Wedding Invitations

Invitations: Complete Invitation Checklist

Planning a wedding can be a head-spinning experience. Below is an invitation checklist, which will help the couple stay on track and in control.

- Start the process 4 –5 months in advance of the wedding, by gathering information e.g. date of the wedding, time and place of ceremony, reception hall, time of dinner and reception. Maps of how to travel to these places (in case of ordering map cards.) Menu cards are optional.

- Tally up total number of guests invited to determine number of invitations required. It is usually one per family, one per couple. Add on a couple of extras in case some become damaged and one for scrapbook.

- Select a theme or colour for the invitations. Check invitation catalogues, paper shops, bridal magazines and websites for great ideas.

- Order your invitations and enclosures 3 to 4 months before the wedding.

- Obtain proof from the printer before invitations are actually produced. Proof it yourself. Give it to your fiancé, mother and a friend to ensure that all the information and spelling is correct.

- Arrange for a calligrapher or enlist a couple of friends e.g. bridesmaids, mother and future mother-in-law to help you hand address the envelopes.

- Make certain there is a stamp on the return envelope for the convenience of the guests.

- Mail invitations 6 –8 weeks in advance of the wedding.

- Compile a list of guest who sent their reply cards back and are attending the wedding and whether single guests are bringing a guest to the wedding.

Once this is done, you are ready to move onto the next step, letting the caterers know how many people will be attending the dinner. Being organized will ensure a smooth flow to this process and help the couple with stress-free planning.

Elements of an Invitation

Before you order your invitations learn about all of the components to include in your invitation ensemble.

ENVELOPES - The outer envelope is the mailing envelope. It is addressed with the full name of the recipients and their address. The inner envelope contains the invitation itself as well as any other enclosures and is placed unsealed into the mailing envelope. Many people now omit the inner envelope in an effort to save both on cost and the waste of paper.

INVITATION - The invitation contains all of the details surrounding the wedding itself. This includes when and where as well as what time it is taking place. If you are not including a separate Reception Card, you would include details about the reception on the invitation as well. See the section on Invitation Wording for specific details.

MAP CARD - This card provides guests with written directions as well as a visual map to identify the locations of both the ceremony and the reception. This is useful if you are inviting a lot of out-of-town guests.

RECEPTION CARD - This card provides guests with details about the reception if your invitation only includes details about the ceremony. This is also useful if you are inviting all guests to the ceremony but only certain ones to the reception.

RESPONSE CARD - This card is what your guests will return to you indicating whether or not they will be able to attending the wedding as well as the number of guests they may be bringing. This is helpful in determining your final guest count for food, favours, etc..

SAVE-THE-DATE CARDS - These cards are sent to guests six to eight months before the wedding. This is an effective way of not only announcing your engagement but also informing guests about the date, time and location of the wedding so they can mark it on their calendars. These are important to send if you are planning on having a destination wedding where guests may need to plan financially as well as take time off work.

THANK-YOU CARDS - These are sent to guests in appreciation for their wedding gifts. If you receive a gift in the months and weeks preceding the wedding, send out a thank you card at once. For gifts given the week or day of the wedding, send no later than one month from returning from your honeymoon.

QUOTE CARD – This card is optional and is generally in with the invitation ensemble and placed before the actual invitation. It has a quotation, which maybe used in the vows at the ceremony or a personal quote that pertains to the couple and their love for each other.

EVENT/PROGRAM CARD – Event/ Program cards are optional. If a program is chosen as part of the stationary ensemble, it serves the purpose of letting the guests know what the schedule is for the wedding day. Ceremony at a certain time, photos to be taken at a particular place and what time the dinner will be served, what time the speeches and toasts will begin and by who and finally the dancing.

SEATING CARDS – This card provides the guests with a table number, so they know what table they have been placed at. Sometimes they are at the door in an envelope with the guests name on it and the table number enclosed. Other times it can appear as an ornate sheet of paper with the table number and the names of the guests at the particular table, which is near the entrance door in the reception hall.

PLACE CARD – A tent folded card, which sits at the table with the guests name on it, so they know which seat is theirs. Sometimes they are placed above the plate or on the plate at the place setting.

MENU CARD – These cards are often placed in the center of the plate at the guest’s seat or there is one menu card per the table. This informs the guests of what is being served for dinner or the guests have a choice of two entrees from the menu card.

Sometimes a combo menu and place card will serve one purpose, which is a card with the guest name, letting them know where they will sit and underneath the dinner menu.

For more information on planning a wedding go to