Invitation Essentials: Crafting The Perfect Wedding Invite

Wedding invitations are a crucial part of the wedding planning process. They provide guests with essential information such as the date, time, and location of the ceremony and reception. But what else should be included to ensure your guests have all the details they need? Here's a comprehensive list of what to include in your wedding invitation suite to make sure your guests are well-informed and excited about your big day.

Date, time and location

When it comes to the date, time and location of your wedding, there are a few key things to include in your invitation to ensure your guests have all the information they need.

Date and Time of Ceremony

The date and time of your wedding are absolute must-haves for your invitation. While guests may have already marked the date in their calendars thanks to your save-the-dates, it's still important to include this information. Be sure to include the day of the week, the date, and the time of day (a.m. vs p.m.) to avoid any confusion. For a formal invitation, write out the time rather than using numerals (e.g. four o'clock in the afternoon).

Ceremony and Reception Location

Whether your ceremony and reception are at the same location or different venues, it's crucial to include the name and address of each. This ensures your guests know exactly where they're going and can plan their transportation accordingly. If the ceremony and reception are at the same spot, you can simply include a line like "Reception to Follow" or "Dinner and Dancing to Follow." If they're at different locations, consider including a separate reception card with the start time and address.

Additional Timing Details

You may also want to include some additional timing details to help your guests plan their day. For example, if you're offering arrival drinks before the ceremony, let your guests know what time they can arrive to enjoy them. You can also include the end time of the reception, which is helpful for guests who need to pre-book transportation. A traditional way to indicate this is by using the phrase "carriages at [time]."

Map and Directions

While including the name and address of your venues is essential, you can take it a step further by providing a custom map or directions for your guests. This is especially helpful if your venue is in a rural area with limited cell service or if it's in an off-the-beaten-track location that may be hard to find. You can also include brief directions on a details card or mention any parking restrictions that guests should be aware of.

RSVP Deadline

Finally, don't forget to include an RSVP deadline so you can confirm final numbers with your venue and caterer. This deadline should be a few weeks before the wedding date, and you can include it on a separate response card or direct guests to RSVP on your wedding website.

RSVP details

RSVP cards are a must, even if you're collecting responses on your wedding website. This is to cater to guests who prefer not to fuss with anything on the web. You can also implement fun RSVP wording ideas to show more personality if your invite has minimal text.

If you're using reply cards, include a specific date by which you would like guests to respond “yes” or “no”. We recommend making this deadline three to four weeks before the wedding date. Include a place for your guests to write their names as well. If you're offering a plated dinner, you can also include a place for them to check their entrée preference.

If you're collecting RSVPs through your website, it's important to note that not everyone will read it, even if they have to go there to RSVP. You can assume that people will never visit the website, and anything you'd be upset about guests not knowing needs to be on the invitation.

If you're having additional events like a welcome party or farewell brunch, you can include an insert, send something separately, or ask guests to RSVP to it when they RSVP for the wedding. If it's just on the "events" page, people will miss it.

You can also have a handful of RSVP cards for those who are not tech-savvy.

Wording the RSVP

When a response is required and a response card is not being used, this information can be included on the invitation. A date, contact name, contact address, or contact number can be listed. Alternatively, guests can respond in writing to the return address. Email addresses are also becoming more common and are acceptable on invitations.

RSVP Deadline

Give yourself a minimum of two weeks to hunt down answers.

RSVP Cards

When sending response cards, don't forget to include a pre-addressed envelope and a stamp for your guests' convenience. Number the names on your guest list, and then write that number on the back of the corresponding response card. You can then look up responses by number just in case you can't read the handwriting or someone forgets to include their name.

RSVP Online

You can forego response cards altogether and direct guests to RSVP on your wedding website, but be considerate of older generations. If you can foresee that certain guests might not be comfortable using a computer, consider sending them a response card even if you're not including them with the majority of the wedding invitation suites.

Dress code

When it comes to wedding invitations, it's important to give your guests a clear idea of the dress code you expect them to follow. This is optional information to include on your invitations, but it can be useful to ensure your guests are dressed appropriately for the style and formality of your wedding. Here are some tips and suggestions for including dress code details on your wedding invitations:

Level of Formality

It's helpful to give your guests an idea of how formal your wedding will be. This can guide their attire choices and ensure they feel comfortable and appropriately dressed for the occasion. Some common levels of formality include:

• Black Tie: This indicates a formal event, and guests are expected to wear formal attire such as tuxedos or floor-length gowns.
• Semi-Formal: This suggests a dress code that is a step down from black tie. For men, this could mean a suit and tie, while women might wear a cocktail dress or a dressy separates ensemble.
• Dressy Casual: This dress code is more relaxed than semi-formal but still calls for polished attire. Men can opt for a blazer and dress pants, while women might choose a sundress or a nice blouse and skirt.
• Casual: A casual dress code implies that guests can dress comfortably and casually, such as with business casual attire or even jeans and a nice shirt.

