Wedding Invitations 101: When To Send Them And What To Include?

One of the most important parts of wedding planning is sticking to a wedding timeline and one of the most important parts of the timeline is when you need to send you wedding communications. Last week we talked about wedding save the dates. In this post we’re going to go over the essential timelines for sending out wedding invitations and detail the critical elements each invitation should include. Knowing when to send them and what to include can make the process smoother and ensure your guests have all the information they need.

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Formal Wedding Invitations Timeline

Typical Timeline (6-8 Weeks Before the Wedding)

The ideal timeframe for sending out formal wedding invitations is 6-8 weeks before the wedding date. This gives your guests enough time to make arrangements, such as booking travel and accommodations if necessary. Sending invitations too early can result in them being forgotten, while sending them too late may not give guests enough time to respond and plan accordingly.

Adjustments for Destination Weddings (8-12 Weeks Before the Wedding)

If you are planning a destination wedding, it’s best to send your invitations 8-12 weeks in advance. Destination weddings require more planning on the part of your guests, including booking flights, securing accommodation, and potentially taking time off work, which they have ideally done after receiving the save-the-dates. Providing extra notice helps ensure that your loved ones can make the necessary arrangements to attend your special day.

RSVP Deadlines (3-4 Weeks Before the Wedding)

Setting a clear RSVP deadline is crucial for finalizing your wedding plans. Typically, this deadline should be 3-4 weeks before the wedding. This gives you enough time to follow up with any guests who haven’t responded, finalize seating arrangements, and provide accurate numbers to your caterers and venue. Be sure to include the RSVP deadline prominently on your invitation to encourage timely responses.

Read More: When To Send Your Save The Dates And What You Need To Include

Wedding Invitation RSVP Reminders and Follow-Ups

Sending Reminders for RSVPs

Despite your best efforts, some guests may still forget to RSVP by the deadline. Sending reminders is a courteous way to nudge them without being too intrusive. These reminders can be sent out 1-2 weeks before the RSVP deadline to give guests ample time to respond. A gentle reminder can be very effective in ensuring you get the final headcount needed for your wedding preparations.

Digital Reminders vs. Traditional Methods

When it comes to reminders, you have a few options:

• Digital Reminders: Email and text message reminders are quick, efficient, and eco-friendly. They allow you to reach your guests instantly and provide a convenient way for them to respond. If you’ve created a wedding website, you can also use it to send automated reminders.
• Traditional Methods: For a more personal touch, consider making phone calls. This approach might be more appropriate for older guests who may not be as comfortable with digital communication.

Combining both digital and traditional methods can help ensure you cover all your bases and get the responses you need.

What to Include in Wedding Invitations

Basic Information

Including basic information in your wedding invitations is essential to ensure your guests have all the necessary details about your big day. Here’s what to include:

Names of the Couple:

Clearly state the names of the bride and groom, including any middle names or titles if preferred.

Date and Time of the Wedding:

Provide the full date and time of the ceremony. Make sure to specify if the event is in the morning, afternoon, or evening.

Venue Details:

Include the name and full address of the wedding venue. If the location is hard to find or has specific entry points, provide clear directions or landmarks to assist guests.

Dress Code

Specifying a dress code helps your guests dress appropriately for your event. This can prevent any confusion or embarrassment about what to wear. Common dress codes include:

Black Tie: Formal evening wear, typically including tuxedos for men and evening gowns for women.

Semi-Formal: Dressier than casual, but not as formal as black tie. Men can wear suits, and women can wear cocktail dresses or nice separates.

Casual: Informal attire that is still neat and appropriate. Think sundresses, button-down shirts, and slacks.

Wedding Website Information:

Include the URL of your wedding website where guests can find more details, RSVP, and access other resources.

