It can be time-consuming, as you may need to spend extra time at the post office to have each item hand-cancelled.
• It may not be foolproof in protecting your envelopes, as hand-cancelled mail can still go through a machine at some point during the delivery process.
• There is a chance that your local post office may have different regulations or ways of enforcing the non-machinable surcharge.

Overall, hand-cancelling can be a useful option to protect your wedding invitations, especially if they include non-machinable elements. However, it may come with additional costs and time commitments, and it may not guarantee that your envelopes remain completely undamaged.

Choosing the right envelope

When it comes to wedding invites, there are many factors to consider when choosing the right envelope. Here are some tips to help you make the right decision:

Envelope Quality

Firstly, it is important to invest in high-quality envelopes. Opting for thick, glossy envelopes will ensure your invites slide smoothly through the postal machines and arrive intact. Cheaper envelopes tend to be more flimsy and can rip easily when pulled out of the machine, causing your beautiful invitations to be returned to you in pieces.

Envelope Closure

Pay close attention to how you seal your envelopes. A simple sticker or wax seal may not be enough to keep your envelope closed during the mailing process. The suction created by the belts in the postal machines can pull off stickers, causing your carefully curated invitations to burst open and get scattered. Consider using sturdy envelopes with secure closures, or even adding a bit of masking tape for extra security.

Envelope Size and Shape

Square or custom-sized envelopes often require additional postage as they are considered "non-machinable". These envelopes may need to be hand-sorted and cancelled, which incurs an extra charge. If you're set on using a unique envelope size or shape, be sure to factor in the additional costs.

Envelope Colour

While the postal machines can handle most colours, they tend to struggle with black envelopes. Black envelopes may be sorted by hand, increasing the risk of damage or delay. If you're set on a darker theme, consider a dark grey or navy envelope instead.

Inner Envelope vs Outer Envelope

Using an inner and outer envelope is a traditional way to protect your invitations. The outer envelope shields the inner envelope, which typically only includes the guests' names and is more formal. This method can add a layer of protection, especially if you know there's a storm coming and you need to delay sending your invites.

Return Address Format

The post office recommends that the return address be on the same side as the guest address. However, this may not be aesthetically pleasing for wedding invites. To avoid confusion, keep the return address concise, with only two lines, and ensure the zip code is on the same line as the city and state. Place the return address higher up on the envelope, and consider using a slightly less contrasting colour to make it less noticeable.

Hand Cancelling and Hand Processing

If you're concerned about your envelopes going through the postal machines, you can opt for hand-cancelling or hand-processing. Hand-cancelling involves manually stamping each envelope to cancel the postage stamps, reducing the number of machines your invites go through. Hand-processing ensures your postmaster sorts your invitations by hand rather than by machine, adding an extra layer of protection. Both of these services typically incur an additional charge.

Weighing Your Invites

Before purchasing postage, it's crucial to weigh your fully assembled invitations at the post office, specifically at the location you'll be sending them from. The weight of your invites can vary depending on the scale used, and additional elements like wax seals or thick ribbons can increase the postage required. Weighing your invites beforehand will help you determine the exact postage needed and avoid any surprises.

Weighing your invites

Weight and Dimensions

The weight and dimensions of your wedding invites will impact the postage cost. In the US, a standard 73-cent stamp is sufficient for a letter weighing up to one ounce. The envelope must be at least 5 inches long and 3.5 inches wide, with a maximum size of 11.5 inches by 6.125 inches. When sealed, the envelope should not be more than 0.25 inches thick. If your invites exceed these dimensions, they may be considered a parcel, which can cost around $5 per envelope to mail. To save on costs, consider using single-ply paper, avoiding wax seals or thick ribbons, and limiting inserts.

Non-machinable Surcharge

If your invites include decorative elements such as wax seals, square envelopes, or thickness exceeding 0.75 inches, they will be considered "non-machinable" and incur an additional surcharge. This surcharge is typically $0.20 per invite and is required for hand-cancelling of the stamps. Hand-cancelling involves manually stamping each envelope to prevent the reuse of stamps, adding a classic look with the city and state of mailing.

Number of Stamps

The number of stamps required will depend on the weight of your invites and the value of the stamps. It's recommended to use stamps that add up to at least the cost provided by the USPS. Consider using a combination of new and vintage stamps to achieve the desired value and aesthetic. When affixing multiple stamps, it's preferable to line them across the top of the envelope for better visibility and to avoid cluttering the address area.

Mailing Process

To ensure your invites arrive safely, it's best to hand-deliver them to your local post office and request hand-processing and hand-cancelling. This may cost extra, but it reduces the chances of damage during sorting and delivery. Additionally, mailing your invites during off-peak hours can help ensure they receive the necessary attention. It's also a good idea to weigh your invites at the same post office you'll be sending them from, as scales may vary between locations.

Extra Invites

It's recommended to order extra invites to account for potential losses in the mail. On average, about 3% of mailpieces go missing, so plan accordingly. Having a few extra invites will save you the trouble of reprinting if any get lost or misplaced.

Frequently asked questions