Wedding Invite Deadlines: When To Set The Rsvp Date

Setting an RSVP deadline for your wedding is crucial to ensure that you have enough time to finalise the wedding arrangements. The deadline should be set at least two to four weeks before the wedding date to allow you to confirm the final headcount with your caterer and finalise the seating chart. Sending out your wedding invitations six to eight weeks before the wedding date is considered proper etiquette as it gives your guests enough time to clear their schedules and make travel arrangements.

Send save-the-date cards 4-6 months before the wedding

Sending save-the-date cards is an exciting first step in your wedding planning journey. It's a chance to get your guests excited about your big day and give them a heads-up to reserve the date. Here are some tips and guidelines for sending save-the-date cards 4-6 months before your wedding:

Timing is Key

It is recommended to send save-the-date cards for local weddings at least 4-6 months in advance. This gives your guests ample time to plan and make any necessary arrangements, such as booking travel and accommodations. Sending your save-the-dates early is especially important if your wedding falls on a holiday weekend or if you're planning a destination wedding. In those cases, it is advisable to send them out even earlier, around 6 to 12 months in advance. This will ensure that your guests have enough time to prepare, especially if they need to request time off work or make travel plans.

Who to Send Them To

Save-the-date cards should be sent to everyone on your guest list who will also receive a wedding invitation. This includes members of your wedding party and family members. It is important to note that once you've sent out your save-the-dates, you are obligated to send those guests a formal invitation. So, only send them to guests you definitely want to attend your wedding.

What to Include

Your save-the-date cards should include the following key information:

• The date of the wedding or the weekend of the celebration, especially if you're planning a destination wedding or a multi-day event.
• The city or location of the wedding. Even if most of your guests are local, some may want to book accommodations.
• The name of the couple. Full names are preferred, but first names are also acceptable for casual or informal weddings.

You may also include the following optional information:

• A note that a formal invitation will follow.
• Your wedding website, where guests can find more information and updates.
• Hotel or accommodation information, especially if you've reserved a block of rooms for guests.

Design and Format

When it comes to design, choose save-the-date cards that match the style and theme of your wedding. You can use engagement photos to add a personal touch. Save-the-date magnets are also a fun and unique option. While digital save-the-dates are convenient, sending physical cards through snail mail is more traditional and polished.

Ordering and Mailing

It is recommended to order your save-the-date cards 6 to 12 months before the wedding. This will give you enough time to design and personalise them. When it comes to mailing, it is best to hand them over to a postal worker instead of dropping them in a mailbox to ensure their safe delivery.

Remember, sending save-the-date cards is a great way to get your guests excited about your wedding and ensure they have enough time to plan their attendance.

Send invites 6-8 weeks before the wedding

Sending out your wedding invites at the right time is one of the most crucial steps in the wedding planning journey. It's important to get the timing right so the date will be secure in your guests' minds and calendars. Send your wedding invitations out six to eight weeks before your wedding date. This is the traditional timeline and will give your guests enough time to clear their schedules, make travel arrangements if necessary, and book accommodation. It also means you can request RSVPs sooner, which will allow you to get a final headcount, draw up a seating plan, and communicate the final numbers to your caterers and venue.

If your wedding falls on a major holiday, such as Christmas, or you're planning a destination wedding, it's a good idea to give your guests more advance notice. In these cases, send your invites four to six months before the wedding date. This will allow guests ample time for travel preparations and ensure they have enough notice to take time off work.

If you're only inviting a few international guests, it's fine to send their formal invitations at the same time as other guests, but be sure to give them a heads-up about the wedding details in advance so they can plan their travel. If a large percentage of your guest list is international, aim to send your invites out 12 weeks before the wedding.

It's also worth noting that most couples send out save-the-date cards four to six months before the wedding. This gives guests a timely heads-up, allowing them to plan and make travel arrangements if necessary.

Request RSVPs 1 month before the wedding

Requesting RSVPs a month before your wedding is a common practice and for good reason. Here are some advantages and instructions to help you navigate this aspect of wedding planning:

Advantages of Requesting RSVPs a Month Before the Wedding

This timeline provides a reasonable window for your guests to respond. It is close enough to create a sense of urgency, yet not so close that they have already made other plans. It also allows you to confirm numbers with your caterer, finalise the seating chart, and make any necessary preparations for your big day.

