Wedding Invite Essentials: What Details Do You Need?

Wedding invitations are a crucial part of the planning process, providing guests with essential information about the big day. While the invitations themselves will include key details such as the names of the couple, the date, time, and location of the ceremony and reception, there are also a number of other important considerations to keep in mind. From response cards and envelopes to accommodation and transport details, creating a comprehensive wedding invitation suite can be a complex task. Here, we'll explore the key components to ensure your guests have all the information they need.

Date, time and location

The date, time and location of your wedding are essential details that must be included on your invitations. Here are some tips and guidelines on how to present this information effectively:

Date and Time

• Confirming the date of your wedding is crucial. It is a good idea to have your guests mark the date on their calendars in advance with save-the-dates.
• Communicate the time of the ceremony clearly to avoid latecomers. Stating the start time will help guests know how early they need to arrive.
• Provide the hour and specify the time of day (a.m. or p.m.) to avoid any confusion.
• For formal invitations, write out the time rather than using numerals (e.g., "four o'clock in the afternoon").
• If your ceremony and reception are at the same location, you can simply state, "Reception to follow."

Location

• Whether your ceremony and reception are at the same venue or different locations, include the name and full address of each. This ensures your guests know exactly where they are going and can plan their transportation accordingly.
• If your venue is in a remote or hard-to-find location, consider including brief directions or a custom map illustration to guide your guests.
• If parking is limited or tricky, mention this in your invitation or on a separate details card. This will help guests plan and ensure they arrive on time.
• If you are providing transportation for your guests, include brief details such as pickup locations and times.
• If the reception is at a different location, include a separate reception card with the address and start time.

Additional Considerations

• If you have guests travelling from out of town, consider including a separate accommodations card with hotel recommendations or room block information.
• For destination weddings or weddings with multiple events, a weekend events card can be helpful to provide guests with a full itinerary.
• You may also include a dress code on your invitation, especially if it is a formal event or if the attire is specific (e.g., black-tie or beach-casual).
• Remember to be concise and clear in your wording to avoid overwhelming your guests with too much information.

RSVP details

RSVP cards are essential for confirming the final headcount with your venue and caterer. They can be included in the actual invite or as a separate reply card. Here are some key points to consider for the RSVP details:

Response Card and Envelope

Include a response card and a pre-addressed and stamped envelope for your guests' convenience. This is also helpful if you are collecting postal RSVPs instead of online responses. Number the names on your guest list and write the corresponding number on the back of the response card. This way, you can easily look up responses, especially if someone forgets to include their name.

RSVP Deadline

Set an RSVP deadline, typically three to four weeks before the wedding date. This will give you enough time to confirm the final headcount with your caterer and finalize the seating chart.

Guest Names

Include a line for guests to write their names. You can use the traditional "M" line to indicate where guests should write their names, or simply use "Name(s)" for a less formal celebration.

Meal Options

If you are offering a plated dinner, include a line for guests to indicate their entrée preference, such as chicken, beef, or vegetarian. Keep the options brief and concise to avoid cluttering the response card.

Additional Information

You may also include a song request line, such as "We promise to dance if you play ___________." For online RSVPs, you can include a link to your wedding website or a QR code for guests to scan.

Stamp Your RSVP Cards

Don't forget to include postage stamps on your RSVP cards. This is a common courtesy to your guests and will ensure a higher response rate.

Response Card Wording

The wording on the response card should be consistent with the invitation. For example, "the favor of a reply" matches the invitation wording "the honor of your presence." For less formal invitations, the response card wording could be "Kindly reply by" or "Kindly respond by."

Venue specifics

Full address and contact details

On the main invitation, mention the venue for the ceremony and the location for the reception. On a separate details card, include the full address and postcode for each of the venues. If your venue is off the beaten track, you could include brief directions on your details card. You can also note down the websites of the venues if they have useful information like maps and directions.

Parking arrangements

It can be helpful to include information about parking. For example, if your venue is in the town centre and parking is tricky, mention this in your wedding invite details card. You could also mention if your venue allows overnight parking for guests who might want to leave their car and get a taxi home.

Transport for guests

If you plan to provide transport for your guests, include those details too. Brief details are enough, for example, where and when the pick-ups are and what time the return journey will be. If you want an idea of numbers for any transport, you could add a tick box to your reply cards.

Accommodation options

If there is accommodation available for guests at your venue, let them know. Give them the details of any special rates available, as well as instructions on how to book and the appropriate contact details. You can also suggest some nearby alternatives, remembering to consider all price points.

Cash or cashless

Many venues have now gone 'cashless'. If yours has, then it's helpful to let guests know that card or contactless payments will be the only accepted form of payment at the bar.

Arrival and finish times

Your main invitation should always state the ceremony time, but it's likely you will need your guests to arrive and be seated a little before this. You might have arranged for arrival drinks before the ceremony, in which case let your guests know. You could also include the time the celebrations will end, which is helpful if they need to pre-book taxis or arrange transport home after the reception.

Dress code

The dress code is an important part of a wedding invitation, providing guests with helpful information about what to wear. Here are some tips and guidelines for including dress code details on your wedding invites:

Including Dress Code Information:

• Including dress code information on the wedding invitation itself is optional. Many couples choose to omit specific attire details, instead using their wedding website to communicate this information.
• If you do include dress code details on the invitation, it is typically added as a line following the reception location.
• Be sure to align the formality of the dress code with the style of your wedding. For instance, if your wedding is black-tie, this must be indicated on the invitation.
• Here are some examples of dress code wording:
• Black-tie (tuxedos and floor-length gowns)
• Formal attire (suits and dresses)
• Cocktail attire (suit or dress shirts with ties and cocktail dresses)
• Beach casual (long- or short-sleeve shirts with pants or shorts, sundresses, and sandals)

Additional Tips:

• If you have a specific dress code, such as a particular colour scheme or a theme, you may want to include an insert card with extra details.
• For a formal event, it is considered proper etiquette to list dress code details on a separate enclosure card.
• If your wedding is less formal, you can include brief attire suggestions, such as "lawn-appropriate shoes" or "beach casual".
• If you have a wedding website, consider adding dress code information there, especially if you want to provide more detailed guidance without cluttering your invitation.
• If your wedding venue has strict dress code requirements, such as for a military base, it is important to communicate this to your guests.

Additional events

If your wedding will span a weekend and include multiple events such as welcome drinks, an after-party, or a day-after brunch, it's a good idea to include a full itinerary for guests so they know what to expect and pack for. This is also where you would mention if any wedding weekend activities are adults-only.

If you're hosting a destination wedding, it's important to establish the wedding guest list early to get a grasp on where all the guests are travelling from. Be sure to give plenty of time for planning by sending the save-the-date cards well in advance. These should include recommended online travel information that can be accessed early.

If you're reserving hotel room blocks for out-of-town guests, it is recommended that you share this information on an accommodation details card. This is especially important if you have a lot of out-of-town guests who may not be web-savvy enough to find room block details on your wedding website.

If your wedding and reception are held at different venues or if there is a long break between both events, you may need to include a separate reception card to share all the extra details with guests.

If your wedding venue is very difficult to find or doesn't show up properly on GPS, a map insert or directions card can be helpful for guests.

Additional Details

If you have a wedding website set up, it is recommended to include a website card. This is especially useful for brides who have a lot of information to relay to guests, especially in the case of a destination wedding. Your website can be a great place to list links to hotels for room blocks or a convenient place for tech-savvy guests to reply online.

Frequently asked questions