Mailing Wedding Invites: Timing And Tips For Your Big Day

Sending out wedding invitations is one of the most exciting parts of wedding planning. But it's important to get the timing right. Send them too early, and your guests might forget to RSVP or even misplace the invitation. Send them too late, and your loved ones might not have enough time to take time off work, book accommodations, or make travel arrangements. So, when is the best time to send out wedding invitations?

The general rule of thumb is to send out wedding invitations six to eight weeks before the wedding. This gives your guests plenty of time to clear their schedules and make any necessary arrangements. It also means you can request RSVPs sooner, allowing you to get a final headcount and complete your seating chart before the week of the wedding. If you're sending out paper invitations, make sure to add a few extra weeks for printing and shipping.

If you're planning a destination wedding or have a lot of out-of-town guests, it's a good idea to send out invitations a little earlier, around eight to twelve weeks in advance. This gives guests more time to figure out their travel plans and book flights or accommodations.

If you're sending out save-the-dates, these should go out four to six months before a local wedding and eight months or more before a destination wedding.

Destination wedding invites: 8-12 months before the wedding

Planning a destination wedding is an exciting but challenging task. Here are some tips to help you navigate the process and ensure your guests have enough time to prepare:

Save the Dates:

It is recommended to send out Save the Dates for a destination wedding about 12 months before the wedding date. This gives your guests ample time to plan and budget for their travel arrangements. Sending Save the Dates early is crucial, especially if your wedding is in a different country, as guests may need to book plane tickets and apply for or update their passports. It is also beneficial to include your wedding website on the Save the Date cards so that guests can easily access additional information.

Invitations:

The general recommendation is to send out formal invitations for a destination wedding around six months ahead of the wedding date. This timing ensures that you have received RSVPs from most of your guests and can follow up with any undecided guests. Sending out invitations marks a significant milestone, and it is something to look forward to after all the hard work of planning.

Additional Tips:

• It is a good idea to have a wedding website, especially for a destination wedding. This way, you can provide information about accommodation, transport, activities, and other useful details for your guests' planning purposes.
• Consider creating a private Facebook group or event page to keep your guests updated on any news or changes.
• If you have locked down the venue and dates, it is a good idea to spread the exciting news to your guests as soon as possible.
• If you are concerned about the environmental impact of paper invitations, digital formats are a cost-effective and eco-friendly alternative.

Local wedding invites: 4-6 months before the wedding

Sending out wedding invites is one of the most exciting parts of wedding planning. It's important to get the timing right so that your guests have enough time to plan and attend your special day.

For local wedding invites, it's recommended to send out your Save the Dates 4-6 months before the wedding. This gives your guests plenty of time to plan and make any necessary arrangements. It's also a good idea to include the location, wedding website, and password on your Save the Dates. This is especially helpful for guests with children or those who need to plan their travel and accommodations.

If you're not sending Save the Dates, it's best to send out your wedding invitations closer to the 4-month mark. This still gives your guests ample time to plan and ensures that your wedding date is fresh in their minds. Sending out your invitations in this timeframe will also allow you to get a final headcount and complete your seating chart before the last-minute crunch.

Remember to give your guests enough time to send back their RSVPs. Setting an RSVP deadline about 4 weeks before the wedding is generally a good idea. This will help you finalize numbers with your venue and caterer and give you time to put together an accurate seating chart.

• Nail down your wedding guest list before sending out invitations.
• Gather all your guests' addresses in one place to make addressing invitations easier.
• Take a sample invitation to the post office to have it weighed and ensure you buy enough postage.
• Consider hand-canceling your envelopes to keep them looking pristine.
• Don't forget to include response cards with your return address and pre-stamped envelopes for your guests' convenience.
• Send out your invitations early, but not too early to avoid guests forgetting to RSVP or misplacing the invitation.

By following these guidelines, you'll be well on your way to ensuring your guests have all the information they need to celebrate your big day with you!

No save-the-dates: 9-10 weeks before the wedding

If you're not sending out save-the-date cards, it's best to send your wedding invitations 9 to 10 weeks before the wedding. This is just two weeks earlier than the standard 6- to 8-week timeline, but it gives your guests a little more warning and time to plan and RSVP.

