[edition .15]

For many, it’s the first time you are communicating details and visuals about your wedding so it’s a big moment. These are Sauveur’s tips for a smooth save the date and invitation process.

The Approach

The goal with invitations and save the dates is to ensure your guests have the information they need, when they need it. This should be your key consideration when planning how to communicate with your guests. Traditionally, invitations were sent out six to eight weeks prior to an event, however, our lives have gotten increasingly busy and invitations now go out much earlier. A save the date can be a useful tool to bridge the gap as you may not have all the necessary information when you first communicate to your guests. 

I would usually suggest a digital save the date primarily as we should all be thinking about how much paper and printing we are using. You will also likely not have all of your guests’ postal addresses and your save the date can be a helpful tool to obtain these. When we are sending out save the dates we often include a share your current postal address by return

Key Considerations

For most events and weddings, I would always recommend sending a save the date to your guests although for smaller events or weddings you may be able to include everything in one go and simply opt for an invitation. For larger events, you would advise guests of the date and location, and then follow up in due course with a full invitation that has all the information they need. This allows guests to mark their calendars and make travel plans if necessary.

I always insist that you should not be sending out invitations or further information until you have everything in place. Drip feeding information to guests can be frustrating for them and it’s also much more likely that guests will miss updates. 

The key consideration to keep in mind is what information you have ready to share with guests versus what information they need, since this will highlight if you should be sending a save the date. You should also not expect responses to a save the date as you are merely informing people when the event will take place. Some guests may respond if they definitely know they cannot attend but most guests will wait to receive an invitation. 

If you are inviting guests to different parts of your day do bear this in mind when preparing your save the dates. If you have church guests only you may want to make this clear so they don’t save a whole day for you when you only intend them to join part of it. Information is key and your guests will thank you for it!

Who and When?

Tradition states that invitations should be sent out 6 to 8 weeks before your wedding but our lives have changed as have our calendars. We are increasingly busy and you will want to ensure your guests are informed in good time. How, and when, you invite your guests will depend on a number of elements but the main thing to consider is ensuring your guests receive the information they need when they need it. If your guests have all the information they need to plan they will relax and this will, in turn, ensure you receive fewer questions when you are focusing on the planning!

Your save the date will likely be the first time you communicate your wedding to your guests. You should send these between 6 and 12 months before your wedding and this will depend on when you have that information ready. Once you have your venue and date confirmed I would suggest sending your save the date towards the top end of that to ensure it is firmly in people’s diaries. Remember, if your celebrations are taking place over a number of days to include these all. 

If you have guests you are not sure about (or would rather not attend!) I would hold off and solely send them a formal invitation closer to the time, or a save the date once you are sure. Don’t rely on this though – you should always assume everyone will attend to avoid surprises closer to the time!

Wedding Websites

Something else many people today consider is having a wedding website. My advice to couples is to consider a website only if you have enough helpful information to include on it. There is a tendency to include lots of photos and information on the couple which I would argue is not necessary. If you are having a destination wedding, or a wedding taking place over a few days, when you need to help guests with accommodation, travel, and other logistics then a website can be very helpful. Otherwise I would suggest avoiding one and saving yourself the trouble.

The Main Invitation

When you need to send this will depend on the amount of information you need to share with your guests. I usually suggest 3 to 4 months in advance unless you are having a destination wedding when you may want to do this sooner or consider the website approach. 

The most important thing to do is to think through all the information your guests will need to know from their point of view and align your invitations to that. Aside from being a beautiful first look at your wedding, your invitations are devices to keep your guests informed!

Keep Your Guests In The Know

What you need to tell your guests will depend entirely on your wedding plans. The basics include dress code, dietaries, and timings but this may also need to include travel, accommodation, parking, and venue access. I would always go down the too much approach as opposed to too little. Guests can always ignore information if they don’t need it but if they don’t have it in the first place they will always land up asking you! You can include helpful information on a card or letter to accompany the invitation. 

Another approach which we use a lot is to have a digital letter which includes everything a guest may need to know and to respond with this when they confirm attendance. “RSVP for more information” is also a clever way of ensuring your guests respond in good time!

Guest communication is crucial for us and when done properly leads to happy guests and hosts.

Matthew