When to Send Save the Dates?

As a planner I get asked often when save the dates and invitations should be sent out. So I created a little cheat cheat! 

When planning a wedding, there are countless details to consider, from choosing the perfect venue to finding the ideal dress. Among these important decisions, one key aspect often overlooked is determining when to send out your save the dates. While it may seem like a minor task, sending save the dates at the right time can significantly impact the smooth execution of your wedding. In this comprehensive guide by Emerald Engagements, we’ll explore everything you need to know about sending save the dates, including timelines, best practices, and how they fit into the larger wedding planning timeline.

Why Save the Dates Matter

Save the dates serve as an early announcement to your guests, informing them of your wedding date and location well in advance of the formal invitation. This early notice is particularly crucial for guests who may need to travel, as it allows them ample time to arrange accommodations, plan their travel, and clear their schedules. Sending out save the dates ensures that your guests are well-prepared, which can lead to better attendance and a more enjoyable experience for everyone involved.

The Difference Between Save the Dates and Invitations

Before diving into the timeline, it’s important to understand the difference between save the dates and formal invitations. While both serve as communication tools for your wedding, they have distinct purposes:

• Save the Dates: These are sent early in the planning process to give guests a heads-up about your wedding date and location. They contain minimal information but are crucial for allowing guests to prepare in advance.
• Invitations: These are sent closer to the wedding date and include detailed information about the ceremony and reception, such as the time, venue, dress code, and RSVP instructions.

The Importance of Timing

Timing is everything when it comes to sending and saving the dates. Sending them too early might result in guests forgetting about the event while sending them too late could leave guests scrambling to make travel arrangements. Finding the right balance is key.

When to Send Save the Dates

The general rule of thumb is to send save the dates 7-10 months before your wedding date. However, the exact timing can vary depending on several factors, such as the location of your wedding, the time of year, and the number of out-of-town guests.

Destination Weddings

If you’re planning a destination wedding, it’s essential to send save the dates on the earlier side of the timeline, around 10-12 months before the wedding. This gives your guests plenty of time to arrange for time off work, book flights, and secure accommodations. Destination weddings often require more planning and commitment from guests, so providing as much notice as possible is a considerate gesture.

Local Weddings

For weddings taking place in your local area, a 7-10 month timeframe is generally sufficient. This allows guests to mark their calendars and begin making plans, but it doesn’t overwhelm them with too much notice. Local weddings typically require less logistical planning for guests, so you have a bit more flexibility with the timing.

Seasonal Considerations

The time of year can also impact when you should send save the dates. If you’re getting married during a busy holiday season or a popular vacation time, it’s wise to send save the dates closer to the 10-month mark. This ensures that your wedding date is on your guests’ radar before they make other commitments. Conversely, if you’re getting married during a less busy time of year, sending save the dates 7-8 months in advance may be sufficient.

Consideration of Guests’ Schedules

When planning when to send your save the dates, it’s also important to consider the schedules of your guests. If any of your guests are teachers, for example, they may need extra time to request time off during the school year. Similarly, if you have guests who are busy professionals or who have young children, giving them more notice can help them plan accordingly.

What Information to Include

While save the dates are meant to be brief, they should still contain key information that will help your guests start planning. Here’s what to include:

Basic Information

• Your Names: The names of the couple should be prominently displayed when saving the date.
• Wedding Date: Clearly state the date of your wedding, so guests can mark it on their calendars.
• Location: While you don’t need to include the exact venue at this stage, it’s helpful to mention the city or general area where the wedding will take place.
• A Note to Follow-Up: Let guests know that a formal invitation will follow with more details.

Additional Details (Optional)

• Event Timeline: If you’re planning multiple events, such as a welcome dinner, ceremony, and brunch, consider including these dates so guests can plan their entire trip.
• Wedding Website: If you have a wedding website, include the URL on the save the date. This allows guests to check for updates, accommodation suggestions, and other relevant information.

Design and Presentation

The design of your save the dates should reflect the tone and style of your wedding. Whether you’re going for a formal, traditional wedding or a casual, beachside affair, your save the dates should give guests a taste of what’s to come. Consider using colors, fonts, and imagery that align with your overall wedding theme.

