When To Send Wedding Invites: A Timeline Guide

Planning a wedding can be stressful, and there are a lot of details to consider. One of the most important details is the wedding invitation, which not only announces the upcoming nuptials but also sets the tone for the entire event. The timeline for sending out wedding invitations is crucial to ensure that guests have enough time to plan and that the couple receives RSVPs in time for the final headcount. So, when is the best time to send out those invites?

Invitations for destination weddings

Planning a destination wedding? It's important to give your guests a timely heads-up to make planning their attendance a smooth process. Here is a detailed and direct guide on the timeline for sending out your invitations.

Save-the-Dates

Although save-the-date cards are not required, they are a fun and helpful way to get your guests to mark their calendars, especially when many of your guests have to make travel arrangements. Send these out six to eight months before the wedding, or even earlier if your wedding will require more extensive travel arrangements.

Invitations

The proper wedding invitation timeline is six to eight weeks before the wedding. This gives your guests enough time to clear their schedules and make travel arrangements. It also means you can request RSVPs sooner, allowing you to get a final headcount, invite guests on your B-list if needed, and complete your seating charts before the week of the wedding.

If half of your guests live abroad, consider bumping up the timeline and sending invitations a minimum of 12 weeks in advance. Be sure to follow up promptly with anyone you haven't heard from, to ensure they have enough time to book their travel.

Boarding Pass and Passport Invitations

For a destination wedding, you may want to opt for themed invitations, such as boarding passes or passport-style invites, which are a unique way to set the tone for your event. These can be purchased or customised from online vendors and stationery companies.

Post-Wedding Thank-You Cards

Don't forget to send thank-you notes for all the gifts received during your wedding festivities. For gifts given on the wedding day itself, mail a thank-you note within three months.

Save-the-date cards

As a general rule, save-the-date cards should be sent out 8 to 12 months before your wedding, or 6 to 12 months in advance at the very least. This gives your guests ample time to plan, make travel arrangements, and save money. It's also a good idea to send them even earlier if you're planning a destination wedding or if your wedding falls on a holiday weekend. Sending save-the-date cards 4 to 6 months in advance is still acceptable, especially if most of your guests are local.

It's important to note that save-the-date cards are not required, but they are a helpful courtesy to your guests. These cards should only be sent to those you definitely plan to invite to the wedding. The information included on the cards should be your names, the wedding date(s), and the location (city and state). You may also include the wedding website and hotel information, especially if you've reserved rooms with a discount rate.

RSVP deadline

The RSVP deadline is an important aspect of the wedding invitation process. Here are some instructive and focused tips on setting the RSVP deadline for your wedding invitations:

Timing is crucial

It is recommended that the RSVP deadline be set around two to four weeks before the wedding date. This allows enough time to finalise the guest list, provide a final headcount to the caterers and other vendors, and create a seating chart. The deadline should be clearly stated on the invitation, usually in the lower left corner, along with the request for RSVP. This ensures that your guests are aware of the response timeframe.

Follow up with guests

It is inevitable that some guests will miss the RSVP deadline. It is a good idea to give them a quick call or send a gentle reminder to those who haven't responded yet. This ensures that you have all the necessary information for planning purposes and helps to avoid last-minute surprises.

Provide multiple RSVP options

In today's digital age, it is common to offer both physical and digital RSVP options. While traditional paper RSVPs are still widely used, many couples are opting for digital RSVPs through their wedding website. Offering multiple options makes it easier for guests to respond and can speed up the process.

Include a self-addressed, stamped envelope

If you choose to go with physical RSVPs, it is important to include a self-addressed, stamped envelope with the invitation. This makes it convenient for your guests to respond and ensures that they don't have to worry about finding postage. It also helps to ensure that the responses are returned promptly.

Be mindful of destination weddings

If you're planning a destination wedding, it's important to give your guests ample time to make travel arrangements. In this case, it is recommended to send the invitations and set the RSVP deadline earlier than you would for a local wedding. This could be up to three months in advance for the invitations and about four weeks for the RSVP deadline.

Invitations for out-of-town guests

Planning a wedding is an exciting time, and you want to ensure that your guests have all the information they need to attend your big day. When it comes to inviting out-of-town guests, there are a few extra considerations to keep in mind. Here is a detailed guide to help you navigate the process:

Timing

It is recommended to send out invitations to out-of-town guests around eight weeks before the wedding. This gives your guests enough time to make travel arrangements and request time off work. However, if you have many international guests, you may want to send their invitations nine to ten weeks in advance to account for extended shipping and delivery times.

Save-the-Dates

If your wedding has a high number of out-of-town guests, it is a good idea to send out save-the-date cards. These should be sent six to eight months before the wedding, or even earlier if it is a destination wedding. Save-the-dates give your guests a timely heads-up, making it easier for them to plan their travel and accommodations.

RSVP Deadline

For out-of-town guests, it is considerate to set the RSVP deadline a little earlier. Aim for at least three to four weeks before the wedding. This will give you a better idea of numbers when finalising travel and accommodation arrangements.

Additional Information

When inviting out-of-town guests, it is helpful to include some extra details with the invitation. This could be in the form of a separate details card or on your wedding website. Here is some information that may be useful to your guests:

• Hotel block information: Provide the hotel name, address, phone number, website, booking discount code, and the date the code expires.
• Transportation information: Let guests know if they need to arrange their own transportation or if you will be providing it. If the former, include driving directions and recommendations for car services or rental companies. If the latter, provide precise departure times and locations.
• Weekend event information: Fill your out-of-town guests in on any ancillary events they are included in, such as the rehearsal dinner or a day-after brunch. This allows them to plan their travel accordingly.
• Local recommendations: Share a list of your favourite local spots, such as coffee shops, restaurants, salons, and unique attractions. Include addresses and phone numbers to make it easy for guests to make reservations.
• Emergency contact information: Assign a point person for out-of-towners to contact in case of travel delays, issues with accommodations, or any other problems. This could be a coordinator, wedding party member, family member, or friend.

Follow-up

After sending out invitations, be prepared to follow up with guests, especially those who haven't responded by the RSVP deadline. This is particularly important for out-of-town guests, as they may need a gentle reminder to make their travel plans.

Remember, when it comes to inviting out-of-town guests, clear and timely communication is key. By providing them with the information they need and giving them enough time to plan, you can ensure that your guests feel welcomed and comfortable attending your wedding.

Rehearsal dinner invitations

The rehearsal dinner usually takes place the night before the wedding, following the ceremony rehearsal. It is a time for wedding party members to celebrate and toast the couple.

As for the rehearsal dinner invitations, they can be mailed out 3 to 6 weeks before the wedding. This is also the time frame for sending out wedding invitations. If you are planning ahead, you can include the rehearsal dinner invites with your wedding invitation suite.

The guest list for the rehearsal dinner typically includes close family members, anyone participating in the wedding ceremony (including the officiant), and their spouses or dates. It is also considerate to invite out-of-town guests as a kind gesture of thanks for their travel.

Frequently asked questions