Instructions for Requesting RSVPs

• Include a pre-addressed, pre-stamped return envelope within your invitation suite. This makes it convenient for your guests to respond promptly.
• Provide different options for RSVPing. While traditional mail-in cards are an option, consider including a digital submission option through your wedding website. This caters to guests who may not use postal mail as frequently.
• Choose clear and explicit wording for your RSVP request. Some guests may not understand the acronym "RSVP" or realise that a response is needed even if they are declining the invitation. A phrase such as "The favour of your reply is requested by [date]" can be more effective.
• Request song suggestions or include engaging calls to action on the response card. For example, "RSVP with a song that will keep you on the dance floor" or "Share your favourite memory of the bride and groom." This adds a fun element to the process and may increase response rates.
• Make the RSVP date clear by using a legible font on the card or including a countdown ticker on your wedding website if you have one.
• Follow up with guests who haven't responded by the deadline. This is a standard practice and can be done through a quick phone call, text, or email. It is important to give your guests a gentle reminder and collect the information you need for finalising wedding details.

Give caterers the final headcount 1 week before the wedding

Finalising the headcount for your wedding is crucial for a number of reasons. Firstly, your caterers will need to know the final headcount in advance so they can order the correct amount of food and drinks. It's also important for budgeting purposes, as most vendors will want you to pay the balance before the wedding date. Additionally, knowing the final headcount will help you finalise other details such as the table plan, seating chart, and the number of wedding favours to order.

To ensure that you have enough time to communicate the final headcount to your caterers and vendors, it is recommended that you set an RSVP deadline for your wedding invitations. This deadline should be at least two to four weeks before your wedding date. This will allow you to chase up any guests who haven't responded and finalise your seating chart. It's also a good idea to build in some extra time to account for late responses or last-minute changes.

Once you have received all the RSVPs, you can finalise the headcount and communicate this information to your caterers and vendors. It is generally recommended to give the final headcount to your caterers one week before the wedding. This will allow them to plan and prepare accordingly, including accommodating any special dietary requirements. Providing the final headcount to your caterers in a timely manner is crucial to ensuring a smooth and successful wedding day.

It's important to remember that every wedding is unique, and the timeline may vary depending on various factors. For example, if you are having a destination wedding or inviting a large number of guests, you may need to set an earlier RSVP deadline to allow for travel arrangements and to account for a higher number of late responses. Additionally, some caterers and venues may require the final headcount earlier than one week before the wedding, so be sure to communicate with your vendors to understand their specific requirements.

Send rehearsal dinner invites 3-6 weeks in advance

Sending rehearsal dinner invites 3-6 weeks in advance is a great way to ensure your wedding preparations stay on track. This timing is especially important if you are planning to mail paper invitations, which is the traditional and recommended route as it sets the tone for the weekend and encourages guests to pay more attention. While digital invitations are also acceptable, mailing paper invites separately from the wedding invitations is the best way to ensure your guests have all the details they need for the rehearsal dinner.

If you are planning to send paper invitations, it's important to give yourself enough time to design and order them. You may want to work with a stationer to create invitations that match your wedding theme. You should also consider including RSVP cards and pre-addressed envelopes to make it easy for your guests to respond.

The rehearsal dinner invitation should include the host of the dinner, the names of the couple, the event date, time, location, and the RSVP deadline and method. It's also a good idea to include any additional information your guests may need, such as wedding website details and the dress code.

Keep in mind that the rehearsal dinner invitation is typically sent after the wedding invitation. This ensures that your guests have all the necessary information about the wedding itself before they receive the details of the rehearsal dinner.

If you are running short on time or want to save on postage, you can include the rehearsal dinner invitation with the wedding invitation. However, this option may be more confusing, especially if not all wedding guests are invited to the rehearsal dinner. In this case, clearly indicate which guests are invited to the rehearsal dinner to avoid any misunderstandings.

Frequently asked questions