The Ultimate Guide to Ordering Your Wedding Invitations: Tips, Timelines & Checklists

 
Wedding Invitation Ordering Timeline

Timing is everything! Here’s a quick guide to keep your wedding stationery on track:

12-8 Months Before Your Wedding

• Start researching and booking a wedding stationer
•  Gather inspiration for your invitation style, colours, and wording
• Finalise your guest list (so you know how many invites to order)

6-8 Months Before Your Wedding

·       Order your invitations (allow extra time for custom designs or specialty printing)
·       Start collecting guest addresses

4-6 Months Before Your Wedding
·       Send out your invitations (allow extra time if you have international guests)

2-3 Months Before Your Wedding
·     Follow up on RSVPs
·     Begin finalising numbers for your venue, catering, and seating plan

Checklist for Choosing a Wedding Stationer

Finding the right stationer is key to bringing your wedding invitation dreams to life. Here’s a checklist to help you choose the perfect one:

✔ Do they have experience with wedding stationery?
There’s a lot of extra know-how that goes into printing and wedding etiquette – and an experienced wedding stationer will save you time, stress, and money compared to someone who primarily designs for businesses or websites.

✔ Can they customise designs to fit your wedding theme?
The small touches are what make your invitations yours! Think cute details like adding your dog’s silhouette to the envelope sticker or designing a custom monogram (what we call a "Love Brand") that you can carry through all your wedding stationery.

✔ Do they offer different print finishes (foil, letterpress, embossing, etc.)?
If you love luxe, high-end finishes, you need a wedding stationer who knows how to set up your design correctly to achieve that sophisticated look.

✔ Can they provide a digital proof before printing?
You must – and I mean must – see a design proof before your invitations are printed. Double-check that your names are spelled correctly, your wedding date is right, and everything looks exactly how you envisioned it.

✔ Do they offer matching stationery for on-the-day items (menus, place cards, signage)?
Why is this important? Because when your wedding day gets closer, you don’t want the stress (or extra cost!) of trying to find someone else to match your wedding invites. Ask your stationer upfront if they can create on-the-day stationery to match – and even request a quote to see if ordering everything together saves you money.

✔ What’s their turnaround time, and does it fit your wedding timeline?
As soon as your wedding date and venue are set, reach out to a wedding stationer to discuss your stationery timeline. This will ensure everything runs smoothly without last-minute panic.

✔ Do they have good reviews?
This applies to all your wedding suppliers! Make sure you’re checking reviews from within the last 6–12 months to get an accurate idea of their service.

✔ Do they offer samples for you to see?
Your wedding invitations are the first physical piece of your wedding that your guests will hold in their hands. You want to make sure they feel as beautiful as they look! Ask for sample packs so you can touch and feel the quality before making your final decision.

What to Include in Your Wedding Invitations

Your invitation should be beautiful and informative! Here’s what you must include:

•  Couple’s names (of course!)
•  Date and time of the wedding (include the Day and Year)
• Ceremony & reception venue details (including the full address, No postcode needed)
• RSVP date & contact information
• Dress code (if applicable)
• Gift registry or wishing well details (optional)
• Other helpful information EG” Children attending, accommodation, transport (optional)
• Wedding website link (if you have one)

> Need wording inspiration? We’ve got you covered! Check out our invitation wording guide here.

How to Collect RSVPs from Guests

RSVPs are so important – they help you finalise numbers for catering, seating, and wedding favours. Here are different ways to get your guests to RSVP:

·       Traditional RSVP Cards – Classic and elegant, it is etiquette to include a pre-stamped envelope or RSVP card.

·       Wedding Website RSVPs – A modern and easy way to track responses online.

·       QR Code on Your Invitation – Guests scan and RSVP instantly (super convenient!).

·       Text or Email RSVP – Quick and simple, great for a casual wedding.

·       Assign a Wedding Party Member to Follow Up – For those guests who always forget!

*Pro Tip: Add a discreet number to each RSVP card to track who hasn’t responded (trust us, some guests forget to write their names!)

 

How Many Invitations Should I Order?

One of the biggest mistakes couples make when ordering invitations is assuming they need one per guest – and ending up with double the amount they actually need!

PAPER + INK PRO TIP ON CALCULATING HOW MANY YOU NEED:

✔ You don’t need one per person! Instead, allow:

• One per couple
• One per family
• One per single guest
• 5 -10 extras

Rule of Thumb for Invitations

Not sure how many you need? Use this as a guide:

✔ Parents – One per parent or parental household
✔ Attendants/Wedding Party members – One per couple or household
✔ Families with children under 18 – One per household
✔ Couples (married or living together) – One per couple
✔ Long-term couples (whether living together or not) – One per couple
✔ Each child over 18 – One per individual (even if they live at home)
✔ Single guests – One per person
✔ Extras – 5-10

Why You Should Always Order Extras

You will need extra invitations – trust us! Factor in a few additional copies to avoid:

1.      Reprint fees – Ordering a handful later will cost way more than adding extras upfront.

2.      Rush fees – Avoid last-minute panic if you realise you missed someone.

3.      Keepsakes – You’ll want a few to save as mementos (or frame in your wedding album!).

4.      Plan B list – We know you can’t always invite everyone, so sometimes you make a Plan B list of guests you want to invite when someone declines the wedding invite. Having some extras on hand, ready, means you can invite your extra guest asap.

How to Save Money on Your Wedding Invitations

We get it – weddings are expensive! But your dream wedding stationery doesn’t have to blow the budget. Here are our best tips for keeping costs in check while still having invitations that wow your guests.

1. Don’t Over-Order
Use our “How Many to Order” guide above to avoid ordering twice as many invites as you need. Remember, you don’t need one per guest – just one per household!

