As wedding planners, one of the most important pieces of advice you can offer couples is knowing the right timing for sending out save the dates and invitations. Getting the timing right helps couples keep guests informed and organized, while also avoiding last-minute stress. Here’s a guide to timing tips for wedding planners to help you advise your clients on when to send each and why timing matters.
Timing Tips for Wedding Planners
1. Why Timing is Crucial
Sending save the dates and invitations at the right time ensures that guests have adequate notice to plan for the big day. This is especially important for destination weddings, peak-season dates, or holiday weekends when guests may need extra time to book travel and accommodations. Well-timed communications also provide enough lead time for couples to manage RSVPs and make any necessary adjustments.
2. Save the Dates: When and Why
When to Send:
- Standard Weddings: 6–7 months before the wedding date. I always send out my clients save the dates 6 months before the wedding.
- Destination Weddings or Holiday Weekends: 9–12 months in advance.
Why Save the Dates Matter: Save the dates are a preliminary notice that reserves the date on guests’ calendars and sets the stage for the celebration. They’re a courteous way to let guests know when the wedding will be, even if the specific details haven’t been finalized. This early notice helps guests make any needed travel or accommodation arrangements, which is especially important if the wedding will require a significant commitment.
Pro Tips for Planners:
- Include Key Information: Couples should include the wedding date, city or location (especially if it’s a destination wedding), and a link to the wedding website if one is available. The exact venue isn’t necessary at this stage.
3. Wedding Invitations: Timing for Maximum Impact
When to Send:
- Local Weddings: 6–8 weeks before the wedding date. I always strive to send out wedding invitations for my couples 8 weeks before the wedding.
- Destination Weddings or Holiday Weekends: 10–12 weeks in advance.
Why Invitations Matter: The wedding invitation is the official announcement and includes the essential details guests need: venue location, time, dress code, RSVP details, and sometimes additional events like rehearsal dinners. This is when couples expect RSVPs, allowing them to finalize head counts and catering arrangements.
Pro Tips for Planners:
- Set RSVP Deadlines: A clear RSVP deadline—ideally 3–4 weeks before the wedding—is crucial to finalize seating and catering numbers.
- Remind for RSVP Follow-ups: Couples should plan for potential follow-ups with any guests who haven’t replied by the deadline.
- Offer Digital RSVP Options: Encourage clients to provide digital options for RSVPs, which many guests find easier and more efficient than traditional mail-in options.
In Summary: Key Milestones to Remember
| Item | Standard Timing | Destination/Holiday Wedding Timing |
|---|---|---|
| Save the Date | 6–8 months before | 9–12 months before |
| Invitation | 6–8 weeks before | 10–12 weeks before |
| RSVP Deadline | 3–4 weeks before wedding date | 3–4 weeks before wedding date |
With these tips, you can guide couples through a stress-free timeline for sharing the details of their special day with guests. The right timing allows the focus to stay on enjoying the celebration rather than worrying about logistics, and helps ensure a smooth experience from planning through to the big day.