It's important to send your invitations at the right time so that the date will be secure in your guests' calendars. Sending them too late might mean that your guests are unable to attend due to prior commitments, while sending them too early might mean that people forget to respond or that their plans change.

When deciding when to send your invitations, you should also consider the time of year. For example, if your wedding falls near a major holiday, you should send out invitations earlier than you otherwise would. Similarly, if your wedding is in the spring or summer, you should give your guests extra notice as their schedules may fill up quickly during these months.

You should also consider sending save-the-date cards, particularly if you're having a destination wedding or if your wedding is less than four months away. Save-the-date cards are not required, but they are a fun way to get your guests excited about your big day and ensure that they don't commit to other events.

Out-of-town guests: 8 weeks before the wedding

When it comes to wedding planning, timing is everything—especially when it comes to sending out invitations. While there's no set rule for when to send out wedding invitations, there are guidelines to ensure your guests have all the information they need to plan their attendance.

It is customary to send out wedding invitations to out-of-town or out-of-state guests around eight weeks before the wedding. This timing is considered the sweet spot as it gives your guests enough time to clear their schedules, make travel arrangements, and book accommodations. It also allows you to request RSVPs sooner, helping you finalise the headcount and seating charts before the wedding crunch.

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. Giving them a heads-up via email or phone call is also a good idea, along with providing information on booking hotel rooms and travel tips.

Save-the-Dates

Sending out save-the-dates is a fun way to give your guests a timely heads-up, especially when many of your guests need to make travel arrangements. For a destination wedding, send your save-the-dates nine to twelve months ahead of time. For a standard wedding, four to six months before the wedding is a good timeframe.

Other Tips

• If you're sending paper RSVPs, stick to the traditional six- to eight-week timeline to give your guests ample time to respond.
• For digital invitations, it's still wise to follow the six- to eight-week timeline to allow potential attendees enough time to plan and RSVP.
• If you have a large number of out-of-town guests, you may consider sending their invitations a little earlier, around ten to twelve weeks in advance.
• If you're inviting guests from outside the US, give them the option to RSVP digitally to avoid delays in receiving their responses.
• If you're having a destination wedding, send your invitations three to four months in advance to give your guests enough time to prepare for their travel and accommodations.

RSVP deadline: 4 weeks before the wedding

Setting an RSVP deadline of four weeks before your wedding is a great way to ensure you have plenty of time to finalise the details of your big day. Here are some tips and advice to help you plan and prepare:

Send Out Invitations on Time

It is important to send out your wedding invitations six to eight weeks before the wedding. This gives your guests enough time to clear their schedules and make any necessary arrangements, such as travel and accommodation plans. Sending invitations within this timeframe also means you can request RSVPs sooner, which is essential for getting a final headcount and completing your seating chart.

Track and Organise RSVPs

Keep track of your RSVPs as they come in. Use a spreadsheet or a guest list management tool offered by wedding websites like Zola and Joy. This will help you stay organised and make it easier to follow up with guests who have not yet responded as the deadline approaches.

Follow Up with Guests

If your RSVP deadline has passed, wait about a week before sending follow-ups to guests who haven't responded. It's a good idea to send a friendly reminder to guests about one week before the RSVP deadline to prevent last-minute delays. While it may feel awkward, it is important to get an idea of your final guest count as soon as possible, especially as you get closer to the wedding and have other last-minute tasks to manage.

Finalise Details with Vendors

Having an accurate guest count is crucial for finalising details with your vendors. About two weeks before the wedding, connect with your wedding caterer, planner, venue coordinator, and any other vendors who need the final guest count. This information will help them plan for meals, tables, chairs, transportation, wedding favours, and more.

Start Working on the Seating Chart

Once you have received most of the RSVPs, it's time to start working on the seating chart. If you're working with a professional stationer or calligrapher, they may request the final guest list earlier than expected, so be prepared to provide this information promptly.

Enjoy the Lead-up to Your Special Day

By setting an RSVP deadline of four weeks before your wedding, you'll have ample time to finalise the details and make your special day a memorable one.

Frequently asked questions