Specific Requests

If you have specific requests or instructions regarding attire, feel free to include them. For example:

• "Wedding Hats Encouraged": If you want your guests to embrace the tradition of wearing hats, let them know! This is especially relevant if your wedding has a cultural or thematic element where hats would be appropriate.
• "Coordinate with the Wedding Party": If you want your guests to match or complement the wedding party's colours, mention this in your invitation. For example, "The wedding party will be in pink, and we'd love you to coordinate!"
• "Barn/Farm Setting": If your wedding is taking place in a barn or on a working farm, it's helpful to let guests know so they can choose their footwear accordingly. This ensures they are comfortable and prepared for the venue.

Online Details

In today's digital age, many couples choose to include a wedding website on their invitations. This website can provide guests with additional details and information, including dress code specifics. Here are some tips for including dress code details on your wedding website:

• Detailed Dress Code Description: Use your website to provide a more detailed description of the dress code. For example, you can specify the level of formality and give examples of appropriate attire for different age groups or genders.
• Visual Inspiration: Consider including visual inspiration or a mood board to give your guests a clear idea of the expected attire. This can be especially helpful if you have a unique theme or setting for your wedding.
• FAQ Section: Include a frequently asked questions (FAQ) section on your website where guests can find answers to common queries, including dress code-related questions.

Remember, it's essential to provide clear and concise dress code information to avoid confusion and ensure your guests feel well-prepared for your special day.

Additional events

If you have additional events like a welcome party, cocktail hour, or farewell brunch, you may want to include an insert or send something separately. You could also ask guests to RSVP to these events when they RSVP for the wedding. It's important to provide clear information about any extra events to ensure guests don't miss out.

For a seamless guest experience, consider including a full itinerary for the wedding weekend. This can be especially helpful for guests travelling from out of town, so they know what to expect and can plan accordingly. Include details such as hotel recommendations, transportation options, and any wedding weekend activities that are adults-only.

If you're having a destination wedding or expecting a significant number of out-of-town guests, providing accommodation options is a thoughtful touch. Include the hotel name, address, and any special booking codes or deadlines. This ensures your guests can easily secure their accommodations and have a comfortable stay.

To make your guests feel extra special, you could also mention any transportation arrangements you've made for them. For example, if you're providing transport from the ceremony to the reception venue, include the pick-up times and locations in your invitation. This ensures a smooth transition for your guests and adds to their overall experience.

Lastly, don't forget to clearly communicate the dress code for each event. This is especially important if you have a specific theme or request, such as black-tie attire or a particular colour scheme. By providing these details in advance, your guests will have the opportunity to plan and dress accordingly.

Venue extras

The venue is one of the most important aspects of a wedding, and it's crucial to include certain details about it in your wedding invitation. Here are some "venue extras" that you can consider including:

Clear and Detailed Location Information

Provide the full name and address of the venue, including the city, state, and zip code. If your wedding is taking place abroad, include the country as well. This will help your guests, especially those travelling from out of town, to easily locate the venue and plan their transportation accordingly.

Specific Venue Spaces

If your venue has multiple spaces, such as a chapel, a garden, or a specific room, it can be helpful to include this information. For example, you can add "In the Chapel" or "On the Lawn" to provide clarity for your guests. This is especially important if different parts of the wedding, such as the ceremony and reception, will be held in different areas of the venue.

Parking and Transportation Instructions

Including an insert or extra information about parking and transportation can be incredibly useful for your guests, especially if the venue has limited parking spaces or if there are specific instructions they need to follow. You can also suggest nearby parking areas or public transportation options to make their journey more convenient.

Venue Map or Illustration

Consider including a custom map or illustration of the venue and its surroundings. This can be a fun and visually appealing way to help your guests visualise the location and plan their travel accordingly. It adds a personal touch to your invitation and can be especially helpful if the venue is in a remote area or has multiple access points.

Nearby Accommodation Suggestions

If you have guests travelling from out of town or if the venue is in an area with limited accommodation options, it's thoughtful to include a list of recommended hotels or lodging options nearby. This extra information will help your guests plan their stay and ensure they have convenient options to choose from.

Venue-Specific Dress Code

While a general dress code, such as "Black Tie" or "Casual Attire", is often included in wedding invitations, you can take it a step further by providing venue-specific dress code suggestions. For example, if your venue is outdoors or on the beach, you can suggest comfortable shoes or attire that suits the climate. This ensures your guests are both comfortable and stylish during your special day.

Frequently asked questions