When Should You Send Your Invitations Out?
Updated: 2 hours ago
When Should You Send Your Invitations Out?
Knowing when to send your invitations is an important part of planning any celebration. Mailing too early may cause guests to forget the details, while sending them too late can make it difficult for guests to arrange travel, childcare, accommodations, or time away from work.
The ideal invitation timeline depends on the type of event, location, time of year, and how much advance planning your guests will need. Here is a helpful guide for deciding when to mail your wedding invitations and invitations for other special occasions.
When Should Wedding Invitations Be Sent?
Wedding invitations are generally mailed approximately 8 to 12 weeks before the wedding date. At Violet Invitations, we often recommend mailing them around three months before the wedding, especially when guests may need additional time to make arrangements.
This timeline gives your guests enough time to:
Review the wedding details
Make travel arrangements
Reserve accommodations
Arrange childcare
Select their meal choices
Purchase appropriate attire
Respond before the RSVP deadline
Your RSVP deadline should provide enough time to follow up with guests and submit the final count to your venue, caterer, and other vendors. Always confirm when your venue requires the final guest count before choosing the response deadline printed on your invitation.
When Should Destination Wedding Invitations Be Sent?
Destination wedding invitations should usually be mailed approximately four to five months before the wedding. Guests may need to request time away from work, book flights, reserve hotel rooms, arrange transportation, and plan a longer stay.
A save-the-date should be sent even earlier, often eight to twelve months in advance, so guests can begin preparing before the formal invitations arrive.
Include helpful travel information with your destination wedding invitation or on your wedding website, such as:
Hotel room block information
Reservation deadlines
Airport recommendations
Transportation details
Passport requirements
Wedding weekend events
Appropriate attire
Wedding website and RSVP instructions
The more planning your guests need to do, the earlier you should communicate the important details.
When Should Save-the-Dates Be Sent?
Save-the-dates are commonly sent six to twelve months before the wedding. They are especially helpful for destination weddings, holiday weekends, summer weddings, and celebrations with many out-of-town guests.
A save-the-date typically includes:
The couple’s names
The wedding date
The city and state
A wedding website, if available
A note that the formal invitation will follow
Guests who receive a save-the-date should also receive a formal wedding invitation.
When Should Sweet 16 Invitations Be Sent?
Sweet 16 invitations should generally be mailed six to eight weeks before the celebration. If the party falls during a busy season, such as summer, the holidays, or graduation season, consider sending them approximately eight to ten weeks in advance.
For an elaborate Sweet 16 with formal attire, hotel accommodations, or many out-of-town guests, additional notice may be helpful.
When Should Quinceañera Invitations Be Sent?
Quinceañera invitations are typically mailed eight to twelve weeks before the celebration. Because a quinceañera may include a religious ceremony, formal reception, special attire, and traveling family members, guests often appreciate receiving the details early.
If many guests will be traveling, consider sending a save-the-date several months before the formal invitation.
When Should Bridal Shower Invitations Be Sent?
Bridal shower invitations are generally sent four to six weeks before the event. If guests will be traveling or the shower takes place during a busy season, mailing them six to eight weeks in advance may be more appropriate.
Be sure the RSVP deadline allows enough time to provide your venue or host with an accurate guest count.
When Should Baby Shower Invitations Be Sent?
Baby shower invitations are commonly mailed four to six weeks before the shower. This provides enough time for guests to respond, purchase a gift, and make plans to attend.
If the shower includes out-of-town family members or takes place near a holiday, sending invitations a little earlier can be helpful.
When Should Graduation Party Invitations Be Sent?
Graduation party invitations should typically be sent four to six weeks before the event. Graduation season can be especially busy, with many celebrations happening on the same weekends, so mailing invitations earlier may help guests reserve the date.
If the party takes place immediately after the graduation ceremony, be sure to clearly explain whether guests are invited to the ceremony, the party, or both.
When Should Invitations for Casual Events Be Sent?
Invitations for casual occasions are generally sent four to six weeks before the event. This includes:
Engagement parties
Anniversary parties
Retirement celebrations
Baptisms and communions
Housewarming parties
Holiday parties
Rehearsal dinners
Welcome parties
Informal family celebrations
If the event takes place during a holiday weekend, summer vacation, or another particularly busy time of year, send the invitations earlier whenever possible.
Consider the Time of Year
The calendar can affect how far in advance you should send your invitations. Guests may require more notice when your celebration falls during:
The summer travel season
A holiday weekend
December holidays
Graduation season
School breaks
Prom season
A popular wedding month
A major local event
When in doubt, giving guests a little additional notice is usually better than waiting until the last minute.
Leave Time for Invitation Design and Production
Your mailing date is not the same as your ordering date. Custom invitations require time for consultation, design, artwork revisions, proof approval, printing, assembly, addressing, and delivery.
At Violet Invitations, production typically takes approximately two to four weeks after final artwork approval, payment, and receipt of all required information. Specialty designs and peak-season orders may require additional time.
Your timeline should also include time to:
Finalize your guest list
Collect and review addresses
Confirm event details
Approve the invitation wording
Complete artwork revisions
Assemble and seal the invitations
Purchase postage
Have one complete invitation weighed
Address and mail the envelopes
Starting early allows you to enjoy the design process without feeling rushed.
Do Not Forget Mailing Time
USPS delivery times can vary, so invitations may not arrive on the same day, even when they are mailed together.
Before mailing your invitations, bring one fully assembled suite to the post office to confirm its weight, size, thickness, and required postage. Square envelopes, oversized invitations, rigid materials, wax seals, and other specialty details may require additional postage or special handling.
For traditional RSVP cards, remember to place postage on the response envelope before assembling the invitation suite.
Create an Invitation Timeline That Works for Your Event
Every celebration is different. The best mailing date depends on your event type, guest list, location, venue deadlines, and travel requirements.
As a general guide:
Traditional weddings: 8 to 12 weeks before
Destination weddings: 4 to 5 months before
Sweet 16 celebrations: 6 to 8 weeks before
Quinceañeras: 8 to 12 weeks before
Bridal and baby showers: 4 to 6 weeks before
Graduation parties: 4 to 6 weeks before
Birthday parties: 3 to 6 weeks before
Casual celebrations: 4 to 6 weeks before
If your event involves travel, accommodations, a holiday, or a busy time of year, give your guests additional notice.
Design Your Custom Invitations on Long Island
Violet Invitations creates custom wedding invitations, Sweet 16 invitations, quinceañera invitations, shower invitations, rehearsal dinner invitations, and stationery for celebrations of every kind.
Our private invitation studio is located in Ronkonkoma, Long Island, and is available by appointment. We also offer virtual appointments for clients outside the area and on-location appointments for clients who are unable to travel.
Schedule your appointment early so we can create, personalize, and prepare your invitations in time for the perfect mailing date.
Perfectly crafted. Made to invite.
When Should You Send Your Invitations Out?
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