How To Properly Assemble and Mail Invitations (2023)

How To Properly Assemble and Mail Invitations (1)It’s officially Spring. This means wedding and graduation season is finally upon us.

Wedding bells are beginning to ring and graduation caps will soon be tossed. Planning for these exciting, monumental life events includes a task that many consider a chore- preparing and sending invitations. Consequently, inciting panic during what should be a season of celebration.

How do you stuff an invitation into an envelope? What is the etiquette for invitations? How do you put together a wedding invitation? How do you stuff an envelope with a RSVP card? Why do graduation invitations have 2 envelopes?

So many questions and so much stress swirls around what’s actually a simple task. When you understand the proper order and etiquette, assembling your invitations is easy. Once stuffed, they're ready for the mail. Family and friends will not only join in your season of celebration, but they’ll also be impressed with your formality.

Weddings and Graduations Power the Invitation Industry

Due to the COVID-19 pandemic, weddings plunged in 2020. However, the industry is bouncing back with force. This year, over 2 million people are set to say, “I Do!”

According to The Knot, the average wedding in 2023 costs $30,000. Wedding Services in the United States is a $70 billion industry.

Wedding invitations cost, on average, $510 based on a study. This figure does not include invitations to showers, bridal events, or save the dates. Brides suggest that couples should allot 4-6% of their wedding budget towards invitations.

Both industry leaders site that the quantity, style, and detail elements contribute to the expense.

The U.S. Department of Education predicts that just under 3.5 million students will graduate from high school this year. Approximated 4.7 million more students will be graduating with their secondary education degrees in 2023. These include Associate’s, Bachelor’s, Master’s, or Doctor’s degrees.

Graduation announcements are different from wedding invitations as the options vary greatly. Most people who think of graduation announcements, typically picture traditional announcements which feature the school seal embossed on the outside.

Larger vendors, such as Balfour and Josten, sell graduation announcements through the school. These vendors often provide other services, such as class rings and letter jackets, as well.

This style announcements run, on average, $115-$200 per 25 cards. The price is often al la carte. Grads can build their own package. These announcements include two envelopes, tissue paper, a personalized name card, and sticker seals.

In recent years, non-traditional announcements have gained popularity as graduates and their parents search for other options. Options that are less expensive, require less assembly, and also offer a more personalized theme to the graduate. Many grads opt for an announcement that includes a photo spread from their graduation session and details for their graduation party. Popular online retailers for non-traditional announcements/invitations are Shutterfly, Minted, or VistaPrint.

There is no right or wrong option. Graduates and their parents should choose the option that serves them and their budget best!

Invitation Do’s and Don’ts

DO- Consider mailing your invitations via Certified Mail®.

Even though invitations are not typically sent Certified, it does guarantee letter tracking and delivery confirmation. The convenience that comes with sending Certified Mail from the comfort of your own home with Certified Mail Labels is unmatched.

DO- Pay attention to when you mail your invitations and announcements.

Wedding invitations should be mailed six to eight weeks before the wedding.

Graduations announcements that do not include an invitation to a ceremony or party can be sent anytime during the grad season. They can even be mailed up to two weeks after the graduation itself.

If the announcement does include an invitation, then it should be mailed at least two weeks prior to the event. However, allowing guests to plan for travel is considerate. So, four to six weeks before graduation is ideal.

DO- Tally your guest list before ordering your invitations and announcements.

Save time and money by knowing the exact number of invitations or announcements you need prior to placing your order.

DO- Hand cancel your invitations if necessary.

When it comes time to mail your wedding invitations, do your homework. If your invitation suite includes additions, such as wax seals or ribbons, request the Postal Service to hand cancel them. This means, the envelope is stamped by hand instead of running through the machine for processing.

Envelopes that are not perfectly flat can get stuck in the machine. As a result, the recipient will receive their invitations in a tattered and distressed state. Note: Be prepared to pay an additional fee for hand canceling.

DON’T- Forget postage for your response cards.

It is proper etiquette to have the envelope of the response card filled out with your name and address. As well as, postage in place. The goal is to make the response process simple and effortless for your guests. They should be able to fill in their response, place it in the envelope, and mail it back to you.

Note: The M on the response card begins their title. Such as, Mr., Mrs., Ms., or Miss.

