When to Send Out Wedding Invitations (and Everything Else!)

Hello future brides and grooms,

Let's clarify the ideal timeline for handling your wedding invitations and design elements.

Congratulations on your engagement! It's natural to feel eager to share all the exciting details and get started on planning, especially regarding your chosen wedding date and all the other activities surrounding the wedding.

We've experienced over the years that couples sometimes share information prematurely or encounter errors on save-the-dates or wedding websites before hiring us. To avoid these common pitfalls, we will guide you through the process, ensuring the right information is shared at the appropriate time and that your graphic identity remains consistent through all design aspects.

The first step

The first step is to draft a wedding day timeline, which is key to mapping out your entire day or wedding weekend. Once this is set, and you've gathered visual inspirations, we'll be ready to begin with your wedding website design followed by the save-the-date/invitation design.

What should be included on our wedding website?

The wedding site should include essential details such as:

• The wedding date and city/town 

• Room block details

• Shuttle service information (if not sorted out, you can simply inform your guest that more information will be provided at a later time)

• Venue location

• Your story as a couple

• A FAQ section (are kids welcome, is there parking at the venue, do you have a gift registry...)

• A personal touch with a few photos of the 2 of you

• And a few things to do for these out of town guest

During the initial planning phase, it's important to share just the essential details so that those travelling can arrange their travel plans. As your planning evolves, we will update your wedding website accordingly.

Who should get a save-the-date?

Save-the-Dates should only be sent to guests who will definitely receive an invitation. Please note that if you decide to reduce your guest list after save-the-dates have been distributed, anyone who received a Save-the-Date must still receive a formal invitation.

How and when to send out the Save-the-dates?

Once the website is ready, we can start to design your save-the-dates. After approval, you can decide whether to send these digitally or by mail. Our team is equipped to handle both options. Ideally, save-the-dates should be sent out 9 months to 1 year in advance.

How long before my big day should I send out wedding invitations?

Regarding invitations, there's a common misconception that they need to be sent 6–8 months before the wedding. Sending them too early can lead to lower response rates. Sending invitations 2 to 3 months before the wedding (with a save-the-date that was sent out), is perfect and consistently yields the best results. If you have not sent out Save-The -Date, plan to send out your invitations 4 months before the wedding.

Collecting RSVP's and RSVP deadline

The RSVP deadline should be set to 6 weeks prior to the wedding. Along with the invitations, we'll update your wedding website to include RSVP questions such as dietary restrictions, meal selections and shuttle service.

Our office can manage RSVPs received via Canada Post, and our digital platform automatically updates as guests respond online.

Plan to follow up with those who haven't replied about 5 weeks before the wedding.

Is it possible to make a B or C guest list and invite them closer to the wedding if there's room?

Since this might get tricky, we always ask couples a few questions before extending further invitations. For example, would the new invitees feel like they're just filling in the blanks because they obviously weren't part of the original group of invitees and do they know anyone they would have spoken to who was invited to the wedding? Additionally, you should send out these invitations at least two months before the wedding. If the receivers acquire them later, they could appear to be an afterthought.

Can I invite guests only to the dance?

You may have coworkers that you would like to see on the dance floor, and that is fine. Simply make sure they're invited in advance with a separate invite and that you allow enough time to finish the dinner, all speeches, and the formal dances. Imagine walking into a room and everyone is eating dessert, and you have nowhere to sit.

What other stationery design elements should I keep in mind?

With the major elements addressed, you and your lead planner can now focus on day-of wedding stationery, such as:

• Place setting cards

• Table numbers

• Menus

• Seating charts

• Welcome signs

• Ceremony Programs

This process should start 2–3 months before the wedding.

Finally, remember to send thank-you cards no later than 6 months after the wedding.

If you have any more questions, please don't hesitate to ask. We're here to help.

Jason :)

Creative Director / Lead Planner

Ready to get started?

Let's start planning! Visit our planning services.

To get started on your wedding stationery and website, start now!