RSVP Details

Clear RSVP instructions are crucial for managing your guest list and finalizing preparations. Ensure you include:

• How Guests Should RSVP: Indicate the preferred method for RSVPs, whether it’s online through your wedding website, via email, or by mailing back an RSVP card.
• RSVP Deadline: Clearly state the deadline for RSVPs to ensure you have enough time to finalize numbers and make necessary arrangements.
• Contact Information for Questions: Provide a phone number or email address for guests to contact if they have any questions or need additional information.

Additional Inserts

Additional inserts can provide your guests with further details to make their experience smoother and more enjoyable. Consider including:

• Directions and Map: Provide a detailed map and directions to the venue to help guests find their way easily.
• Accommodation Details: Offer information about nearby hotels or other lodging options, including any group rates or discounts you have arranged.
• Reception Details: If your reception is at a different location than the ceremony, provide the venue name, address, and start time.
• Fun RSVP Questions: You could include fun RSVP questions like what your wedding guests favorite dance song is.
• Dress code specifics: If you have a particular color palette for your wedding that you want your guests to dress in, you can include an insert with the colors. Many wedding guests appreciate this information. Just make sure to keep the colors basic so your guests don’t have to end up buying a new outfit just for your wedding.

Special Requests and Notes

Special requests and additional notes can help accommodate your guests’ needs and preferences, ensuring a smooth event. Include:

• Dietary Restrictions: Ask guests to inform you of any dietary restrictions or allergies so you can plan accordingly with your caterer.
• Cash Gift Preferences or Registry Information: If you prefer cash gifts or have a registry, you can choose to provide that information in your wedding invitations but etiquette is to put that information on your wedding website and direct your wedding guests there instead.
• Special Instructions: Mention any unique aspects of your ceremony, such as an unplugged ceremony request (asking guests to refrain from using their phones or cameras).

Read More: 27 Important & Fun Wedding RSVP Questions To Ask Guests

Other Things to Note When Sending Out Wedding Invitations

We’ll go over some common issues when dealing with wedding invitations and how to handle them.

Addressing the Invitations

Precision in Addressing:

Ensure that each invitation is addressed accurately, specifying the names of the invited guests. For example, if you are having a child-free wedding you would address the wedding invitation to “Jane & John Smith” vs. “The Smith Family”. This helps to avoid any confusion and ensures that only the intended recipients understand they are invited.

Handling Plus Ones:

Clearly indicate if a guest is allowed to bring a plus one by including “and Guest” on the envelope or by listing the plus one by name if known.

Ordering and Proofreading

Importance of Ordering Extra Invitations:

Always order more invitations than you think you’ll need. This covers any last-minute additions to the guest list, mistakes in addressing, or any invitations that get lost in the mail. A good rule of thumb is to order at least 10% more than your initial count.

Proofreading Tips and Tricks:

• Multiple Reviews: Have several people, including yourself, proofread the invitations. Fresh eyes can catch errors that you might miss.
• Read Aloud: Reading the text aloud can help you catch awkward phrasing or mistakes that are easy to overlook when reading silently.
• Check Every Detail: Verify all dates, times, names, and addresses. Ensure consistency in font, style, and formatting throughout the invitation suite.
• Print a Sample: If possible, print one sample invitation to check the physical appearance and catch any errors before the full order is printed.

Read More: 11 Things You Can Do With Extra Wedding Invitations

Ensuring Correct Postage

Weight and Size:

Invitations can vary in weight and size, especially if they include multiple inserts or special materials. Take a fully assembled invitation to the post office to have it weighed and ensure you are using the correct postage.

International Mail:

If you are sending invitations internationally, make sure you know the postage requirements for each country. International postage can vary significantly.

Return Address:

Always include a return address on your invitations. This ensures that any undelivered invitations are returned to you, allowing you to follow up with those guests.

Concluding Thoughts:

Sending out wedding invitations is a critical step in the wedding planning process. By adhering to the recommended timelines, including all necessary details, and taking care of addressing and postage, you can ensure that your guests have all the information they need to attend your special day. With these tips, you’ll be well on your way to creating beautiful, informative invitations that set the perfect tone for your wedding. Happy planning!