Wedding Invites: Mailing Etiquette For Your Big Day

Mailing wedding invitations can be a daunting task, especially if you haven't sent much mail before. The process is relatively straightforward, but there are a few things to keep in mind to ensure your invitations arrive safely and on time. Firstly, it's important to organize your stationery and address the envelopes correctly. Then, you'll need to determine the correct postage, which may require taking a sample invitation to the post office for weighing. Finally, it's recommended to hand-deliver your invitations to the post office and request hand-cancelling to avoid potential damage from sorting machines. Giving yourself plenty of time and ordering extra invitations are also helpful tips to ensure a smooth process.

Weighing and postage

Weighing:

• Take a fully assembled invitation, complete with all enclosures and embellishments, to your local post office.
• Have the invitation weighed by a postal clerk to determine the exact postage required.
• The weight of your invitation will depend on factors such as the number of inserts, thickness of cardstock, and any additional elements like wax seals or ribbons.
• If you have a food scale at home, you can also weigh your invitation beforehand to get an estimate, but it's always best to confirm with the post office.

Postage:

• The weight of your invitation will determine the cost of postage. Most wedding invitations exceed the weight of a standard letter and may require additional postage.
• In the United States, a basic Forever stamp (currently $0.73) may not be sufficient for heavier invitations. A 70-cent stamp is often needed for invitations with multiple inserts or printed on extra-thick cardstock.
• Consider purchasing wedding-themed stamps offered by the post office. These are available in both 55-cent and 70-cent denominations.
• If your invitation weighs over 1 ounce, you will need additional postage. The cost will vary depending on the total weight.
• Take advantage of 2-ounce wedding stamps, which offer a discounted rate of 92 cents for heavier invitations.
• If your invitation includes a wax seal, be aware of the "non-machinable surcharge." This surcharge is typically 21 cents and is applied because wax-sealed envelopes cannot be processed through sorting machinery.
• You can request "hand-canceling" at the post office to avoid mechanical processing and protect your invitations from tears and smudges. This service may incur an additional charge or may be provided for free, depending on the branch.

Remember to give yourself ample time for mailing. Wedding invitations often require special handling, so it's best to visit the post office during slow times, such as early weekday mornings, to avoid delays.

Hand-cancelling

To hand-cancel your wedding invitations, first, assemble a mock-up of your invitation, complete with all inserts and accoutrements. Then, bring it to the post office to be weighed and checked by the postmaster or another USPS employee. They will be able to tell you if your envelope is too bulky for machine cancelling and how much postage you need based on the weight of your invitations.

Next, purchase the correct postage. You may need to buy a combination of stamps or a single custom stamp to reach the required postage. For example, an envelope that weighs up to 1 oz. and can be mailed with a $0.63 first-class stamp would require $0.76 of postage if it needs to be hand-cancelled. Remember that hand-cancelling usually requires an extra cost (currently $0.24), so this amount should be included in the postage.

Finally, bring your invitations to the post office during non-busy hours, such as early weekday mornings, lunchtime, or right before opening or closing. Be friendly and polite, and most postal workers will happily hand-cancel your invites at no charge. Some post offices may allow you to hand-cancel the envelopes yourself, so you can ensure that everything is handled carefully.

Timing

The general consensus is that wedding invitations should be sent out six to eight weeks before the wedding. This gives your guests plenty of time to clear their schedules and make any necessary arrangements, without being so far in advance that they forget. It also means that 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 save-the-date cards, these should be mailed four to six months before the wedding, or even earlier if you're planning a destination wedding. This gives guests a timely heads-up, making it easier for them to plan their attendance, especially if they have to travel or make accommodation arrangements.

For out-of-town or international guests, it's customary to send invitations a little earlier, around eight to ten weeks in advance. This allows for the extended shipping and delivery time needed to get those invites into your loved ones' hands.

When it comes to mailing your invitations, it's recommended to take one fully assembled invitation to the post office to be weighed. That way, you can buy the correct amount of postage before sending out the rest. It's also worth asking about hand-cancelling, which means your invitations will be stamped instead of going through a machine, helping to keep them in pristine condition.

Guest list checks

• Double-check your guest list against your completed invites: Verify that each person on your guest list has a corresponding invitation with the correct name, address, and other details. This includes spelling out all words in addresses, such as writing out "Street" instead of using abbreviations like "St.".
• Number the RSVP cards or envelopes: Put a small number on the back of each RSVP card that corresponds to your own numbered guest list. This helps in identifying guests who may forget to write their names on the RSVP cards.
• Ensure proper postage for RSVPs: Include the correct postage on the RSVP envelopes to make it convenient for your guests to respond. It is considered impolite to expect guests to pay for return postage.
• Weigh a fully assembled invitation: Before mailing, take a complete invitation bundle (including all inserts and embellishments) to the post office to be weighed. This will help you determine the exact postage required, which may be more than the basic Forever stamp rate.
• Allow ample mailing time: Give yourself enough time for mailing, especially if you plan to hand-cancel your invitations. Hand-cancelling involves manually postmarking the invitations instead of using sorting machines, which can cause damage to thicker or oddly-shaped invitations. This process can take longer, so build in some leeway to accommodate potential delays.
• Be flexible with post office branches: Different post offices may have varying policies and procedures for hand-cancelling. If you encounter objections or uncooperative staff, try visiting another branch or returning at a different time.

RSVP cards

When it comes to wedding invitations, there are a few considerations to keep in mind to ensure they arrive safely and on time. Here are some detailed instructions specifically for RSVP cards:

Preparing Your RSVP Cards

First, organise your stationery so that the RSVP cards are securely placed inside each envelope, along with any other necessary items like response cards or envelopes. Ensure that your RSVP cards match the style and theme of your wedding invitations. You can include design elements such as vellum wraps or pockets, but keep in mind that these additions might increase the weight and postage cost.

Postage for RSVP Cards

Most wedding invitations, including RSVP cards, are heavier than standard letters due to their size and the materials used. A single card in an envelope typically requires a regular one-ounce stamp. However, it is recommended to take a fully assembled invitation, including the RSVP card, to the post office to have it weighed. This way, you can determine the exact postage required, which may be more than the basic Forever stamp rate.

Providing Return Postage

It is considered good etiquette to include a pre-stamped and addressed envelope with your RSVP cards. This ensures that your guests don't have to bear the cost of return postage. Purchase a set of stamps in the appropriate denomination and include them with your invitations.

Mailing Your Invitations

After preparing your invitations and determining the correct postage, it's time to mail them. Take your invitations to the post office and hand them to a staff member. Do not use a mailbox as you may encounter issues with bulky or oddly-shaped envelopes. At the post office, request hand-canceling to avoid potential damage from sorting machines. Hand-canceling involves manually postmarking the envelopes to prevent stamp reuse, and it ensures that your invitations are processed with extra care.

International Guests

If you have international guests, take extra care to double-check the postage requirements and restrictions for the specific countries. Allow additional time for international invitations to reach their destinations, and consider providing a digital RSVP option for these guests to avoid delays and potential postage issues.

By following these steps, you can ensure that your RSVP cards are properly prepared, mailed, and returned smoothly, contributing to a well-organised wedding planning process.

Frequently asked questions