Digital vs. Physical Save the Dates

In today’s digital age, couples have the option to send save the dates via email or traditional mail. Both methods have their pros and cons, and the right choice depends on your preferences and guest list.

Digital Save the Dates

Pros:

• Quick and easy to send.
• Environmentally friendly.
• Allows for instant RSVP tracking if linked to your wedding website.

Cons:

• May get lost in guests’ inboxes.
• Less personal than a physical card.

Physical Save the Dates

Pros:

• Tangible and memorable keepsake.
• Less likely to be overlooked by guests.
• Can be creatively designed to match your wedding theme.

Cons:

• More expensive to produce and mail.
• Takes longer to prepare and send.

Many couples choose to do a combination of both, sending physical save the dates to close family and friends and digital ones to a wider guest list.

Personalized Save the Date Wording Ideas

Crafting the perfect save the date is your first chance to set the tone for your wedding day. Whether you’re planning a laid-back celebration, a formal affair, or something with a bit of humor, the wording you choose can reflect the spirit of your event. Here are some customized examples to inspire your save the date cards:

Relaxed and Casual Save the Date Wording Example

For a wedding that’s all about comfort and fun, keep your save the date casual and to the point:

Mark Your Calendar!

Jessica & Michael

October 20, 2024

Charleston, SC

www.jessicaandmichaelwedding.com

This no-fuss wording is ideal for a laid-back celebration, giving guests just enough information to prepare without overloading them with details.

Classic and Elegant Save the Date Wording Example

If your wedding is more on the traditional side, your save the date should reflect the sophistication of the occasion:

Jessica Smith and Michael Johnson

Request the Honor of Your Presence at Their Wedding

October 20, 2024

Charleston, South Carolina

Formal Invitation to Follow

This wording captures the timeless elegance of a formal wedding, providing all the necessary details with a touch of class.

Spiritual and Meaningful Save the Date Wording Example

For couples whose faith plays a central role in their lives, incorporating a religious element can make your save the date even more meaningful:

Save the Date for the Wedding of Jessica Smith and Michael Johnson

October 20, 2024

Charleston, South Carolina

“And the two shall become one.” Mark 10:8

Formal Invitation to Follow

This option adds a heartfelt spiritual message, making your announcement both personal and significant.

Playful and Fun Save the Date Wording Example

If you and your partner love to laugh, why not let that shine through in your save the date? A humorous approach can add some fun to your wedding planning:

Gone Fishin’ for Life

Jessica & Michael

Charleston, SC

October 20, 2024

Invitation to Follow

This playful wording brings a smile to your guests’ faces, setting the stage for a joyful and light-hearted celebration.

Save the Date with Travel Information Example

For weddings that require your guests to travel, providing accommodation details early on can be a huge help:

Jessica Smith and Michael Johnson

Are Getting Hitched in Charleston, SC

October 20, 2024

Formal Invitation to Follow

We’ve Reserved a Block of Rooms at The Charleston Place Hotel

Use the Group Code: WEDDING

For More Details, Visit www.jessicaandmichaelwedding.com

This practical approach not only informs your guests about the wedding but also assists them in making their travel plans stress-free. By tailoring your save the date wording to match your wedding’s vibe, you’re not just sharing information—you’re giving your guests a preview of the experience you’re planning for them. Whether your style is formal, casual, spiritual, or humorous, the right wording will set the tone for your big day and get your guests excited to celebrate with you.

Common Mistakes to Avoid

Sending save the dates might seem straightforward, but there are common pitfalls that couples can encounter. Here are a few mistakes to avoid:

Sending Too Late

As mentioned earlier, timing is crucial. Sending save the dates too late can leave guests scrambling to make arrangements, leading to lower attendance and added stress for everyone involved.

Including Too Much Information

Save the dates are meant to be brief. Including too much information can overwhelm guests and defeat the purpose of the save the date. Save detailed information for the formal invitation.

Forgetting to Double-Check Details

Before sending out your save the dates, double-check all the details, including spelling, dates, and locations. A simple typo can cause confusion and create unnecessary headaches.

Neglecting to Account for Guest Lists

Make sure you have your guest list finalized before sending save the dates. Sending them to people who won’t be invited to the wedding can lead to awkward situations.