How to Assemble Invitations and Announcements

Before assembly, take inventory of all items that are to be stuffed. To work most efficiently it is best to set up an assembly line. Place the items in the order in which you will pack them and begin stacking. As a general rule of thumb, items are typically stacked from largest to smallest.

Wedding Invitations

A traditional wedding invitation suite includes four items: the invitation, the response card and its envelopes, the mailing envelope, and postage. Additional elements include direction cards, secondary envelopes, insert cards, affixing elements, etc.

How To Properly Assemble and Mail Invitations (2)Order to Assemble:

  1. Invitation
  2. Tissue Paper- This item is optional. Historically, the tissue paper prevented ink from running, but ink today rarely smudges.
  3. Insert Card(s)- These include direction cards, accommodation cards, reception information, etc. They should be placed largest to smallest.
  4. Response Envelope and Card- Place the filled-out envelope face down and put the response card, face up, inside the envelope flap.
  5. Inner envelope- If you are using two envelopes, insert the stacked items above into the inner envelope face up.
  6. Outer envelope. - Insert the stacked items above into the envelope face up. If using a secondary/inner envelope, stuff this filled envelope into the outer envelope face-up and folded edge first. Seal the outer envelope.
  7. Address the outer envelope with the recipient’s formal name and address. Write the return address in the upper left corner and add the postage stamp to the upper right corner. Note: Some couples use customized or vintage stamps to add a personalized touch to the invitation.

Using ribbons, bands, and wax seals? Here’s what you need to know.

Graduation Announcements

One thing they probably didn’t teach you in school is how to stuff your graduation announcements. So, we’ve got you covered.

A single piece announcement/invitation should be placed face up into the exterior envelope and sealed. If you have multiple elements, see the order below. As with any invitation suite, items are typically stacked from largest to smallest and always face-up. The recipient should not have to flip an item to view it upon removing the stack from the envelope.

Announcements should be addressed by hand using blue or black ink.

How To Properly Assemble and Mail Invitations (3)Order to Assemble:

  1. Insert the name card and tissue paper into the announcement. The name card should be placed in the designated cut outs to hold it properly. Note: Photos of the graduate or details about a graduation party should be placed inside the announcement.
  2. Place the announcement, face-up and folded edge first, into the inner envelope (smaller envelope with no gummy flap).
  3. Secure the inner envelope closed with seal or monogrammed stickers included with the announcement suite.
  4. Be sure the inner envelope is noted with the recipient’s name or what the graduate called them. Example: Grandma Jane, Uncle Bob and Aunt Karen, etc. These are less formal than the outer envelopes notations.
  5. Insert the inner envelope, flap side down, into the outer envelope.
  6. Seal and address the outer envelope with the recipient’s formal name and address. Example: Ms. Jane Smith, Mr. Bob and Mrs. Karen Jones.
  7. Write the return address in the upper left corner and add the postage stamp to the upper right corner.

Mailing Invitations and Announcements

Now that your cards are stuffed and addressed, they are ready to be mailed. USPS postage is typically used to send wedding invitations and graduation announcements. To ensure delivery, we encourage you to consider sending via Certified Mail with Certified Mail® Labels.

Conveniently address and print USPS Certified Mail® Labels online and save $2.45 on postage with Certified Mail Labels. Get email notifications with Electronic Delivery Confirmations, Return Receipt Signatures, and tracking on each letter sent.

Users also have access to a 10-year data archive at no extra cost. No special software or equipment is needed. Just log on, address, print, and mail. There are no contract or monthly fees.

Enjoy this exciting and busy season by skipping the trip to the Post Office. For step-by-step instructions on how it works, click here or create your account now.


How To Properly Assemble and Mail Invitations? ›

Basic Information for All Invitations

You'll want to let your guests know the purpose of the event (if there is one), the time (start and end), the place, special instructions (for example, costume party), and style (formal or casual). You should also ask your guests to RSVP so you are better able to plan.

What is proper etiquette for sending invitations? ›

Basic Information for All Invitations

You'll want to let your guests know the purpose of the event (if there is one), the time (start and end), the place, special instructions (for example, costume party), and style (formal or casual). You should also ask your guests to RSVP so you are better able to plan.

What is the correct way to put invitation in envelope? ›

Your invitation should be inserted into the envelope face up so that the text is legible when removed from the envelope by your guests. If you are unable to insert the invitation right side up, it should be turned in the envelope counter-clockwise.

