When to Send Out Save The Dates and Invitations? A Timeline

Are you wondering When To Send Out Save The Dates And Invitations to ensure your loved ones can celebrate your special day with you? At savewhere.net, we understand the importance of proper wedding planning, which includes giving your guests ample notice. By following our guide and timelines, you can smoothly navigate the invitation process, save money, and make sure everyone important can attend.

Planning your special day involves many decisions, and savewhere.net wants to help you make it memorable and budget-friendly. Let’s dive into the best times for sending out save the dates and wedding invitations, including invitation etiquette, invitation wording, and essential tips to help you save money and keep things on track.

1. Why is Timing Important for Save The Dates and Invitations?

Sending out save the dates and invitations at the right time is crucial for several reasons:

• Guest Availability: Early notice allows guests to arrange travel, accommodations, and time off work, increasing the likelihood they can attend.
• RSVP Management: Proper timing gives guests sufficient time to RSVP, which helps you finalize details with vendors.
• Destination Weddings: For weddings abroad, earlier notifications are essential due to travel logistics.
• Budget Planning: Knowing guest numbers early helps you budget accurately for catering, seating, and other expenses, so check out more tips on savewhere.net.
• Etiquette: Sending invitations too late can appear inconsiderate, while sending them too early might cause guests to forget.

2. When Should You Send Out Save the Dates?

The definitive answer: Traditionally, save the dates should be sent out 6-12 months before the wedding, but now it’s ideal to send them out 18 months to 2 years before the big day.

Understanding the Traditional Timeline

Traditionally, save the dates were sent out six to twelve months before the wedding day. This timeline provided guests with ample time to prepare and adjust their schedules if necessary. Sending them closer to the twelve-month mark was preferable, as it offered the most extended notice.

The Post-Pandemic Shift

The wedding landscape has changed significantly since the pandemic. Couples are now sending save the dates much earlier than before. In fact, many are sending them out 18 months to two years in advance of the wedding day.

Why the Change?

Several factors contribute to this shift:

• Venue Availability: Securing a wedding venue can take longer, so booking well in advance is crucial.
• Guest Notice: Guests also need more time to plan, especially with many weddings occurring each year.
• Securing Your Date: Sending save the dates early ensures that your wedding date is marked in your guests’ calendars before they commit to other events.

Strategic Timing

If you’re at the age where many of your friends are getting married, sending your save the dates early can give you a competitive edge. This ensures that your wedding is the first one your friends commit to if multiple events arise on the same day.

Key Considerations for Save the Date Timing

• Confirm Venue and Date: Make sure your venue and wedding date are confirmed before sending out save the dates.
• Guest List Finalization: Have a preliminary guest list to avoid sending save the dates to people you might not invite.
• Budget: Have a general budget in mind to help guide other wedding planning decisions.

3. How Far in Advance Should Wedding Invitations Be Sent?

The definitive answer: If you are not sending save-the-dates, send invitations 4-6 months in advance, but if you did send out save-the-dates, aim to send wedding invitations around three months before your wedding date.

Comparing Invitation Timelines

When it comes to sending wedding invitations versus save the dates, it’s essential to recognize that there are two distinct approaches to setting timelines. Your decision to send save the dates or proceed directly to wedding invitations significantly influences when each should be dispatched.

Scenario 1: Skipping Save the Dates

If you opt not to send save the dates, it’s best to send your wedding invitations well in advance. This early dispatch ensures that your guests receive timely notification of your wedding plans, allowing them to make necessary arrangements.

Scenario 2: Following Up on Save the Dates

If you’ve already sent save the dates, your guests are likely aware of the key details, such as the date and venue. In this case, you can send out the full wedding invitations closer to the actual date.

The Ideal Timing

The sweet spot for sending wedding invitations is around three months before your wedding. This timeframe provides your guests with ample time to RSVP while ensuring the event remains fresh in their minds.

Factors to Consider When Deciding

Several factors can influence the optimal timing for sending your wedding invitations:

• Formality of the Event: More formal weddings typically require more advance notice.
• Destination: If you’re planning a wedding abroad or have many guests traveling from afar, send invitations earlier.
• Guest Demographics: Consider your guests’ schedules and commitments when determining the best time to send invitations.

Benefits of a Well-Timed Invitation

• Higher Attendance Rate: Giving guests sufficient notice increases the likelihood they can attend.
• Streamlined Planning: Early RSVPs allow you to finalize details with vendors more efficiently.
• Reduced Stress: Sending invitations on time reduces the stress associated with last-minute preparations.