Integrating Save the Dates into Your Wedding Planning Timeline

Save the dates are just one part of the larger wedding planning timeline. Here’s how they fit into the overall process:

12+ Months Before the Wedding

• Start Planning: Begin thinking about your guest list, wedding theme, and budget.
• Book Your Venue: Secure your venue as soon as possible, as this will determine your wedding date and location.
• Design Save the Dates: Once your guest list and venue are finalized, start designing your save the dates.

7-10 Months Before the Wedding

• Send Save the Dates: This is the ideal window for sending out save the dates, allowing guests plenty of time to make arrangements.

6-8 Months Before the Wedding

• Create Your Wedding Website: If you haven’t already, create a wedding website with all the details your guests will need.
• Begin Designing Invitations: Start working on your formal invitations, which will be sent out closer to the wedding date.

3-6 Months Before the Wedding

• Send Invitations: Formal invitations should be sent out 6-8 weeks before the wedding. Be sure to include RSVP instructions and any other pertinent details.

2-3 Months Before the Wedding

• Follow Up on RSVPs: If you haven’t received RSVPs from some guests, now is the time to follow up.

Final Weeks

• Finalize Details: Use the final weeks before the wedding to finalize all details, including seating arrangements, vendor contracts, and timelines.

Contact Your Perfect Wedding Coordinator

Planning a wedding is a significant undertaking, and having the right team by your side can make all the difference. At Emerald Engagements, we specialize in creating unforgettable wedding experiences tailored to your unique vision. Whether you’re just starting your planning journey or need assistance with the finer details, we’re here to help.

To Learn More & See If We’d Be A Great Fit For Your Wedding Planning Needs, Fill Out The Form Below, or Call (425) 490-5528 Today!

Our team of expert wedding planners will work closely with you to ensure that every aspect of your special day is executed flawlessly. From coordinating with vendors to managing timelines and guest lists, we take the stress out of wedding planning, allowing you to focus on enjoying your engagement.

Don’t leave your wedding planning to chance—contact us today to learn more about our services and how we can help bring your dream wedding to life. Whether you’re planning a grand celebration or an intimate gathering, Emerald Engagements is here to make your wedding day truly unforgettable.

By following the guidelines outlined in this blog, you’ll be well on your way to ensuring that your wedding guests are informed, prepared, and excited to celebrate with you. Save the dates are an essential part of the wedding planning process, and when done correctly, they set the perfect tone for the celebrations to come. Remember, timing is everything, and by sending your save the dates at the right moment, you can ensure that your guests have plenty of time to plan and look forward to your big day.

Planning a wedding is a journey filled with countless decisions, but with the right support and careful attention to detail, it can be an incredibly rewarding experience. Whether you’re just beginning your planning or are well into the process, Emerald Engagements is here to guide you every step of the way.

Why Choose Emerald Engagements?

At Emerald Engagements, we understand that every wedding is unique, and we take pride in crafting personalized experiences that reflect your love story. Our team of experienced wedding planners will work tirelessly to bring your vision to life, ensuring that every detail is executed to perfection.

From the initial planning stages to the final send-off, we’re here to manage all the logistics, allowing you to enjoy a stress-free planning process. We believe that your wedding day should be a reflection of your love and commitment, and we’re dedicated to making it as memorable as possible.

Get in Touch

Ready to start planning your dream wedding? Contact Emerald Engagements today to schedule a consultation. We look forward to helping you create a wedding day that you and your guests will cherish forever.

Call us at (425) 490-5528 or fill out the form below to get started. Let’s make your wedding day everything you’ve ever dreamed of!

Thank you for considering Emerald Engagements as your wedding planning partner. We’re excited to embark on this journey with you and to help you create a day that will be remembered for a lifetime. Whether you’re planning a grand celebration or a more intimate affair, our team is here to ensure that every moment is magical.

Remember, the perfect wedding starts with the perfect plan, and at Emerald Engagements, we’re committed to making your special day as seamless and stress-free as possible. Contact us today, and let’s start planning the wedding of your dreams!

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Blake Design Studio, Impress Ink, The Fancy Cat Studio, Libby Tipton.