How to design your wedding invitations

The end of pandemic restrictions has unleashed a great wave of socialising – parties, dinners, celebrations and, inevitably, weddings. Many couples were forced to defer long-planned weddings because of legal limitations and are now eagerly anticipating their big day.

So now is the time to think about wedding invitations, which are usually sent out at least 12 weeks before the wedding date.  These are all-important because they perform a number of functions. Most obviously, they alert your guests to the date, or at least remind them (you will probably have already sent save the date cards). They also inform guests of the location and time, and their RSVPs will form the basis of your numbers calculations and wedding planning. More subtly, they will give your guests an idea about the nature and style of the day and – along with additional information sent out with the invitation – will help your guests to make informed decisions about what to wear, wedding gifts, overnight accommodation and so on.

Choosing the Style

Some basic factors will dictate the look and feel of the invitation: size and shape, colour, material and typeface. Finishing touches may include a lined envelope and ribbons, and possibly an additional ‘device’ – for example a personalised monogram.

The style and formality of the invitation should reflect that of the wedding. The smartest and most traditional (and expensive) invitations are engraved. An elaborate copperplate typeface will reinforce the traditional style. A more classical serif typeface (such as Baskerville or Garamond) or a modern sans serif typeface (such as Futura or Helvetica) will each signal degrees of departure from strictly traditional form.

Flat printing and thermography are alternatives; if opting for thermography a matt ink surface is a better replica of engraving. Artistic, original invitations, which may be letterpress printed or handmade, are also popular for wedding invitations. You may wish to introduce a theme to reflect the general look and feel of the wedding. Invitations can include photographs or illustrations, or blind embossing. They may also be printed on unusual materials, such as vinyl, perspex or fabric.

A calligrapher may be hired to address the invitations and envelopes. A more practical option may be to enlist the help of a friend or family member who has attractive handwriting.

The Traditional Route

A traditional wedding invitation is made of card and measures 8 x 6 inches (20.3 x 15.2cm) folded in half with the text on the first (outer) page. This would usually be in black copperplate script, on a cream or white matt background. The name of the guest is handwritten in ink in the top left-hand corner. 

On formal invitations, guests should be addressed by their full title, for example, Mr and Mrs Aaron Williams, Miss Eleanor Copcutt, the Lady Alice Torstenson (for less formal invitations it is acceptable to use only first names). 

The traditional format for a wedding invitation where both parents are married is as follows:

Mr and Mrs John Standish request the pleasure of your company at the marriage of their daughter Caroline to Mr Christopher John Herbert At St Paul’s Church, Knightsbridge On Saturday 24th September 2022 at 3 o’clock and afterwards at The Hyde Park Hotel, London SW1

Ringing the Changes

There is nothing to say that more contemporary styles and wording cannot be used – there are no set rules and no ‘right’ or ‘wrong’ styles.

It is also important to bear in mind that many families, and weddings, will not fit into the traditional format above. The bride and groom may be hosting themselves, rather than their parents; stepfathers and stepmothers may be hosts; divorced parents may also be hosting, singly or together. All these variations, and several more, can be accommodated and should not be a cause of anxiety. (See our detailed guidance

Further Information

A separate sheet giving practical information can be included with the invitation; it is fine to print these at home, as long as a good printer and quality paper are used. The following information typically appears within these enclosures:

Taking it Outside...

On 15 March the Government has announced that outdoors weddings at licensed venues in England and Wales will be legalised. This change was introduced as a temporary measure during the pandemic; the fact that it has now been made permanent has received overwhelming support from the public and the wedding industry. Gone are the days when weddings were only allowed outdoors if they took place in an outdoor structure, such as a bandstand, or even a boat. Now any approved premises can hold the entire ceremony outdoors.

For anyone who is planning an outdoors ceremony this summer, there will be a number of pros and cons.

Al Fresco Advantages

•You can choose a beautiful and picturesque venue, which will provide a memorable backdrop for your wedding pictures, and will be a talking point for your guests.

•If you’re on a tight budget, you can allow Mother Nature to carry the brunt of the costs. A stunning setting, well-stocked flowerbeds, stately trees, or views of open countryside or coastline will all mean that you need minimal decoration.

•Numbers will be much more flexible ­ – the great outdoors will mean that you are not subjected to irksome restrictions, except on the grounds of costs.

•Outdoors weddings are excellent for children and families. Kids can play freely without interfering too much with the adult proceedings (even avoiding the ceremony itself, as long as they’re supervised), meaning that your guests will be much more relaxed. Guests might even be able to bring their dogs.

•Logistics are minimised by holding the ceremony and reception in the same place. Once guests have arrived for the ceremony they’ll be there for the long haul, and you won’t have to organise complex transport arrangements.

Al Fresco Disadvantages

•Weather is obviously the primary consideration. The main risk is rain, and you will have to make provision for this in all your planning (see below).  You should also be aware that your wedding day might be unseasonably cool, and guests might not have come fully provisioned with coats, wraps etc.

•Wind can be a real pest, especially during the ceremony. No bride wants her carefully styled hair or wedding outfit to be blown into disarray by a sudden gust of wind, and the celebrant will be irritated if the wedding register goes flying. You will need to think about windbreaks and protective shelters for the wedding party.

•At a large outdoors venue you will run the risk of the wedding party becoming dispersed and non-focused. You will need to work hard to create dedicated spaces (for sitting, chatting, eating, listening to music or speeches), otherwise you will spend most of your day marshalling the disorientated crowds.

