Wedding Invitation Mailing: The Best Approach For Success

Mailing wedding invitations can be a daunting task, especially with everything else on your to-do list. To ensure your invitations arrive safely and on time, there are a few key steps to follow. From timing and postage to envelope sealing and addressing, here is everything you need to know about mailing your wedding invitations.

Weighing the invitations

First, you should assemble a complete invitation bundle, including all inserts, envelopes, and any additional items such as wax seals or ribbons. Take this fully assembled invitation to your local post office and ask them to weigh it. This will help you determine the exact postage required, which may be more than the cost of a basic Forever stamp. The weight of your invitation suite will determine the postage rate, so it's important to be accurate.

Determining Postage

The weight of your invitation suite will determine the postage rate. A basic Forever stamp covers up to 1 oz, but wedding invitations can easily exceed this weight, especially if they include multiple inserts or bulky items. If your invitation exceeds 1 oz, you will need to purchase additional postage.

Additional Factors Affecting Postage

There are other factors besides weight that can affect the postage rate for your wedding invitations. For example, square envelopes typically require additional postage due to their abnormal shape. Additionally, if you add a wax seal or thick ribbon to your invitation, this can result in a "non-machinable surcharge" because it requires hand-cancelling of the stamps. This surcharge is usually around $0.20 extra per envelope.

International Invitations

If you are mailing wedding invitations internationally, there may be additional postage requirements and restrictions. It's important to check the USPS website or your local post office for country-specific guidelines. Mailing invitations internationally can also take longer, so it's recommended to send them out 8-10 weeks in advance to allow for customs clearance and shipping delays.

Proofreading and Double-Checking

Before taking your invitations to the post office, it's crucial to proofread all the details, including addresses. This will ensure that your invitations reach their intended recipients without any issues. Double-check that you have included all necessary items in the invitation suite and that everything is securely sealed.

In conclusion, weighing your wedding invitations and determining the correct postage is a crucial step in the mailing process. By following the tips outlined above, you can ensure that your invitations reach your guests without any issues and that you don't incur any unexpected postage costs.

Hand-cancelling

While some post offices may refuse to do this, most are flexible if you visit during a quiet time. It's worth noting that there is often a small additional fee per envelope for hand-cancelling, and it will take more time for this service to be carried out manually. Therefore, it is recommended to visit the post office during a slow period, such as early on a weekday morning, to avoid a long wait.

To further protect your wedding invitations, consider using clear plastic sleeves that can be mailed. While this option may require extra postage, it provides an additional layer of protection from the elements. Alternatively, you can use the traditional inner and outer envelope system, where the outer envelope protects a smaller inner envelope.

Return address format

The return address is an important part of your wedding invitation envelope, as it ensures that any undelivered invitations are returned to you. Here are some tips to format your return address correctly and avoid issues:

Placement

The post office recommends placing your return address on the same side as the guest address. However, with wedding invitations, this may not be the most aesthetically pleasing option. An alternative is to put the return address on the flap of the envelope, ensuring it is distinct from the guest address to avoid confusion for the postal service. Placing the return address higher up on the envelope, keeping it small, and limiting it to one or two lines of text can help achieve this.

Format

When formatting your return address, avoid using names. Instead, include your address, city, state, and zip code. You can put the zip code and city/state on the same line to save space. For example:

> 123 Your Street,

> City, State 12345

Colour

While the postal service can read most colours, they have some preferences. Avoid red or colours in the red family, such as maroon or burgundy, as these can be difficult for the machines to read. Dark colours, such as charcoal, navy, or black, on light-coloured envelopes are ideal. If you want to use a lighter colour, ensure there is enough contrast between the ink and envelope so that the address can be read from a distance.

Printing

Consider pre-printing your return address on the envelopes to save time and avoid the hassle of stamping or handwriting each one. This also ensures a crisp and legible address. If you do choose to use a stamp, opt for a self-inking address stamp to make the process smoother.

Timing

It is recommended to mail your wedding invitations 8-12 weeks before your wedding. This allows your guests adequate time to respond and gives you a reliable headcount before the event. Remember to always take your invitations inside the post office and hand them to a staff member to ensure they are handled with care.

Tissue paper inserts

The use of tissue paper in wedding invitations dates back hundreds of years, when invitations were handwritten. Tissue paper was placed over the invitation wording to blot excess ink and prevent smudging. Although modern printing methods have made this unnecessary, the tradition has endured for aesthetic and practical reasons. Tissue paper adds a formal touch to the invitation and can still serve to protect the invitation from smudging or damage during the mailing process.

If you choose to include tissue paper in your wedding invitations, it should be placed over the main invitation card, with any reception and enclosure cards placed on top. The assembled invitation can then be inserted into an inner envelope, followed by an outer envelope.

When preparing your wedding invitations for mailing, it is important to weigh a fully assembled invitation to ensure you have the correct postage, as wedding invitations can be bulky and require additional postage. It is also recommended to hand-deliver your invitations to the post office, rather than leaving them in a street-side mailbox, to minimise the risk of damage during transit.

Timing

Start Early:

Begin the process about a month before your desired send-out date. This means having your invitations ready to mail six to eight weeks before the wedding. This timing gives your guests enough time to respond and helps you get a reliable head count one to two weeks before the event. It's also a good idea to send out "Save the Dates" six to nine months in advance, especially for destination weddings, to give guests ample time to plan their travel.

Weigh and Stamp:

Before you add postage, take a fully assembled invitation to the post office and have it weighed. This ensures you know the exact postage required, which could be more than the basic Forever stamp rate. Ask about any additional charges for non-standard elements like square envelopes or wax seals. You can also ask about hand-cancelling, which means your invitations will be sorted by hand, reducing the risk of damage. Some post offices may charge a small fee for this service.

Proofread and Finalise:

Double-check all the details, including addresses, before taking your invitations to the post office. Proofreading is essential to ensure your invites reach the correct destinations. Finalise your guest list, addressing each envelope clearly and spelling out all words in the address, including "Street", "Post Office Box", and "Apartment". Numbering the RSVP cards can also help in tracking responses.

International Invites:

If you're mailing invitations internationally, allow extra time for customs clearance and shipping delays. Send these invitations eight to ten weeks in advance. Consider providing a digital RSVP option for international guests to make it easier for them to respond promptly.

Post Office Drop-off:

When it's time to send out your invitations, always take them inside the post office and hand them to a staff member. Avoid street-side mailboxes to minimise the risk of damage during transit. Early weekday mornings tend to be slower at the post office, so you may want to plan your visit during these times to avoid long waits.

Frequently asked questions