Let’s talk about invites, shall we!
Your wedding invitations are more than just pretty stationery. They're the first glimpse your guests receive into your wedding day and an important part of keeping everyone informed, organized, and excited to celebrate!
But between deciding when to send invitations, how to address envelopes, and when RSVPs should be due, there are a few details that can easily get overlooked.
At Behind the Scenes Events, we're sharing our favorite wedding invitation tips to help you navigate the process with confidence.
1. When Should You Send Wedding Invitations?
Timing is everything, especially when it comes to giving your guests enough notice to make arrangements.
Here's our recommended timeline:
9–12 months before: Send save-the-dates.
3 months before: Mail formal invitations if you've already sent save-the-dates.
4 months before: Mail invitations if you're skipping save-the-dates.
Destination weddings: Consider sending invitations with booking information 9-12 months in advance, and another brochure with transportation/logistics information 2 months prior. More info here.
1 month before: Set your RSVP deadline.
If you have guests traveling from out of town, giving them plenty of notice is especially important for booking accommodations and making travel arrangements.
Our planning tip: Before choosing your RSVP deadline, check with your caterer and venue to see when final guest counts are due. You'll want a little breathing room to follow up with guests who haven't responded!
A Trend We're Loving: Digital Save-the-Dates!
Instead of mailing a physical card, couples can send guests a beautifully designed digital save-the-date directly via text or email. Some even feature interactive elements, like an envelope that opens to reveal your wedding details!
Not only is this a budget-friendly option that eliminates printing and postage costs, but it also makes sharing your wedding date quick and easy. Check out this gorgeous digital save-the-date example on Etsy!
2. Who Gets an Invitation?
One of the most common questions we hear is how to address wedding invites, particularly when it comes to plus-ones and children.
Our biggest advice? Be intentional and clear about exactly who's invited.
A few etiquette guidelines to keep in mind:
Address invitations to the specific individuals invited.
If children are invited, include their names or clearly indicate that the entire family is welcome.
If you're hosting an adults-only wedding, communicate that respectfully through your invitation or wedding website.
If guests are allowed a plus-one, make that clear rather than leaving them guessing.
Remember, you don't have to extend a plus-one to everyone, but consistency and clear communication help avoid confusion.
Our planning tip: Wedding websites like The Knot allow you to organize guests by household and manage plus-ones, including situations where you don't know the additional guest's name yet.
3. What Information Should Be Included?
Your names
Wedding date and ceremony start time
Ceremony location (If it’s outside, be sure to mention this!)
Reception information
Dress code, if applicable
RSVP instructions and deadline
A QR code directing guests to your wedding website
Your wedding website is the perfect place to share additional information, including hotel room blocks, transportation, parking, weekend festivities, and frequently asked questions.
Keep the invitation itself simple and direct guests to your website for the rest!
4. Don't Forget About RSVP Details
When setting up your wedding website, we recommend collecting more than a simple yes or no. Depending on your wedding, you may also need:
Meal selections
Dietary restrictions and food allergies
Attendance for additional wedding weekend events
We also recommend entering guests' phone numbers into your wedding website, when appropriate, to make following up on missing RSVPs easier.
Our planning tip: Send out a mass text (on your wedding website) 40 days before your wedding to all who haven’t responded.
And don't forget to order invitations based on the number of households, not the total number of guests!
5. Your Guest List Impacts More Than Just Dinner
Here's something couples don't always realize: Your final guest count plays a major role in the logistics of your wedding day. Beyond catering, your guest list can impact:
The number of tables and chairs needed
Seating arrangements and floor plans
Place cards and escort displays
Linen and rental quantities
Transportation arrangements
Floral/centerpiece quantities
Don’t forget to alert these vendors of your final count so you aren’t overpaying or underestimating.
6. Getting ready to send invites? It's time to think about Month-of Coordination!
If you're reading this while preparing to mail your invitations, there's a good chance you're entering the final few months of wedding planning. You've likely already booked your venue, selected your vendors, and made most of the big decisions. But who's going to make sure all those details come together on the actual wedding day?
That's where Month-of Coordination comes in!
At Behind the Scenes Events, our Month-of Coordination service is designed for couples who have planned their wedding but want a professional to take over the final coordination details.
Instead of spending your wedding morning answering vendor questions or worrying about the timeline, you can focus on getting married and enjoying the celebration you've spent so much time planning.
You handle the planning. We'll handle bringing it all together.