How far in advance should party invitations be mailed? ›

A good rule to follow is to give your invitees at least four weeks' notice of the party. However, if any of these apply to your celebration, be sure to give your guests some extra time.

How soon should party invitations be mailed? ›

Invitation Timing
The EventWhen to Invite
Formal dinner3 to 6 weeks
Graduation party3 weeks
Housewarming partyA few days to 3 weeks
Informal dinnerA few days to 3 weeks
10 more rows

Where does the tissue go in an invitation? ›

What order do wedding invitations go in and where does that tissue go, you ask? As mentioned, tissue is placed over the main invitation wording and if necessary, over each card for protection. With tissue (or vellum) inserts on top of each, stack your invitation ensemble from largest to smallest.

What is the format layout of formal invitation *? ›

Answer: The format of an invitation typically includes the host's name, the event title, date and time, location, RSVP instructions, and any other relevant details.

Should formal invitations be written in box? ›

Yes. It is necessary to write the invitation inside the box. Explanation: For intimate occasions, informal invitations are sent.

What are five W's that are important when sending invitations? ›

Include the five W's in the Invitation: Making sure the who, what, when, where, and why is covered within the invitation ensures that your guests get all the information they need.

What should you not include on an invitation? ›

Directions: Never include driving directions or maps on the invitation. This information should always be included on a separate card. Do not use photocopied maps. Any maps or directions should be printed in the same style and on the same paper as your invitations when possible.

What should be first in the invitation? ›

The Names of Couple

Traditionally the name of the bride always precedes the groom's name. Formal invitations issued by the bride's parents refer to her by her first and middle names, the groom by his full name and title; if the couple is hosting by themselves, their titles are optional.

What is the most formal way to address an envelope? ›

For formal correspondence, use the recipients' full names (Rebecca vs. Becca), including their middle name if you know it. Don't use any initials or abbreviations in names or street addresses (Avenue vs. Ave. or Apartment vs.

Is there a proper way to address an envelope? ›

Addressing Envelopes and Packages
  1. Recipient's name.
  2. Business's name (if applicable)
  3. Street address (with apartment or suite number)
  4. City, State and ZIP code (on the same line)*
  5. Country*

Do you have to put Mr and Mrs on wedding invitations? ›

Married Couples: Formal

Traditionally for married couples, you include the male's first and last name (i.e. Mr. and Mrs. Kenneth Arendt). It's likely the most familiar and the most common way to address envelopes.

When should RSVP be due for birthday party? ›

As for the deadline, give your guests an exact date to RSVP by so that you can finalize the headcount and plan accordingly. Typically, an RSVP date two weeks before the day of the event is suggested as it gives you enough time to place food orders and start putting together party favors.

Is 2 months too early to send birthday invitations? ›

Generally 4-6 weeks is fine for birthday parties. If it's a big party (think Sweet 16, 21st birthday, or another major milestone) and you want to make sure certain people can be there, you may want to clear the date with them ahead of time, or at least give them a longer lead time with your invitations.

How many days in advance do you mail wedding invitations? ›

Invitations should be sent to your guests six to eight weeks in advance of your wedding. Invitations for destination weddings should be sent to your guests three months in advance of your wedding.

Is 3 months too early to send out wedding invitations? ›

As little as 3 months before and as early as 12 is also perfectly acceptable. If you want to send something more than a year in advance I'd advise a save the date card and follow up with the invitations 4 to 6 months later.

How long before a shower do you send out invitations? ›

When should you send out shower invitations? For both bridal and baby showers, Katrina Hutchins, owner of Katrina Hutchins Events, recommends sending out invitations six to eight weeks in advance.

Do you put tissue paper over or under? ›

Article continues after video. According to science, the correct way to hang toilet paper is "over." Why? Because "under" vastly increases the possibility that food-poisoning bacteria will spread from the restroom to the rest of the workplace.

Does the RSVP card go in front of the invitation? ›

First, insert the invitation facing up (as outlined above). Second, insert the RSVP card or response card, under the flap of the included envelopes (all paperlust RSVP cards come with free premium envelopes except for those that are postcards), not inside it.

