Wedding Invitations 101: Who to Invite, What to Include, and When to Send 

You’re engaged, and the excitement is real. Between admiring your new ring and securing your dream venue, it is time to get the word out about your big day. Whether you're planning a grand celebration or a cozy destination wedding, your invitations set the tone. Here's how to handle the who, what, and when of getting them right. 

Who Should You Invite? 

Deciding who makes the guest list is one of the most challenging parts of wedding planning. It's also one of the most personal. You want to include everyone you love, but your budget, venue capacity, and event style will set some limits. 

Here's something to help: around 20 to 25 percent of invitees usually can't attend. That gives you some breathing room. If your venue holds 120 people, inviting 140 is typically safe. You don't have to agonize over every cut. Prioritize your inner circle first, then move outward from there. 

Keep things organized with a digital guest list tracker. This makes it easy to monitor RSVPs, meal choices, and address updates as you go. 

What to Include in Your Wedding Invitations 

Start with Save the Dates. These go out about six months before your wedding. For destination weddings or events on holiday weekends, aim for eight to twelve months. All you need is your name, your wedding date, and the city. Many couples personalize them with engagement photos or custom illustrations, and digital versions are becoming increasingly popular. 

Next comes the formal invitation. This should include your full names, the event date and time, the full address of the venue, and any important notes. If your ceremony and reception are in dierent locations, add a separate reception card. For guests traveling in, include a card with hotel details or a QR code linking to your wedding website. 

Don't forget the RSVP. If you're sending physical response cards, include a stamped and addressed return envelope to make it as easy as possible. Many couples also oer an online RSVP option through their wedding website, which streamlines the process and helps you stay organized. If you're oering dinner options, list those on the RSVP as well. 

When to Send Wedding Invitations 

Timing is everything. Send Save the Dates six months before your wedding date. For longer travel or international guests, send them sooner. 

Send formal invitations about six to eight weeks before your wedding. That gives guests enough time to plan but keeps your event top of mind. Set your RSVP deadline for about four

weeks before the wedding. This gives you time to finalize headcounts, meal selections, and your seating chart. 

Avoid sending invitations too early. Guests may RSVP "yes" when their calendar looks open, only to cancel later when something comes up. That can lead to last-minute changes and unnecessary stress. When the window is tighter, guests are more likely to commit and stick to their plans. 

Make your process as smooth as possible by using a wedding website and digital tools. Sites like Zola, Joy, and Minted let you collect RSVPs, share travel details, and manage your guest list in one place. 

The Bottom Line 

Your wedding invitations are more than just information. They're the first impression your guests will have of your big day. When you know who to invite, what to send, and when to send it, the process becomes much less overwhelming. 

Planning your wedding in 2025? Start strong with a clear invitation strategy and everything else will fall into place.