•If your dream wedding is a super sophisticated occasion, where everyone looks sleek and well-groomed and the table settings are impeccable, think carefully about an outdoors venue. You will have to accept that the weather is completely outside your control, and can easily wreak havoc, and therefore outdoors weddings are better suited to couples who prefer a more relaxed, bucolic and improvisational mood.


•You will need to investigate the world of marquees, pagodas, pavilions and gazebos to ensure that there is always shelter provided for guests and the wedding party. When planning an outdoors wedding, flexibility is key. If it is a beautiful sunny day your guests won’t want to be cooped up in a marquee for the wedding ceremony, although they might appreciate it during a sit-down lunch, or in the late afternoon and evening, when the weather cools down. It is best to plan two or three different scenarios, which you can review and adapt 48 hours before the wedding, when weather forecasts are accurate and you know what to expect.

•Even if the weather is clement, consider some sort of open-sided structure for the wedding party and the celebrant during the actual ceremony. You might be lucky enough to find a venue that offers a permanent structure, such as a bandstand or pergola. If not, investigate open-sided gazebos, which will protect the main players from the rain, wind and sun, and can be decorated with draped fabrics to make a stunning visual focus.

•With the wedding taking place outside, you will need to create an eye-catching ceremonial space for the main event. Try and choose a sheltered spot with a beautiful backdrop. Use a decorated gazebo as the main focal point, arrange the guests’ chairs accordingly, ensuring all eyes are drawn to centre-stage. You might want to create an ‘aisle’ for the bride’s entrance; you can use a carpet, or you can demarcate the walkway with plant stands or light fixtures. Try and choose a complementary theme for your gazebo and chairs – drape them in matching fabric, or use coordinated flower arrangements. The main aim is to create a special space, which is an appropriate stage for the ritual that will take place there.

•It might be wise to consider dotting temporary gazebos around your venue. They will serve as useful spots where guests can retreat to escape boiling sun or driving rain, or just provide a quiet space where they can sit down away from the social maelstrom – this is particularly useful for older guests.

•Use a profusion of inexpensive fairy lights and solar lights to transform your daytime outdoors venue into a magical night-time venue. Ensure that paths leading to the main facilities (bars, toilets, the marquee) are well-lit.

•Think about providing cosy sheepskins or woollen blankets to guests who are shivering as the night draws in. Being able to wrap up warm will ensure that the reception does not falter because of the drop in temperature.

•Tell guests what to expect. You should send out an information sheet with your wedding invitations. As well as the usual advice – directions, parking facilities, local hotels and so on – try and give your guests as much guidance about your open air venue as possible. Explain exactly where/what it is (you don’t want people turning up expecting a secluded and sheltered garden and finding themselves on a windblown cliff top). If you think that your venue requires them to wear special clothes or footwear, just say – stiletto-wearing guests, for example, would be understandably annoyed if they found they had to navigate a rocky and precipitous path to get to the ceremony venue. Explain that you will have facilities in case of inclement weather. You can even tell them to bring warm clothing so that they’re comfortable when night falls. Forewarned is forearmed and guests will appreciate the lowdown.

Weddings Revisited

The moment many couples have been anticipating has arrived and the Covid-related wedding restrictions have finally been lifted. Guest numbers are unlimited, mask-wearing no longer obligatory, self-service buffets are an option once again, and music and dancing are allowed.

But reverting to the pre-Covid situation is going to be a gradual process, and over the course of the pandemic many couples have re-thought their wedding plans, perhaps opting for smaller wedding day celebrations, to be followed further down the line by celebratory parties. Wedding venues are at a premium and therefore some flexibility and willingness to discard more conventional expectations is required.

It is also imperative, especially if your wedding is fast approaching, to remember that the pandemic is by no means over, and to exercise a certain degree of caution. Amongst your guests you will almost certainly have to accommodate the full gamut of Covid perspectives, from the very relaxed back-to-normals, who have discarded their masks and their inhibitions, to the super cautious, who are extremely nervous about social interactions.

How do you accommodate this diversity? Firstly, you must acknowledge it. If you are proceeding with your wedding, you are probably very invested in the notion that normal life has returned. But you must be aware that not all your guests feel that way and, since weddings are usually multi-generational affairs, there will almost certainly be a number of elderly guests, who may feel more vulnerable. You will therefore have to be punctilious about ventilation, ensure that seating is not too cramped so that a reasonable amount of social distance is maintained, and provide hand sanitizer and face masks.

It might be wise to add a note about Covid to the wedding information ‘pack’ you send out with your invitations (along with information about transport, accommodation and so on). You could simply add a reassuring note along these lines:

We are taking all reasonable precautions against Covid, and can assure our guests that adequate ventilation and social distancing options will be in place. Face masks are not obligatory, but we will have masks available for any guests who require them.

If you have been bruised by the whole pandemic experience, and the resulting uncertainty about your wedding has made you re-think your plans, it is quite acceptable to do so, even if you have already sent out invitations or save-the-date cards. The situation is exceptional, and people will understand reluctance to proceed with earlier plans. The most important priority is to keep your potential guests fully informed, so send out a printed card, or letter, as follows:

Wedding of John Montgomery and Helen Mayfield, 25 September 2021

We regret to announce that, because of the ongoing consequences of the Covid pandemic, we have decided to downscale our planned wedding. We very much look forward to celebrating our marriage with you at a later date (to be announced). OR We hope we will be able to celebrate our marriage with you in the near future.

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