The Ultimate Wedding Invite: What To Include And Why

Wedding invitations are an important part of the planning process. They should include all the essential information about who is getting married, and when and where the ceremony and reception will be held. But what else should you include? Here's a checklist 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 your guests need to know. Here are some tips and suggestions on how to include this information in your wedding invitations:

Date and Time:

It is important to confirm the date and time of your wedding ceremony. Avoid latecomers by clearly stating the start time, including the hour and time of day (a.m. vs. p.m.) to prevent any confusion. For formal invitations, write out the time rather than using numerals (e.g., "four o'clock in the afternoon"). If your invitation includes an inner envelope, you may also want to indicate the specific time guests should arrive and be seated, especially if you are planning arrival drinks or pre-ceremony activities.

Location:

Provide the name and full address of your ceremony and reception locations. If they are taking place at the same spot, 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 venue, include a separate reception card with the start time and address. Be sure to check with your venue regarding the correct spelling and wording. You may also want to list specific spaces within the venue (e.g., "In the Chapel" or "On the Lawn"). Including the full street address is optional, as is including the state or postcode. However, if omitting the address would lead to confusion or if the wedding is at a private residence, it is best to provide the full details.

Additionally, consider including directions or a custom map, especially if the venue is in a rural area with limited cell service or if guests are travelling from out of town. This ensures your guests can find the location easily and arrive on time. You can include this information on a separate details card or direction card, or provide it on your wedding website.

Other Considerations:

When providing the date, time, and location information, you may also want to include some of the following:

• Parking arrangements: If parking is limited or tricky, mention this in your invitation or details card so guests can plan accordingly.
• Transport arrangements: If you are providing transportation for guests between the ceremony and reception, include brief details such as pickup locations, times, and return times.
• Arrival and end times: Let guests know when they should arrive and when the celebrations will end ("Carriages at midnight"). This is helpful for guests who need to arrange transportation or plan their schedule.
• Accommodation options: If there is guest accommodation available at or near the venue, provide details and booking instructions.

Remember, while it is important to provide all the necessary information, try not to overload your invitations with too many details. Select the most essential details that your guests need to know, and consider using a wedding website or separate details card for additional information.

RSVP details

How to Respond

It is common to include an RSVP card with a pre-addressed and stamped envelope for your guests' convenience. This makes it easier for them to respond and ensures they don't have to worry about finding stationery or postage. Alternatively, you can direct guests to respond via your wedding website, but it's considerate to offer a physical card as well, especially for older guests who may not be comfortable using a computer.

When to Respond

Include a specific date for guests to respond by. This is usually about three to four weeks before the wedding date. This deadline helps you confirm the final headcount for the venue and caterer.

Where to Respond

Provide the address where guests should send their responses, whether it's a physical address or an email. If you're using a PO Box, be sure to specify that as some guests may assume it's a physical location.

Who is Responding

Ask guests to include their names on the RSVP card, especially if you have a large guest list with multiple people from the same family. This helps you keep track of who is attending and ensures you can properly address them at the wedding.

Additional Details

If you're offering a plated dinner, include a section on the RSVP card for guests to indicate their entrée preference. You can also use this space to ask about any dietary restrictions or allergies. This ensures your caterer has the information needed to accommodate everyone's needs.

RSVP Wording Ideas

• "Kindly respond by [date]"
• "The favour of a reply is requested by [date]"
• "Please respond by [date]"
• "Please RSVP by [date]"

Tracking Responses

To keep track of responses, consider numbering your guest list and writing the corresponding number on the back of each RSVP card. This way, if a guest forgets to include their name or their handwriting is difficult to read, you can still identify who the response is from.

Online RSVPs

If you opt for online RSVPs via your wedding website, be sure to include the website address on a separate card, just as you would with a physical RSVP card. You can also include a QR code on your invitations that guests can scan to access the website directly.

Remember to give your guests all the information they need to respond to your invitation and plan for your big day.

Dress code

Including a dress code on your wedding invitation is optional, but it can be useful for letting your guests know what to expect on the day. If you don't include a note on attire, the style of your invitation may indicate the dress code. For example, a very fancy invitation may suggest a formal, black-tie affair, whereas a simpler invitation may indicate a more casual dress code.

If you do choose to include a dress code, it usually goes in the lower right-hand corner of the invitation. Here are some examples of dress codes you could suggest:

• Black tie
• Semi-formal
• Lounge suit
• Cocktail
• Smart casual
• Casual

You could also give your guests more specific instructions or requests, such as:

• "Formal attire, wedding hats encouraged"
• "The wedding party will be in pink, we'd love you to coordinate!"
• "The reception will be in a barn on a working farm, please choose your footwear accordingly"

Reception information

The reception is the celebration of the marriage, and as such, it is important to include all the relevant information about it on your wedding invitations.

If the reception is held in the same location as the wedding ceremony, you can simply write "Reception to follow", "Celebration to follow", or "Dinner and dancing to follow". If the reception is at a different location, you should include a separate reception card with the start time and address.

If the reception is not immediately after the ceremony, include the time on the invitation. If it is held before 1 pm, the first line of the reception card should say "Breakfast Reception". For receptions held after 1 pm, simply write "Reception". If you are serving a sit-down meal, you can indicate this with "Dinner Reception".

If you want to specify whether children are invited, you can do so on the reception card. For an adults-only reception, you can write "Adult Reception" or "Adult-Only Reception".

You may also want to include a separate card with additional details about the reception, such as parking arrangements, transport options, and accommodation suggestions. If your venue has gone cashless, it is helpful to inform your guests that only card or contactless payments will be accepted.

Finally, if you have a specific dress code for the reception, you can include this on the invitation. Some examples of dress codes include black tie, semi-formal, lounge suit, cocktail, smart casual, and casual.

Extra venue information

If your wedding venue is unfamiliar to your guests, it's worth including an insert with extra information. This can include parking instructions, a custom map of the area, or a list of things to do in the lead-up to the wedding. Here are some details you may want to include:

Parking

Provide information about parking options, especially if parking is limited or tricky to find. For example, "Parking around the church and village is limited. We recommend parking in Ton Road."

Transport

If you're providing transport for your guests, include brief details such as the pick-up and return times and locations. For example, "Cars may be left at the venue overnight, but must be collected by 10 am the following morning."

Accommodation

Let your guests know if there is accommodation available at the venue or nearby. Provide booking instructions, contact details, and any special rates. For example, "Accommodation is available at the New House. Please book directly, quoting the Thomas/Shaddick wedding for a preferential rate."

Cashless Venues

If your venue is cashless, let your guests know that card or contactless payments are the only accepted forms of payment.

Arrival and End Times

Your main invitation should state the ceremony time, but you may want your guests to arrive and be seated earlier. You can also include the end time of the reception so that guests can pre-book their taxis or transport home. For example, "Please arrive from 12.30 pm to be seated for the ceremony to begin at 1.00 pm prompt. Carriages at midnight."

Dress Code

While it's usually assumed that guests will choose appropriate attire, there may be instances where you want to give more specific instructions. For example, if you're having a barn wedding, you might want to request that guests choose their footwear accordingly.

Children

If you're not having children at the wedding, you can make this clear on your information card. For example, "While we love to see children laugh and play, our wedding will be an adult-only kind of day."

Frequently asked questions