Do you put RSVP card in envelope? ›

RSVP cards are included in the same envelope as your wedding invitations, typically placed on top. They're accompanied by postmarked, addressed return envelopes so that guests can fill out the required info and send back the completed card to you (or the event hosts/planners) with minimal effort.

How do you end an invitation? ›

The salutation is Dear + name. The complimentary close is 'Yours sincerely'. Various tenses of the verb are used, unlike the formal invitation. The invitation does not ask for a reply as in the formal invitation.

How do you structure a party invitation? ›

As a basic guide, party invitations should include:
  1. Your name.
  2. Type of party: Let your guests know what special occasion or milestone your party is in aid of, whether that be your 30th birthday or your engagement.
  3. Date and time of the party.

What are the basic parts of a invitation? ›

Formal invitation Components
  • Name of host.
  • Invitational (requests the pleasure of your company, cordially invites you to)
  • Event type/name/purpose (e.g., luncheon, dinner, reception, lecture)
  • Date.
  • Hour.
  • Place.
  • Reply instructions (e.g., reply card or phone number)
  • Disabled instructions (e.g., fax or email)

Can I mail invitations in a mailbox? ›

You can just put them in the mailbox! If you want to hand-cancel them, or are suspicious of your mailbox or mail carrier – take them in. It never hurts to mail wedding invitations at the Post Office, especially if you need a confirmation on your postage amount.

Why do formal invitations have 2 envelopes? ›

Sending out an invitation in two envelopes ensures that each guest will receive a pristine envelope, even if the outer one has been torn or soiled in the mail. Still, the two are not necessary; you may omit the inner envelope if you wish.

Do you have to put stamps on invitations? ›

As a general rule, pocket invitations, or multi-layered wedding invitations with multiple enclosure cards will weight just over 1 ounce meaning additional postage will be required. If your wedding invitation weighs more than one ounce but less than two ounces, you will need a 2 ounce stamp.

What facts must an invitation contain? ›

Essential information to include in your invitation:
  • The date and time of your event.
  • The address of the event.
  • What time guests are expected to arrive.
  • The dress code.
  • What guests are expected to bring.
  • The date and contact details guests should RSVP to.

How do you prepare an invitation? ›

Writing an invitation card is simple. Address your card to the person you're inviting; name the event you're inviting them to; spell out the date, time and location; and provide contact details so they can RSVP. Be sure to note if your guest should bring anything but themselves.

What does a good invitation look like? ›

Your invite should reflect the theme of the event. It should do more than just inform people of the practical details. It should be a part of the event itself by building excitement ahead of time. So whether you opt for a mailed paper invite or a quick electronic message, it has to match the general theme of the event.

What is the content for an invitation mail? ›

Invitation email format. Invite emails are easy to write (if you follow this format). First, a strong, simple subject line spells out what you want. That's followed by a body copy that offers value and contains all the details people need (such as date, time, and location).

Is it OK to not respond to an invitation? ›

Not replying to someone who had sent you an invitation, made a request, or asked a question would be seen as a breach of the social contract. Indeed, it's the entire basis of the RSVP, which literally comes from the French phrase “répondez s'il vous plaît,” or “please respond.”

Whose name goes first on envelope? ›

NOTE: Traditionally, a woman's name preceded a man's on an envelope address, and his first and surname were not separated (Jane and John Kelly). Nowadays, the order of the names—whether his name or hers comes first—does not matter and either way is acceptable.

Who goes first on invitation? ›

First things first, whose name goes first:

Traditionally, the bride always precedes the groom. For a formal invite, we would always suggest the bride to be referred to by her first and middle names. The groom is referred by his full name and title (optional).

When should you hand out invitations? ›

Traditionally, it is advised to send out invitations eight weeks before your event.

Do you have to write Mr on an envelope? ›

Ensure that you provide both the forename and surname of the recipient. Consider using the title of the recipient, depending on your relationship with them. For business letters, it's best practice to include Mr or Ms.

Where can you not write on an envelope? ›

DO NOT WRITE ANYTHING BELOW OR TO THE LEFT OF THE DELIVERY ADDRESS. Address Block Location This refers to the placement of the Return address and Delivery address. These areas are the same for an envelope that is 10” x 111/2”.

What is an spo on a letter? ›

Student Post Office (SPO)

How do you address an invitation to a family? ›

To a Family, Including Children

When inviting an entire family, the family name or the parents' names should be listed alone, and everyone can be included on the inside. When including female children under the age of 18, address them with a Miss.

