Wedding Invitation Essentials: What To Include

Wedding invitations are an important part of the wedding planning process. They should include essential information such as the names of the couple, the hosts, the date, time, and location of the ceremony and reception, as well as any extra details that will help guests plan their day. This can include accommodation options, transport arrangements, parking information, and directions to the venue. It is also useful to include an RSVP card with a pre-addressed and stamped envelope, as well as the wedding website address, so guests can access further details easily.

Date, time and location

The date, time, and location of your wedding are arguably the most important pieces of information to include in your wedding invitation. Here are some tips and suggestions on how to effectively communicate these details to your guests:

Date and Time:

• Confirming the date of your wedding is crucial. It is recommended to include the full day of the week, date, and year in written form (e.g., Saturday, the fourth of June 2023).
• Clearly state the time of the ceremony to avoid latecomers. Specify the hour and time of day (a.m. vs. p.m.) to eliminate any confusion.
• For formal invitations, write out the time instead of using numerals (e.g., four o'clock in the afternoon).
• If you have a specific timeline for events, such as arrival drinks before the ceremony, inform your guests about the expected arrival time. For example, "Please arrive by 12:30 pm to be seated for the ceremony starting at 1:00 pm prompt."
• If you want your guests to be seated before the ceremony begins, communicate this expectation clearly.
• If your wedding spans multiple days or includes events at different times, provide a detailed itinerary or timeline.

Location:

• Provide the name and full address of the ceremony and reception venues. This ensures that your guests know exactly where they are going.
• If the ceremony and reception are at the same location, you can simply include a line like "Reception to follow," "Celebration to follow," or "Dinner and dancing to follow."
• If the reception is at a different location, include a separate reception card with the start time and address.
• Include specific spaces within the venue, such as "In the Chapel" or "On the Lawn", to make it easier for guests to find the right spot.
• If your venue is in a remote or hard-to-find location, consider including brief directions on your invitation or details card.
• Provide parking information, especially if parking is limited or tricky. Let guests know if there are recommended parking areas or if overnight parking is allowed.
• If you are arranging transportation for your guests, include brief details such as pickup locations, times, and return times.
• For destination weddings or weddings with guests travelling from different countries, provide recommended online travel information and additional print information for navigating foreign destinations.
• Consider including a custom map of the area, showing the locations of the ceremony and reception in relation to each other. This adds a personal touch and helps your guests visualize the locations.
• If your wedding has a wedding website, include the URL on the invitation or on a separate card. Websites are helpful for providing additional details and reducing the amount of information on the invitation itself.

RSVP and contact details

RSVP cards are essential to include in your wedding invitation suite. This is how you will confirm your final headcount with your venue and caterer. You can include the RSVP card with the actual invitation or as a separate reply card. If you opt for a separate reply card, be sure to include a specific date by which you would like your guests to respond, ideally three to four weeks before the wedding date. It is also a good idea to include a place for your guests to write their names and, if you are offering a plated dinner, their entrée preference.

If you are collecting RSVPs online via your wedding website, it is still a good idea to include a paper RSVP card for guests who may not be comfortable using a computer. However, if you are expecting most of your guests to respond online, you can direct them to your wedding website for RSVP instructions instead.

In either case, be sure to provide an email address or phone number for guests to contact you with any questions.

To make managing responses easier, you can number the names on your guest list and write the corresponding number on the back of each response card. That way, if you can't read someone's handwriting or they forget to include their name, you can still identify who the response is from.

When sending response cards, don't forget to include a pre-addressed and stamped envelope for your guests' convenience.

If you are inviting families with children, it is a good idea to indicate whether children are invited or not. You can do this through word-of-mouth or by addressing the invitation specifically to those who are invited, for example, "The Smiths" if the whole family is invited, or "John and Victoria Smith" if it is adults-only.

Contact Details

Your wedding invitation should include the full address and contact details for your venue(s). If your venue is in a remote location or has limited parking, it is helpful to include brief directions or parking instructions on a separate details card. You can also include the website of the venue if it has useful information like maps and directions.

If you are laying on any transport for your guests, for example, from the ceremony to the reception, include brief details such as the pick-up location(s) and times.

If your venue is cashless, be sure to let your guests know that only card or contactless payments will be accepted.

Additional Events

If you are hosting additional events such as a welcome party or farewell brunch, it is a good idea to include an insert with your invitation or send something separately. You can also ask guests to RSVP to these events when they respond to the wedding invitation.

Dress code and other event details

When it comes to the dress code and other event details, there are a few key things you should include in your wedding invitation. Here are four to six paragraphs with detailed and instructive content on this topic:

Dress Code:

It is not essential to include a dress code on your wedding invitation, but it can be helpful for your guests to know the expected attire. Some standard dress codes to choose from are Black Tie, Semi-Formal, Lounge Suit, Cocktail, Smart Casual, and Casual. You may also give a specific theme or colour scheme, such as "wedding hats encouraged" or "the wedding party will be in pink". If your wedding venue is unique, such as a barn or a farm, it is helpful to mention this so guests can choose their footwear accordingly.

Event Timeline:

It is essential to include the date and time of your wedding ceremony on the invitation. You may also want to include the timeline for the rest of the day's events, such as the reception, dinner, and any other activities. This can be done through a separate card or by simply stating "Reception to follow" or "Dinner and dancing to follow". If you have multiple events throughout the wedding weekend, such as a welcome cocktail party or a farewell brunch, it is a good idea to include a full itinerary for your guests.