2. Watch the Size of Your Invitation
In Australia, standard-sized envelopes fit within regular postage rates. Oversized, square, or bulky invitations (like those with wax seals or ribbons) can cost double or more to send.
*Pro Tip: Before ordering, take a sample to the post office to check postage costs.

3. Triple-Check Your Design Proof
Once you approve your design proof, any mistakes (like a misspelled name or wrong date) will cost extra to reprint. Before giving the green light:
✔ Read it out loud to catch errors
✔ Have at least one other person check it
✔ Look at it with fresh eyes after a break

4. Be Mindful of “Pretty Extras”
We love wax seals, ribbons, and multiple enclosure cards – but they add to the cost fast. If you’re on a budget, keep it simple with:
- A beautifully designed invitation with extra information printed on the back
- A wedding website link to reduce extra insert cards needed
- DIY the pretty extras you want

5. Opt for Digital RSVP Instead of Extra Cards
A separate RSVP card means extra printing and postage costs. Instead, save money by:
- Including an RSVP link to your wedding website
- Adding a QR code guests can scan to RSVP online
- Offering RSVP by email or text

6. Order All Your Stationery at Once
Many stationers offer package discounts if you order invitations and on-the-day stationery (menus, place cards, seating charts) together. Ask for a quote to see if bundling saves you money.

7. Stick to a Simple Print Finish
We love letterpress and foil stamping, but these high-end finishes can add $$$. If you’re on a budget, go for:
✔ Digital printing (more affordable but still beautiful)
✔ One colour instead of multiple inks
✔ Thicker cardstock instead of extra embellishments

8. Consider Semi-Custom Instead of Fully Custom
Custom-designed invitations are gorgeous, but they come with a higher price tag. Many stationers offer semi-custom templates that can be tweaked with your colours and fonts for a more budget-friendly option.

 

 

DIY Wedding Invitations: Pros & Cons

Thinking of designing and printing your own invites? Here’s what you need to know before diving in:

Pros of DIY Invitations

✔ Cost-effective – Save money on design and printing.
✔ Fully customisable – Total creative control over your design.
✔ Personal touch – Adds a handmade, unique element to your wedding.

Cons of DIY Invitations

❌ Time-consuming – Designing, printing, and assembling takes way longer than expected.
❌ Printing quality – Home printers can’t match professional printing standards.
❌ Hidden costs – Ink, high-quality paper, envelopes, and accessories can add up.
❌ Stress factor – Do you really want to be dealing with printer issues before your wedding?!

Verdict: DIY is great if you’re crafty and have time. But if you’re short on time or want flawless results, working with a professional stationer is the way to go.

 

Using Canva for Wedding Invitations: Pros & Cons

Canva is a popular tool for designing wedding invitations, but is it the best choice?

Pros of Using Canva

✔ Free & easy to use – No design experience needed!
✔ Lots of templates – Tons of styles to choose from.
✔ Instant download – Print at home

Cons of Using Canva

❌ Limited print options – You can’t get luxe finishes like foil, embossing, or letterpress.
❌ Generic designs – Templates aren’t always unique.
❌ Size & bleed issues – Formatting for professional printing can be tricky.
❌ Printing headaches – Home printing can result in colour and quality inconsistencies.
❌ Screen VS Print – Canva is great for digital design for screens, but when printed the colours and font sizes can appear very different to what see on screen.

* Our advice: Canva is great for casual invites or engagement party stationery or if you want to send a digital invitation.  But for your wedding invitations, professional printing will give you that polished, high-end finish.

 

Can You Send a Digital Invite for Your Wedding?

In the age of smartphones and instant communication, digital wedding invitations are becoming more popular. But are they the right choice for your wedding? Let’s break down the pros and cons so you can decide if going digital is the way to go.

Pros of Digital Wedding Invitations

·       Cost-Effective – No printing or postage costs = big savings!

·       Eco-Friendly – If you’re looking to reduce paper waste, digital invites are a great sustainable option.

·       Quick & Instant Delivery – No waiting for printing or postage delays – your invites are sent with a click.

·        Easy to Track RSVPs – Most digital invite platforms allow guests to RSVP instantly, making tracking a breeze.

·       Lots of Creative Options – Animated invites, personalised videos, or even voice recordings make digital invites unique and interactive.

·        Perfect for International Guests – No need to worry about slow overseas postage or lost mail.

Cons of Digital Wedding Invitations

·       Not Everyone is Tech-Savvy – Older guests or those less comfortable with technology might struggle to open, save, or respond to a digital invite.

·       Easily Missed or Lost in Spam – Emails can land in junk folders, and texts can get buried in busy inboxes.

·       Lacks the Sentimental Touch – There’s something special about receiving a beautifully designed, tangible wedding invitation in the mail.

·       Formal vs. Informal Feel – Digital invites are often seen as more casual, which may not match a formal wedding aesthetic.

·       Harder to Keep as a Keepsake – Printed invites become treasured memories for couples and guests, while digital ones can easily be forgotten.

The Verdict?

If you’re hosting a small or casual wedding, digital invites can be a budget-friendly, efficient option. But for traditional, formal, or large-scale weddings, printed invitations provide a more elegant and personal touch.

* Pro tip: Want the best of both worlds? Some couples send a printed invite for close family & older guests, and digital invites for friends and distant relatives. This way, you save money while keeping that classic, special feel.

Need Help? Talk to a Wedding Stationery Expert!

Ordering wedding invitations can feel overwhelming – but you don’t have to do it alone! With over 20 years of experience, we know all the ins and outs of wedding stationery and can help you create invitations that are beautiful, stress-free, and perfectly tailored to your big day.

 Want expert advice? Book an online consultation with us!
📅 Schedule a chat here

Your wedding planning bestie,
Lala & Kellie