4. When to Send Wedding Invitations for Destination Weddings?

The definitive answer: For destination weddings, send out invitations a minimum of four to six months in advance to allow guests enough time to request time off work, secure accommodations, and make necessary travel arrangements.

The Importance of Early Notice

When planning a destination wedding, the timing of your wedding invitations is even more crucial than for local weddings. Guests need ample time to prepare for travel, which often involves securing accommodations, booking flights, and requesting time off work.

Expert Advice

Nick Harris, Chief Dream Maker at Just About Weddings, emphasizes the importance of sending invitations as early as possible for destination weddings. As soon as you have a confirmed date, it’s advisable to send them out. This allows guests ample time to plan their trip and discuss with their families whether they’ll be attending just the wedding or making it into a family holiday.

Key Considerations for Destination Weddings

• Travel Arrangements: Guests need time to research and book flights and accommodations.
• Time Off Work: Many guests will need to request time off work, which requires advance notice.
• Passports and Visas: Some guests may need to apply for or renew passports or visas, which can take time.
• Budgeting: Travel can be expensive, so guests need time to budget for the trip.

Utilizing a Wedding Website

Setting up a wedding website can be incredibly beneficial for destination weddings. These celebrations often span multiple days with various activities like tours, excursions, dinners, and brunches, which you’ll need to communicate to your guests.

A wedding website allows for easy updates on all event details and gives guests the opportunity to RSVP for each activity. This level of engagement and information sharing is challenging to achieve with a traditional paper invitation alone.

Benefits of Sending Invitations Early

• Increased Attendance: Early notice increases the likelihood that guests can attend your destination wedding.
• Reduced Stress: Guests have more time to plan, reducing stress for both them and you.
• Streamlined Planning: With RSVPs received early, you can finalize details with vendors more efficiently.

5. Should You Send Save The Dates to Evening Guests?

The definitive answer: Generally, it’s advised not to send save the dates to evening guests, and save the dates should only be sent to guests who are invited to your whole wedding day.

Why Avoid Sending Save the Dates to Evening Guests?

Sending save the dates to evening-only guests can be misleading. Save the dates are intended for guests invited to the entire wedding day, and sending them to evening-only guests might create the expectation that they are invited to the whole event.

Expert Insight

Nick Harris explains that save the dates serve a specific purpose: to notify guests of the entire wedding day’s events and secure their presence. For everyone to have a great time without any confusion, it’s best to only send save the dates invitations to guests invited to the complete wedding celebration.

Alternative Invitation Methods for Evening Guests

There are several elegant ways to invite your evening guests to your wedding:

1. Formal Evening Reception Invitation:

   • Send a separate evening reception invitation with all the necessary details, including the date, time, location, and RSVP information.
   • This approach clearly indicates that they are invited to the evening reception only.

2. Informal Invitation:

   • Opt for a more relaxed approach by sending a phone call, email, or digital invite.
   • Specifically mention the reception and extend the invitation.

3. Timing:

   • Aim to send these invitations around six to eight weeks before the wedding day to give guests enough time to plan.
   • Include an RSVP option, even if it’s informal, to help with final arrangements.

Key Information to Include in Evening Invitations

• Date and Time: Clearly state the date and time of the evening reception.
• Location: Provide the address of the venue.
• RSVP Information: Include details on how to RSVP, whether it’s through a phone call, email, or online form.
• Dress Code: Specify the dress code, if any, to ensure guests are appropriately attired.
• Additional Information: Any other relevant details, such as transportation options or accommodation suggestions.

Benefits of Clear Communication

• Avoids Confusion: Clearly communicating who is invited to which part of the wedding day prevents any misunderstandings.
• Proper Planning: Knowing the number of evening guests helps with catering and venue arrangements.
• Guest Satisfaction: Guests appreciate clear and timely communication, enhancing their overall experience.

6. How Do You Manage RSVP Deadlines for Wedding Invitations?

The definitive answer: Set an RSVP deadline of around four weeks before your wedding day to get final numbers to your venue, caterers, and other vendors in plenty of time.

The Role of a Wedding Website

A wedding website will be your best friend through this process. Sending out wedding invites with a link to your own unique wedding website will enable you to share the most up-to-date information with your wedding guests as the date fast approaches.

Benefits of Using a Wedding Website

• Centralized Information: A wedding website serves as a central hub for all wedding-related information.
• Easy Updates: You can easily update information, such as changes in schedule or venue details.
• Guest Convenience: Guests can access all the information they need in one place.
• RSVP Management: Many wedding websites offer RSVP management tools.

Utilizing RSVP Management Tools

Many wedding websites offer the ability to manage your RSVPs and guest responses. At Hitched we also offer a fab Wedding Guest Manager. This handy tool allows you to manage your guests and all their details, enabling you to receive RSVPs from around the world.