Venue Details:

Your wedding invitation should include the name and location of your ceremony and reception venues. It is also helpful to provide the full address, including the postcode, for your guests' convenience and their Sat Navs. If your venue is in a remote location or has limited parking, be sure to include this information as well. You may also want to suggest nearby accommodation options for your guests, along with any special rates or booking instructions.

RSVP Details:

It is essential to include an RSVP card or an online RSVP option for your guests. You may also want to include a deadline for responses, usually two to four weeks before the wedding date. This will help you confirm the final headcount for your venue and caterer. It is also a good idea to include a place for guests to write their names and any dietary restrictions or meal preferences if you are offering a plated dinner.

Additional Information:

Depending on your wedding venue and the activities you have planned, you may want to include other details such as transportation arrangements, parking instructions, and any cashless or payment policies at the venue. If you have a wedding website, you can include the link on your invitation, as this is a great place to provide more detailed information for your guests.

Remember, you can choose to include all or only some of these details on your wedding invitation, depending on what you feel is most relevant and important for your guests to know.

Travel and accommodation information

When it comes to travel and accommodation information, there are several things you can include in your wedding invitation to ensure your guests have all the details they need. Here are some ideas to consider:

Transportation and Logistics

• Parking arrangements: If parking is limited or tricky at the venue(s), be sure to mention this in your invitation. Let guests know where they can park and provide any relevant instructions or recommendations.
• Transportation for guests: If you plan to provide transportation for guests between the ceremony and reception or other wedding events, include a brief note with the pick-up and return times and locations.
• Directions: While online maps are convenient, it's a good idea to include a direction card or custom map, especially for guests who may not have smartphones or if the venue is in an area with unreliable cell service.
• Venue details: Provide the full address and contact information for your venue(s). If the venue is off the beaten track, include brief directions or a link to the venue's website for additional information.

Accommodation Options

• Hotel blocks: If you've reserved a block of hotel rooms for guests, include the name and address of the hotel, along with any special rates, booking instructions, and reservation deadlines.
• Alternative options: Suggest a few nearby accommodation alternatives, considering different price points to accommodate a range of budgets.
• Transportation to hotels: Include information about transportation options to and from the hotels to the wedding venue(s).

Timing and Schedule

• Arrival time: Let guests know when they should arrive and be seated before the ceremony begins. If you're planning pre-ceremony drinks, be sure to mention this as well.
• End time: It's helpful to let guests know what time the celebrations will end, especially if they need to arrange transportation or book accommodation for the night. A traditional way to indicate this is by including a line like "Carriages at midnight."
• Schedule of events: If your wedding spans multiple days or includes several events, provide guests with a full itinerary or schedule. This can be included as an insert card or on your wedding website.

Remember, you don't need to include all of these details, and you can always direct guests to your wedding website for additional information. Select the travel and accommodation information that is most relevant to your wedding and venue, and provide clear and concise details to help your guests plan their attendance.

Gift list or poem

When it comes to wedding invitations, there are a lot of components to consider. The invitation itself should include key details such as the time, date, ceremony location, and reception location. But what about a gift list or poem?

Including a gift list or poem on your wedding invitation is entirely optional, but it can be a thoughtful way to communicate your wishes to your guests. Here are some tips and suggestions for including this information:

• Separate Card: If you have a lot of other details on your invitation, consider creating a separate card dedicated to your gift list or poem. This can be especially useful if you have chosen a longer poem or have multiple items on your gift list. It also allows guests to remove the information if they wish, keeping the main invitation simple and uncluttered.
• Wording: When it comes to the wording of your gift list or poem, there are a few approaches you can take. You can be direct and specific, listing items or experiences you would like as gifts. For example, "We are registered at [store name] with a gift list including [list of items]. We would be grateful for any contributions." Alternatively, you could use a poem or more subtle wording to suggest gifts. For instance, "Your presence at our wedding is the greatest gift of all. However, if you wish to honour us with a gift, we would be grateful for a contribution to our honeymoon fund."
• Website Details: Instead of including the gift list or poem directly on the invitation, you can provide your wedding website address and mention that gift information can be found there. This approach can help reduce clutter on your invitation and give guests a central place to find all the wedding-related information they need.
• Registry Information: If you have a wedding registry, you can include this information on your gift list card or poem. Provide the name of the store(s) where you are registered and any other relevant details, such as a link to your registry or the date by which purchases should be made to ensure timely delivery.
• Monetary Gifts: If you prefer monetary gifts or contributions to a honeymoon fund, you can certainly mention this on your invitation. Be mindful of your wording to ensure it aligns with your comfort level and tone of your wedding. For example, "Your presence at our wedding is a gift in itself. However, if you wish to honour us with a gift, we kindly request a contribution to our future adventures together."
• Charity Donations: If you and your partner are passionate about a particular cause or charity, you can use this space to encourage guests to donate in your honour instead of giving physical gifts. Provide the name of the charity and any relevant details, such as a link to their website or information about an associated fundraising event.

Remember, the choice to include a gift list or poem is entirely up to you. You may decide that this information is best communicated through word-of-mouth or on your wedding website. Ultimately, the most important thing is to ensure that your guests have the information they need to celebrate your special day with you.

Frequently asked questions