How do you address an envelope to multiple recipients? ›

If you're writing to multiple recipients at the same address, you may list each of their full names and job titles separated by a comma. If each recipient belongs to a different group, department or place of employment, you may include a parenthesis that designates this information.

What is the correct etiquette for wedding invitations? ›

Wedding invitations should include the full names of the couple getting married, those of the hosts (if they're different), and the place and time of the ceremony—that's it. These invites, by Epoch Designs, do just that.

Should first and last name be on wedding invitation? ›

Typically, wedding invitations include the first and middle names of both the bride and groom, and the first, middle and last names of the bride and groom if parents aren't listed.

Does the male or female name go first on guest invitations? ›

Tradition dictates that the bride's name always comes first, whether on save the date cards, wedding invitations or anything else.

How to print two invitations on one page? ›

Print multiple pages per sheet per paper using Acrobat or Reader
  1. Choose File > Print.
  2. From the Page Scaling pop-up menu, select Multiple Pages Per Sheet.
  3. From the Pages Per Sheet pop-up menu, select a value.
  4. From the Page Order pop-up menu, select Horizontal, Horizontal Reversed, Vertical, or Vertical Reversed:
Jan 7, 2022

Are all invitations written in box? ›

It is generally enclosed in a box. It should answer to the 5Ws: WHAT- The occasion.

What is the format for mail? ›

An email format includes a subject line, greeting, body, closing line, and signature. Keep subject brief, personalized greeting, use clear language, end with a suitable closing line and signature for an effective email.

What is the format of writing mail? ›

Subject - The title of the Email with a phrase/one line regarding the main purpose. Greeting - Words like Hello. Hi, Respected before the recipient's name. Signature - Phrases like Thanks, Regards, and your name under it.

Where do you put multiple stamps on an envelope? ›

The return address should be in the top left corner, the mailing address should be written clearly in the center, and the stamp should be fitted securely to the top right corner of the envelope. Stamps should not overlap, and extra postage can be placed on the back of the envelope.

Is it worth printing your own invitations? ›

Homemade invitations are typically more affordable than the ready-made variety because when you design, print, and assemble invitations on your own, you are eliminating the fees charged by professionals, leaving you to purchase just the materials needed for your design.

What format is best for printing invitations? ›

JPEG or the 'Joint Photographic Experts Group' is one of the most popular formats with good photo quality. It is a great way to email your invitations to the guests. The file size of this format is generally smaller is size. Compression reduces the total size of the file but it discards some of the information too.

How to Print two 5x7 on one page? ›

Use Explorer to navigate to the file location, set the file list to show the pictures then Ctrl/Shift + click to select the images you want to print. Right click and select Print from the context menu, this will show the older print menu where you can define the paper size (A4) and the number of photos per page.

What size cardstock is best for invitations? ›

A7 Flat 5x7 inches or Lee Flat 5-1/8 x 7 inches - 5x7 inch card stock is the most sought after card stock for DIY invitations. Both the Lee and A7 Flat cards have a generous surface space for printing wedding invitations. Both fit perfectly into an A-7 or a Lee Envelope, both which are sized at 5.25 x 7.25 inches.

How to print invitations at home on cardstock? ›

How to Print Invitations on Cardstock Paper
  1. Measure your invitation cardstock to know its exact width and length. ...
  2. Insert the short end of your cardstock into your printer feed. ...
  3. Click "Print" in the editing program you are using to craft your invitation.
  4. Input a custom size into the printer properties.


Top Articles
Latest Posts
Article information

Author: Jonah Leffler

Last Updated: 10/23/2023

Views: 6526

Rating: 4.4 / 5 (65 voted)

Reviews: 80% of readers found this page helpful

Author information

Name: Jonah Leffler

Birthday: 1997-10-27

Address: 8987 Kieth Ports, Luettgenland, CT 54657-9808

Phone: +2611128251586

Job: Mining Supervisor

Hobby: Worldbuilding, Electronics, Amateur radio, Skiing, Cycling, Jogging, Taxidermy

Introduction: My name is Jonah Leffler, I am a determined, faithful, outstanding, inexpensive, cheerful, determined, smiling person who loves writing and wants to share my knowledge and understanding with you.