Send your save-the-dates 6-8 months in advance for local weddings, or up to two years for international destinations. Include both partners’ full names, the complete wedding date, general location, and your wedding website URL.
Choose postcards for casual affairs or traditional cards for formal events, ensuring your design matches your wedding theme. Finalise your entire guest list first—you can’t unsend these cards. Address one per household and clearly indicate plus-ones to avoid awkward conversations later. There’s much more strategy involved than you’d think.
Key Takeaways
- Send save-the-dates 6-8 months in advance for local weddings, 8-12 months for domestic destinations, and 1-2 years for international venues.
- Include the couple’s full names, complete wedding date, general location, wedding website URL, and the phrase “Invitation to Follow” clearly.
- Choose a format based on the wedding style: postcards for casual events, traditional cards for formal occasions, taking postage costs into consideration.
- Finalise your complete guest list before sending, incorporating input from family and friends, with clear plus-one guidelines established.
- Proofread thoroughly before printing and request hand-cancellation at the post office to prevent mechanical damage during delivery.
When to Send Your Save-the-Date Cards for Maximum Impact
When should you send your save-the-date cards to ensure your guests actually attend? Timing is more important than you might think, and getting it right demonstrates that you genuinely care about your loved ones’ ability to celebrate with you.
For local weddings, send them 6-8 months in advance. Your guests need time to plan, even for nearby celebrations. Using a comprehensive wedding planner can help you keep on top of these essential timelines.
Domestic destination weddings require 8-12 months—flights and hotels get booked quickly.
International destinations demand 1-2 years because passport renewals are not immediate.
Holiday weddings need extra consideration. Send cards 8 months early to avoid the seasonal rush.
Summer dates and peak travel seasons? Adjust your timeline accordingly. Proper timing helps minimise scheduling conflicts with other significant events. Skipping save-the-dates altogether risks low RSVP turnout and creates unnecessary planning difficulties for both you and your guests.
Wedding Planner
Your dream wedding starts here! The Dear Diary Wedding Planner is the perfect companion for engaged couples, designed to help you stay organized, stress-free, and inspired throughout your wedding planning journey.
In stock
Essential Information That Must Be Included
Your save-the-date card isn’t a wedding invitation—it’s a strategic announcement that needs just enough information to secure your guests’ calendars without overwhelming them.
Start with your full names prominently displayed—no initials or middle names unless formality demands it. Include the exact date using full month, day, and year format (never abbreviate 2025 as “’25). To make planning easier for guests, consider creating a personalised planner or notebook to keep track of wedding details, which can be a thoughtful gift idea as well (personalised planner or notebook).
Your names deserve the spotlight—spell them out completely and write the full date to ensure clarity and prevent any calendar confusion.
Add your city or general area, but skip the complete venue address unless it’s critical for destination weddings. Include all guest names on the envelope to clarify who is invited and reduce confusion during the planning process.
Essential elements to include:
- Your full names and wedding date in prominent, readable fonts
- City or destination location (like “Mauritius” for regional destinations or “Cape Town, Western Cape” for local venues)
- Wedding website URL for detailed information and updates
- “Invitation to Follow” phrase to set proper expectations
Consider adding a recent photo of yourselves to create a personal connection with your guests, especially if you want to share your engagement joy. Keep it simple—your guests need enough information to mark their calendars, nothing more.
Design Elements That Align With Your Wedding Theme
Since you’ve finalised the essential details for your save-the-date, it’s time to make these cards visually striking and perfectly in tune with your wedding vision.
Your design choices should convey to your guests the type of celebration they can expect. Match your save-the-date aesthetics to the vibe of your ceremony—rustic venues suit kraft paper and hand-lettered fonts, whilst modern venues stand out with geometric patterns and bold typography. For a personal touch, consider incorporating digital elements such as a custom digital planner to share wedding updates or timelines with your guests.
| Wedding Theme | Design Elements | Colour Palette |
|---|---|---|
| Rustic/Farm | Natural textures, refined calligraphy | Earth tones, burgundy accents |
| Coastal | Nautical elements, custom illustrations | Ocean blues, sandy neutrals |
| Modern/Minimalist | Clean geometry, sans-serif fonts | Monochrome, metallic touches |
Consider incorporating cultural symbols, seasonal motifs, or destination-specific imagery. QR codes cleverly balance tradition with modern convenience, whilst textured papers and metallic accents enhance the tactile experience.