Key Features of a Wedding Guest Manager

• Guest List Creation: Easily add guests manually or import from your contacts.
• Guest Grouping: Arrange your guests into groups and organize them by category to start shaping out a seating plan.
• Online RSVP Collection: Receive and collect RSVPs from wedding guests online directly through your wedding website.
• Automated Reminders: Send automated reminders to guests who have not yet RSVP’d.

Setting the RSVP Deadline

When it comes to setting a deadline for your RSVP, it’s best to set a date around four weeks before your wedding day, so you can get final numbers to your venue, caterers, and any other vendors in plenty of time.

Factors to Consider When Setting the Deadline

• Vendor Requirements: Check with your vendors to determine how much lead time they need for final numbers.
• Guest Travel Plans: Consider that guests traveling from afar may need more time to make arrangements.
• Buffer Time: Allow yourself some buffer time to follow up with guests who have not yet RSVP’d.

Tips for Encouraging Timely RSVPs

• Clear Communication: Clearly state the RSVP deadline on your invitations and wedding website.
• Easy RSVP Method: Provide an easy and convenient method for guests to RSVP, such as an online form.
• Reminder Emails: Send reminder emails to guests who have not yet RSVP’d as the deadline approaches.
• Personal Follow-Up: If necessary, follow up with guests personally to ensure they RSVP.

7. Do Wedding Invitations Need to be Sent By Post?

The definitive answer: While more couples are choosing the eco-friendly route of digital wedding invitations, traditional etiquette dictates that all your invitations should be mailed, so even if it’s going to your next-door neighbor or your parents, you post it.

The Rise of Digital Invitations

More couples are choosing the eco-friendly route of digital wedding invitations. Digital invitations are cost-effective, environmentally friendly, and easy to track. They also allow for quick updates and changes.

Traditional Etiquette

Traditional etiquette dictates that all your invitations should be mailed, so even if it’s going to your next door neighbor or your parents, you post it. No invites should be delivered by hand.

Tips for Sending Paper Invitations

If you choose to send paper invitations, here are some tips to ensure they arrive safely and on time:

1. How Much Do Your Invitations Weigh?:

   • Put together one full invitation, along with all the enclosures, and take it to your post office to get weighed and sized, so that you know how much postage will be required for each invitation.

2. Can You Avoid the Sorting Machine?:

   • Not every post office will offer this, but it is worth asking when you go to send them off if the post office can hand-cancel the invitations.
   • Hand-cancelling means adding a postal mark by hand over the stamp so that it cannot be reused.
   • Most of the time this is done by machines at the sorting office, but they can damage stuffed envelopes and leave dirty marks on them. If it can’t be done, then let them go through the machine – no one remembers the envelope anyway.

3. Protect Your Wax Seals:

   • Candle wax seals are accepted by the Royal Mail, however, there is a high chance they can get broken en-route to your guests.
   • If you’re sealing your invites with wax seals, we’d recommend they go inside another envelope to protect them.

4. Can You Reduce Your Postage Costs?:

   • With a large number of letters to go out, you might want to think of ways of reducing your costs.
   • One way is to use second class stamps, but you will need to factor the extra time these take to arrive when you send your invites.
   • You can also choose smaller, simpler designs that don’t need to be sent as large letters.
   • Consider what extras need to be in the invitations too – can your RSVPs be done online rather than in the form of response cards? Can you have FAQs on your wedding website rather than an information card?

Benefits of Sending Invitations by Post

• Traditional: Sending invitations by post is a traditional and formal way to invite guests to your wedding.
• Tangible: Paper invitations provide guests with something tangible to hold and display.
• Special Touch: Receiving a beautifully designed paper invitation can make guests feel special and valued.

8. Your Wedding Stationery Timeline

The definitive answer: To stay organized, start your free wedding website 10-12 months before the wedding, finalize guest lists 8-10 months before, order wedding invitations 4-6 months before, send out wedding invitations 2-3 months before, and order your order of service 6-7 weeks before.

Key Steps in Your Wedding Stationery Timeline

1. 10-12 Months Before:

   • Start your free wedding website.

2. 8-10 Months Before:

   • Finalize guest list and addresses.
   • Send out save the dates.

3. 4-6 Months Before:

   • Order your wedding invitations (don’t forget your RSVPs).

4. 2-3 Months Before:

   • Send out your wedding invitations.
   • Get your on-the-day stationery (such as menu cards and your wedding guest book).

5. 6-7 Weeks Before:

   • Order your order of service, place cards, and rehearsal dinner invites (if you plan on having a rehearsal dinner).

