Wedding Invitations & Stationery Checklist

Save-the-dates, invitations, updates and thank-you notes all depend on accurate contact details. Gathering them late, one message at a time, is slow and easy to get wrong. Collecting everything once, in a single shared list, means either of you can address stationery, send digital invites or reach a guest quickly. It’s also the moment to check how each household’s names should be written.

• Often forgottenInternational addresses need different formats and extra postage, and people who recently moved may still be listed at an old address.
• A simple online form saves retyping and keeps answers in the same format.
• Keep this sheet private; it holds personal information.
• Add a column for gifts received so thank-you notes are easier later.

• “How would you like your names written on the invitation?
• “Is email or post the best way to reach you?

Save-the-dates give guests an early heads-up so they can keep the date free, request time off and book travel before prices rise. They matter most when guests are traveling, accommodation is limited or the date falls near a holiday. Sending them also commits you to your guest list, so it’s worth being sure about who’s invited first.

It’s easiest to send these once your date is confirmed and your guest list is settled, since everyone who receives one will expect an invitation.

• Often forgottenCouples often forget that anyone who receives a save-the-date will expect an invitation.
• Only send save-the-dates to people you’re certain to invite.

• “Are we completely sure about everyone on this list?
• “Do any guests need extra notice because they’re traveling?

Guests often feel unsure about what to wear, and many plan or buy outfits months ahead. A clear dress code helps everyone feel comfortable and fit in with the atmosphere you want. It also lets you warn people about practical things, such as grass, sand, stairs or an outdoor evening chill, so nobody spends the day in the wrong shoes or without a layer.

• Often forgottenCouples often forget to mention footwear when the ceremony or reception is on grass, sand or uneven ground.
• Common terms, loosely: black tie usually means tuxedos and floor-length gowns; formal or black-tie optional is dressy, with tuxedos welcome; cocktail often means suits and knee- to midi-length dresses.
• Dressy casual is smart but relaxed, such as chinos or a sundress, and casual means comfortable everyday clothes. These are guides, not rules, and people read them differently, so add a one-line explanation.
• Say it plainly, for example: garden party attire, with flat shoes recommended for the lawn.
• If you invite guests to wear cultural or traditional attire, explain what that means for those unfamiliar with it.

• “Will guests be walking on grass, sand or cobblestones?
• “Will it be cold after sunset, or very hot at midday?
• “Is there any attire we’d rather guests avoid?

Invitations usually go out about 6–8 weeks before the wedding, or 8–12 weeks ahead for destination weddings, and design, proofing and printing can take several weeks. Starting about 3–4 months out leaves room for changes. It’s also when you decide how guests will RSVP, what information to collect, and how to word things like dress code, children and plus-ones clearly.

• Often forgottenCouples often forget to ask for dietary and access needs on the RSVP.
• Set the RSVP deadline about 3–4 weeks before the wedding, and at least a week before your caterer needs final numbers.
• Order a few extra invitations for late additions and keepsakes.

• “What’s the latest date we can approve proofs and still send on time?
• “What do we need guests to tell us when they RSVP?
• “How should we word it if children aren’t invited?

Good signage quietly answers guests’ questions so nobody has to ask you. Planning the list now lets you match the style of your invitations, leave time for design and printing, and hold back items like the seating chart until your RSVPs are in. It also keeps you from ordering signs you don’t need.

• Keep wording short and readable from a few steps away.

• “Does the venue provide easels or sign holders?
• “Where are guests most likely to get lost?

Your invitations start the countdown for everything that depends on numbers: the caterer’s final count, the seating plan, place cards, transport and rentals. Sending them with enough lead time gives guests room to arrange travel, time off and childcare, and gives you a calm window to chase missing replies before your vendors need final figures.

It helps to have your invitation design and guest list settled before you send anything.

• Often forgottenCouples often set the RSVP deadline too close to the caterer’s final-count date, leaving no time to chase missing replies.
• Mail one invitation to yourselves first to check how it arrives.
• Address envelopes to exactly the people invited to avoid plus-one confusion.

• “When do our caterer and venue need the final guest count?
• “Does everyone on the list have a current address?
• “How will older guests prefer to reply?

Printed pieces are easy to overlook until they’re on an easel with a typo. Approving proofs now gives printers time to produce and deliver them, and gives you time to fix mistakes. Checking names is especially important, because a misspelled name on a welcome sign or program is the kind of detail people remember.

• Often forgottenStands, easels and frames for signs are often forgotten until the day before.
• Read proofs aloud; it’s easier to catch mistakes that way.

• “When will these be delivered, and to which address?
• “Can we get a reprint quickly if something changes?