Browse through customisable designs to find inspiration that matches your aesthetic preferences, whether you’re drawn to floral motifs, watercolour effects, or minimalistic layouts. Popular collections like The Amber, Tranquil Trail, and Ornamental Elegance each offer multiple variations, with some providing up to 13 styles within a single design category.
Choosing the Right Format and Mailing Options
You’ve finalised your design, but now you’re confronted with the practical challenge of getting these save-the-dates into your guests’ hands safely and affordably.
The format you select—whether it’s a cost-effective postcard or a traditional card with envelope—directly influences your mailing strategy and costs. Save-the-date cards are available in multiple formats including postcards, magnets, photo cards, and traditional styles to complement your wedding stationery suite.
Different paper weights ranging from 110 lb. pearlescent to 360 lb. triplethick options will impact both durability during shipping and postage requirements. From protecting delicate designs during transit to understanding when hand-cancelling becomes your best friend, these decisions will determine whether your beautiful cards arrive looking as stunning as when they left your hands. For added flair, consider incorporating unique sticker designs like pink florals or leopard print to seal envelopes or decorate your save-the-date cards.
Postcards Vs Traditional Cards
When choosing between postcard and traditional card formats for your save-the-dates, budget often drives the decision — but it shouldn’t be the only factor.
Postcards save you R3.50 per piece in postage alone, plus envelope costs. For 150 guests, that’s R525 in postage savings. They’re perfect for casual weddings where you want quick, digestible information without fuss.
Traditional cards create a keepsake experience your guests will treasure. The weight and tactile quality signal importance – something worth saving rather than sticking on the fridge next to shopping lists. However, postcards printed on actual postcard material offer superior durability and resist creasing or smudging during transit.
Traditional paper formats provide access to thousands of designs, including photo, vintage, rustic, and themed options that can perfectly match your wedding aesthetic.
Consider these key factors:
- Guest expectations: Formal events warrant traditional cards
- Design needs: Multi-page layouts require traditional format
- Mailing volume: Postcards simplify large mailings considerably
- Durability concerns: Traditional cards survive postal handling better
Match your format to your wedding’s overall tone.
Protective Mailing Strategies
After spending months perfecting your save-the-date design, seeing it arrive damaged feels like a punch to the gut. You’ve invested time and money creating something beautiful for your guests, only to have postal handling ruin your efforts.
Smart protective strategies ensure your cards reach loved ones intact. Here’s what works:
| Strategy | Postcard Format | Traditional Card |
|---|---|---|
| Cost | R6.20 postage | R9.80+ postage |
| Protection | Sturdy cardstock only | Envelope + coating |
| Damage Risk | Lower (no envelope tears) | Higher handling steps |
| Customisation | Limited space | Full design freedom |
| Mailing Timeline | 6-8 months early | 6-8 months early |
Choose materials that withstand postal vibrations—thick cardstock with protective coatings resists wear better than flimsy alternatives. Standard 4.25″x6″ dimensions avoid extra postage whilst fitting comfortably in mail carriers’ hands.
Hand-Cancelling Best Practices
Although machine processing handles millions of pieces daily, your carefully crafted save-the-dates deserve gentler treatment than conveyor belts and sorting equipment can provide. Hand-cancelling protects your embellishments from mechanical damage whilst ensuring each envelope receives individualised attention.
Visit your post office early with small batches under 50 pieces. Clearly communicate your request to staff, emphasising “hand-cancel” without machine processing. This manual approach prevents wax seals from melting, ribbons from tearing, and calligraphy from smudging.
- Request hand-cancelling for wax-sealed or ribbon-adorned envelopes.
- Bring batches during opening hours for best service availability.
- Confirm staff comprehension before leaving your precious mail.
- Use proper address placement following South African Post Office guidelines for clean cancellation marks.
Your guests’ first impression deserves this extra care.
Managing Your Guest List Before Distribution
Before you send out those save-the-dates, you’ll need to finalise your entire guest list—a task that’s trickier than it sounds when you’re dealing with plus-ones, children, and family dynamics.
The golden rule here is one save-the-date per household, which means you can’t send separate cards to flatmates or adult siblings living at home without creating awkward situations.
Getting this right now saves you from scrambling later when RSVPs start coming in and you realise you’ve miscounted by 20 people.
