A Calligrapher’s Secrets to Your Flawless Wedding Invitation Mail-Out!
After the announcements and engagement parties, mailing out your wedding invitations is the next Champagne Moment!
Mail-out day marks the official start of your Wedding Day Countdown. And leaving your invitations at the post office can be surprisingly emotional! With early prep and a few insider tips, your mail-out can be effortless and stress-free.
The secret to an effortless mail-out is early preparation and attention to a few key details.
Create a Wedding Invitation Timeline
Your invitation calendar should cover these key steps:
Book your calligrapher early!
There are two busy wedding seasons per year. Your calligrapher will appreciate time to collaborate and experiment with inks and papers before envelope addressing and other projects begin.Choose and order your stationery suite.
Research postage options—but wait to buy stamps until your invitation suite is complete and ready to weigh.
Find a post office that allows hand canceling.
This adds a romantic, personal touch and keeps your invitations looking pristine.Address the invitations and RSVP cards.
[I block out about one week per 100 addresses or 200 place cards.]Assemble your complete invitation suite.
Mail within the recommended window: 8 to 12 weeks before the wedding, depending on your event.
Keep your calligrapher’s contact info handy for last-minute edits or address changes.
Have Sufficient Envelopes
Order at least 10–15% extra envelopes, place cards, or menu cards—no matter who is addressing them (you, a family member, or your calligrapher). Mistakes happen, and extra supplies save last-minute stress.
As extra insurance, leave a few blank envelopes or place cards with your calligrapher when you receive your completed project. If there are last minute changes, having a few blanks already in the hands of your wedding calligrapher will save you a few days!
Guest List Tips
Refine your guest list carefully, making sure addresses are accurate and up to date.
If your master list is numbered, lightly pencil each guest’s number on the back of their RSVP card to avoid “mystery guests” (guests who reply without writing in their names).
Weigh Your Suite and Buy Postage
Bring a complete invitation suite to the post office to weigh it.
Order or purchase postage based on that weight.
Don’t forget to stamp your guests’ RSVP envelopes—it’s a kindness and helps ensure timely responses.
Hand Canceling
Hand canceling—the classic circular postal cancellation stamp—is discreet and doesn’t interfere with your invitation’s presentation. It avoids extra machine handling that can leave “zebra stripes” or tire track marks.
Ask at your post office if hand canceling is available. If not, try a smaller branch or visit during low-traffic hours.
Each office’s policy is different: some require you to hand cancel under supervision, or may charge a small fee per envelope.
Ask Your Calligrapher About Sealants
Protect your carefully crafted invitations by asking your calligrapher about envelope sealants. This extra step helps keep your invitations pristine through the mailing process.
Mail Out Day
Mail your invitations 8 to 10 weeks before the event. For destination weddings or international guests, allow 12 weeks.
Avoid the Curbside Mailbox
For best results, hand your invitations directly to a postal clerk at the post office counter rather than dropping them in a curbside mailbox.
This can put your invitations into the mail stream up to a day earlier and helps protect them from the rough handling of urban mailboxes.
If you follow these simple steps, your invitations will be on their way smoothly—and you’ll be one step closer to your perfect day!
