Wedding Invitation Inserts: What To Include And Why

Wedding invitation inserts are a great way to share extra information with your guests without crowding the main invitation with logistics. The number of inserts you include will depend on the necessary details to be shared. The main invitation should list your names, the wedding date, location, start time, and dress code. The insert cards will speak to the rest of the celebration. Here are some ideas of what to include in your wedding invitation inserts.

RSVP cards and envelopes

Formatting and Content

RSVP cards should be concise, noting only the reply-by date, meal options (if needed), and a line for guests to write their names and the number of attendees in their party. If you're offering a plated dinner, you can include a line for guests to select their entrée preference. Informal weddings may also include a line for guests to request a song. It is recommended to set your reply-by date at least three to four weeks in advance of your wedding. Avoid including the entire meal description, as this can make the card appear cluttered and hard to read. Opt for short meal options such as "chicken/beef/vegetarian".

Stamps and Envelopes

Be sure to include pre-addressed and stamped envelopes with your RSVP cards. This will make it easy for your guests to respond and will ensure that you receive the cards back. It is also a common courtesy to your guests to include postage stamps. If you prefer to save on postage, you can use a postcard format for your RSVPs or have guests RSVP online through your wedding website.

Online RSVPs

If you are tallying your guest list online, you may choose to forego RSVP cards altogether. However, it is still recommended to include physical RSVP cards for guests who are not tech-savvy or prefer not to respond online.

Intimate Weddings

If you are having a small, intimate wedding with less than 30 guests, you may not need RSVP cards. In this case, guests can RSVP directly to the couple.

Adults-Only Weddings

If you are having an adults-only wedding, it is recommended to address envelopes listing only the parents' names. You can also politely inform guests of this in person or over the phone. Avoid noting this on the RSVP card, as it can seem rude.

Reception cards

If your wedding ceremony and reception are at the same venue, you can skip the reception card. However, if your ceremony and reception are at different venues or there is a long break between the two events, you should include a reception card. This card should include the name and address of your reception venue, along with the start time of the festivities. If you are hosting a cocktail hour, be sure to include this on your card. You may also list attire notations, such as "black-tie" or "cocktail attire" in the bottom right corner.

If you are having a shuttle transport guests to the reception, you can put a note on the reception card insert letting guests know that a shuttle will be available and that they shouldn't plan to drive to the venue.

If your ceremony and reception are at the same venue, you can include the reception details on your wedding invitations at the bottom, listing the reception venue name and address, and, if the reception is not immediately following the ceremony, you may include the start time.

If your wedding and reception are held in the same place, skip the reception card and instead include a line on your main invitation such as "Reception to follow".

What to Include

List your reception venue name and address, along with the start time of festivities. If you are hosting a cocktail hour, be sure to include this on your card. You may also list attire notations, such as "black-tie" or "cocktail attire" in the bottom right corner. If the reception is adults-only, you can politely list it on this card, though traditionally it is considered rude to list this information on any part of your stationery.

What Not to Include

If you have any other wedding festivities, such as a post-wedding brunch, do not list it on this card. It can appear confusing to guests if too many events are listed on one small insert card.

Ways to Save

If your ceremony and reception are at the same venue, you do not need this card. Otherwise, you can also list reception details on your wedding invitations at the bottom—provided you only list the reception venue name and address and, if the reception is not immediately following the ceremony, you may include the start time.

Directions and maps

You can create a map insert by using a photo editing software program such as Photoshop or Microsoft PowerPoint. Start by opening your photo program and creating a new document. Use the drawing tools to trace over major roads and interstates from a Google Maps screenshot. You can also add labels, use different line thicknesses and colours to differentiate between roads, rivers, and highways, and include close-ups of the areas around the ceremony and reception locations.

If you prefer a more simple approach, you can just include written directions to the venue or a combination of written directions and a map. Be sure to triple-check the directions before printing them, and always print on high-quality paper that matches your invitations.

"We can't wait to celebrate with you at our special day! Our wedding ceremony will take place at [address of ceremony location], and the reception will follow at [address of reception location].

For your convenience, we've included a map and directions to help guide you to our celebration. We recommend giving yourself plenty of time to navigate the area and find parking.

[Include map here]

Directions to the Ceremony:

• Exit the highway at [exit name] and head east on [road name].
• After approximately [distance], turn right onto [road name].
• The ceremony venue will be on your left, just past the [landmark].

Directions to the Reception:

• From the ceremony venue, head north on [road name].
• Turn left onto [road name] and continue for [distance].
• The reception venue will be on your right, across from the [landmark]."

Remember to tailor the directions and map to your specific wedding locations, and include any relevant parking information or shuttle services that will be available.

Accommodation cards

What to Include:

• Hotel and room block details: Include the name and address of the hotel(s) where you've reserved a block of rooms for your guests. Provide the name or group code for the room blocks and the date by which guests need to reserve their rooms. You may also want to include the hotel's phone number.
• Transportation information: If you're providing a shuttle service from the hotel to the wedding venue, be sure to mention this on the accommodation card. You can also include car rental agency information and details on nearby airports, especially if you've arranged for any discounts.
• Web addresses and contact information: Include the web address and phone number of the hotel(s) you're recommending. This makes it easier for your guests to find more information and make reservations.
• Discount codes: If you've negotiated discounted rates for your guests, provide them with a unique code to use when booking their rooms.

What Not to Include:

• Too much information: Keep the card concise and focused on accommodation details. Avoid including minor details that your guests can easily find on their own, such as temperature or recommended airports.
• Hotel website booking page: The booking page URL can be long and confusing. Instead, direct guests to the hotel's main website, and they can find the booking page from there.

Design and Formatting:

• Formatting: Keep the wording brief and to the point to avoid a cluttered appearance. Only include essential information, and consider using bullet points or short paragraphs to make it easy to read.
• Matching stationery: Consider using the same paper stock and design theme as your wedding invitations to create a cohesive look for your wedding stationery.
• Printing options: You can find various printing options for accommodation cards, from simple text-based designs to more elaborate hand-drawn maps. Choose an option that fits your budget and style.

Wedding website cards

Join us online

We have created a website with all the details you need for our wedding. Visit [name of website] for more information, including:

• Directions to the venue(s)
• Details of our wedding registry
• Information about local accommodation
• Details of any pre- and post-wedding events

Our wedding website

For more information about our wedding, please visit our website: [name of website]

Keep up to date

For all the details about our wedding, including travel and accommodation information, please visit our website: [name of website]

Stay in the loop

We'll be keeping our wedding website up to date with all the latest information. Visit [name of website] for more details, including:

• Directions to the venue
• Details of our wedding registry
• Information about pre- and post-wedding events
• Local accommodation options

Frequently asked questions