Finalising Your Complete List
Once you’ve gathered all those scattered lists from family members, friends’ suggestions, and your own brainstorming sessions, it’s time to create one chief guest list that actually makes sense. You’ll need to combine everything whilst eliminating duplicates and establishing clear criteria for participation.
Start with your non-negotiables: immediate family, wedding party members, and closest friends. These core guests form your foundation before adding extended family and acquaintances.
- Set clear plus-one guidelines – Determine who gets a guest based on relationship status and your relationship with them
- Establish guest categories – Organise by family, friends, colleagues, and neighbours for easier decision-making
- Plan for 20% declines – Invite slightly more than your venue capacity allows
- Create a B-list strategy – Identify backup guests you’ll invite if initial invitees decline
One Per Household Rule
When you’re deciding how many save-the-dates to order, the one-per-household rule becomes your budget’s best friend—and your addressing headache’s worst enemy.
This standard practice cuts costs considerably whilst simplifying your mailing process. You’ll address one card to “The Johnson Family” or “Mr & Mrs Johnson” instead of sending separate cards to each family member.
| Household Type | Addressing Format |
|---|---|
| Married Couple | Mr & Mrs [Last Name] |
| Family with Kids | The [Last Name] Family |
| Adult Children (18+) at Home | Separate save-the-dates |
| Unmarried Couples Living Together | Both names listed |
However, exceptions exist. Adult children living at home need individual save-the-dates if they’re formally invited guests. Same goes for unmarried couples living apart—they’re separate households requiring separate cards.
Common Mistakes to Avoid When Creating Save-the-Dates
Creating save-the-date cards might seem straightforward, but countless couples stumble into avoidable pitfalls that can create confusion, hurt feelings, or unnecessary stress. You’ll want to sidestep these common blunders to guarantee your guests feel properly informed and valued.
- Don’t procrastinate on timing – Post save-the-dates at least 4 months before your wedding, or 9-12 months for destination weddings.
- Avoid addressing mishaps – Send one card per household, not per guest, and clearly indicate plus-ones with “and guest.”
- Proofread everything carefully – Double-check dates, venues, and spelling before printing hundreds of cards.
- Keep content clear and complete – Include your wedding website, avoid inside jokes, and maintain consistency with your overall theme.
What to Do After Your Save-the-Dates Are Sent
Your work isn’t completed the moment you post those save-the-dates – in fact, you’ve just entered a critical phase that will determine whether your wedding planning stays on track or spirals into chaos.
First, update your wedding website with detailed logistics such as ceremony times and reception venues. Include practical information like parking directions and hotel blocks to help your guests plan effectively.
Start tracking responses using your website’s RSVP system or spreadsheets. You’ll need this data for vendor coordination later.
Begin preparing your formal invitations, which should be posted 3-4 months before the wedding. Maintain design consistency with your save-the-dates for brand continuity.
Finally, address any returned post by updating guest records, and consider sharing save-the-dates digitally for missed contacts.
Frequently Asked Questions
Can We Send Save-The-Dates Digitally Instead of Physical Cards?
You can absolutely send save-the-dates digitally! They’re cost-effective, eco-friendly, and reach guests instantly. Digital options work perfectly for casual weddings, though you’ll want physical cards for formal celebrations.
What Should We Do if Guests Don’t Respond to Save-The-Dates?
Don’t chase shadows—focus on confirmed guests first. Send gentle digital reminders to key attendees, then plan conservatively assuming 60-85% attendance. You’ll serve everyone better by avoiding over-optimisation stress.
Is It Acceptable to Include Registry Information on Save-The-Date Cards?
You shouldn’t include registry information on save-the-date cards. It’s considered poor etiquette and appears presumptuous. Instead, save registry details for your wedding website or formal invitations to maintain proper courtesy and focus.
How Much Should We Budget for Save-The-Date Cards per Guest?
Like planning portions for a dinner party, you’ll want to budget £1.00-£2.00 per guest for save-the-dates. Larger guest lists bring costs down, while custom designs and luxury finishes increase your per-person investment considerably.
Can We Send Save-The-Dates to People We Might Not Invite?
You shouldn’t send save-the-dates to people you might not invite. This creates false expectations and puts recipients in awkward positions if they’re later excluded, potentially straining relationships and undermining your guest planning.