6. 1-2 Months After:

   • Order and send your thank you cards.

Benefits of Following a Timeline

• Organization: A timeline helps you stay organized and on track with your wedding stationery.
• Reduced Stress: Following a timeline reduces the stress associated with last-minute preparations.
• Timely Delivery: Ensuring that your invitations and stationery are sent out on time.

Where to Find Wedding Invitation Wording Templates

If you need to know how to word your wedding invitations, we’ve got wedding invitation wording templates you can copy.

9. Save Money on Wedding Invitations

Planning a wedding can be expensive, but there are several ways to save money on your invitations. Here are some practical tips:

• DIY Invitations:
  • Creating your own invitations can significantly reduce costs.
  • Purchase card stock, envelopes, and embellishments in bulk for the best deals.
  • Utilize free online templates for design inspiration.
• Digital Invitations:
  • Opting for digital invitations eliminates printing and postage costs.
  • Use online platforms like Canva or Paperless Post to create and send your invites.
  • Digital RSVPs can also save on response card costs.
• Simplified Design:
  • Choose a simple, elegant design that requires less ink and fewer embellishments.
  • Avoid using multiple layers of paper or intricate details that increase production costs.
• Print at Home:
  • If you have a high-quality printer, consider printing your invitations at home.
  • Purchase ink cartridges in bulk to lower the overall cost per invitation.
• Bulk Discounts:
  • If you prefer professionally printed invitations, look for vendors that offer bulk discounts.
  • Many online printing services provide reduced rates for larger orders.
• Minimize Inserts:
  • Reduce the number of inserts included with your invitations.
  • Include essential information only and direct guests to your wedding website for additional details.
• Online RSVP:
  • Use online RSVP services to avoid the cost of printed response cards and postage.
  • Platforms like The Knot and WeddingWire offer free RSVP management tools.
• Compare Prices:
  • Shop around and compare prices from different vendors before making a decision.
  • Read reviews and check for any hidden fees or extra charges.
• Use Coupons and Discounts:
  • Look for coupons and discount codes online before placing your order.
  • Many stationery retailers offer promotional discounts throughout the year.
• Recycle and Repurpose:
  • Consider using recycled paper for your invitations.
  • Repurpose materials like fabric scraps or dried flowers for embellishments to save money and add a unique touch.

10. Frequently Asked Questions (FAQs)

1. How early is too early to send save the dates?
   • Sending save the dates more than two years in advance might be too early, as guests may forget or misplace them.
2. What information should be included in a save the date?
   • Include your names, wedding date, and the city and state where the wedding will take place. A wedding website URL can also be helpful.
3. Is it okay to send digital save the dates?
   • Yes, digital save the dates are a cost-effective and eco-friendly option, especially for informal weddings.
4. How do I handle guests who don’t RSVP by the deadline?
   • Follow up with a phone call or email to politely inquire about their attendance. It’s important to get a final headcount for your vendors.
5. What is the best way to word a wedding invitation?
   • Use formal language for traditional weddings and more casual wording for informal events. Include all essential details, such as date, time, location, and dress code.
6. Can I include gift registry information on the wedding invitation?
   • Traditionally, gift registry information is not included on the invitation. Instead, include it on your wedding website or share it by word of mouth.
7. Should I send thank you cards to guests who send gifts but cannot attend the wedding?
   • Yes, always send thank you cards to guests who send gifts, even if they cannot attend the wedding.
8. What is the proper etiquette for addressing wedding invitations?
   • Use formal titles (Mr., Mrs., Ms.) for traditional weddings. For couples, address both names on the same line or separate lines.
9. How do I handle plus-ones on wedding invitations?
   • If you are allowing plus-ones, clearly indicate “and Guest” on the invitation. Otherwise, only address the invitation to those specifically invited.
10. Is it necessary to send physical invitations to guests who live far away?
    • While digital invitations are acceptable, sending a physical invitation can be a thoughtful gesture, especially for close family and friends.

Plan Your Perfect Wedding with SaveWhere.net

By following these guidelines, you can ensure that your save the dates and wedding invitations are sent out at the perfect time. Proper planning not only helps your guests make arrangements but also contributes to a smoother, more enjoyable wedding planning process for you. Remember, savewhere.net is here to provide you with the tips, tricks, and resources you need to plan your special day without breaking the bank.

Ready to start saving? Visit savewhere.net today to discover more ways to save money on every aspect of your wedding, from invitations to venue selection. Join our community of savvy savers and make your dream wedding a reality without compromising your budget. Find tips, explore deals, and connect with others who share your goal of smart, stylish wedding planning.

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