It’s comforting to know you’ve got the invitation etiquette right so stick with the following etiquette help and you in the right way. Your invitations should reflect the style of the party, for example formal, semiformal or even a backyard party.
■When to Send
Traditionally, it is suggested to send out invitations eight weeks before your event.We can hear you screaming “Eight weeks!”While we’ve found this is a good idea with formal events and weddings, it is just not possible with most every-day events.Some people didn’t even think about having a party until 2-6 weeks before their event.It is clear that, the sooner you can notify your guests, the better, but don’t let this stress you out or prevent you from getting killer invitations at the last minute.Anything goes and much is possible these days.
If you know you’re having a party for an event that is several months later, consider sending a “Save the Date” card.This is simply a notice to your guest list that you are planning an event for that date and to mark their calendars so they’ll be ready when the details follow by invitation closer to the party date after the details have been finished.Save the Date cards are almost a necessity for events taking place on holiday weekends, events that will require out of state travel for guests or a wedding to ensure vacations are not scheduled for the same time.
◇If any guests have to fly to your event, you should give them at least 6 weeks notice.
◇For a very official celebration where guests may prefer to bring a present then they too should be given 6 weeks notice.
◇An all-day open house celebration however can have some flexibility and invitations don’t need to be sent more than 3 to 4 weeks before the event. N.B. If it’s a themed party then you may want to give them slightly longer to prepare a costume.
◇If you are organized well ahead the schedule, consider sending a Save the Date card. Your guests can simply plan their time and be assured that a formal invite will arrive in plenty of time.
■What to Include
◇Name of the host(s)/hostess(es) or parent(s) giving the party.
◇The purpose of the invitation:A birthday party, a wedding, a holiday open house.
◇Name of honoree (the birthday person, the mother-to-be, the bride and groom).
◇Day and date of the party (Saturday, August 29th or if it is formal, Saturday, the twenty-ninth of August).Look at your calendar to confirm the date as in this example, the 29th of August is really on a Saturday.
◇For a formal event, include the year and spell it out (two thousand and four).
◇Time (6:00 p.m., or for formal events, spell out the time such as six o’clock in the evening).
◇Name of Place (Opah’s Restaurant).
◇Location of Place (street address, city and state if inviting out of town guests, but no zip code).
◇Appropriate attire if it is an issue with your party (do not use on formal invitations—the event should be the clue as to the appropriate attire).
◇Proof-reading several times for mistakes and/or forgotten information!Even have a friend read it.
■Wording your Invitation
◇All expression is in the third person. Example: John and Sally announce the birth of their son...Don’t use: birth of our son or Smith & Co. invites you to our Annual...
◇Do not use abbreviations. Example:Spell out words such as Road, Street, and state names—California.
◇Days, dates are always spelled fully and with no abbreviation. Example: Monday or September.
◇Times and years should be spelled out if it is wedding or formal invitations Example: Four o’clock in the afternoon/Two Thousand Four. (Hint:The “o” in “o’clock” is never capitalized.)
◇Punctuation is omitted at the end of the lines.(no commas, periods, colons, etc.) Example: John and Sally invite you to join the fun (leave off the period).
◇Commas can be used to separate information that appears on the same line Example: November 14, 2004 or Rochester, New York
It is socially incorrect to mention gifts or to mention “no children allowed” or where you are registered on invitations.We have found that some people follow these rules on strict formal invitations like black tie or wedding invitations, but, on informal invitations, anything goes and sometimes, the more information, the better.If there is any doubt, you can inform your guests of any important details when they RSVP to the invitation.
■Envelope Etiquette
When writing an invitation envelope, the following factors should be borne in your mind:
◆ Return Address
Do not use an apostrophe on the proper name on return addresses. This is the biggest mistake we see everyday.You will seem like a star and be light years ahead of your friends, if you remember this one grammar rule.
The Clarks is the plural tense with the meaning that more than one person is in the Clark family, so this is correct:
The Clarks’ means possessive just as in something that belongs to them, so this is correct use of the apostrophe in that instance: The Clarks’ house—means plural possession—the house that belongs to the Clark family and there is more than one person in the Clark family. Ms.Chang’s house—means singular possession—one person, Ms.Chang, owns the house.
Be sure to take the time sitting your return address on your envelopes.In case that there is a problem with them, the post office can return them to you, rather than throw them away.
◆ Envelope Addressing Guide
Perfectly spaced straight line addressing is as easy as 1-2-3 when you use the handy guide below!
Print this page out on thin white paper. Cut the guide to fit in your envelope. (Cut straight or your lines will not seem straight when inserted in the envelope.)
Insert addressing guide in the envelope to be addressed with the dark lines that are facing the front of the envelope.Once the dark, inserted lines below will become visible. Position the guide lines to the area you wish to address and choose the lines that is more suitable for your envelope and the number of lines in your guest’s address.
Write the address on the envelope using the appropriate lines as a guide.
◆ Addressing the Envelopes
◇Handwrite the envelopes with black, blue, blue-black ink.(Generally black is used.)
◇It is traditional to use a complete, formal name and address.Do not use any abbreviations except: Mr., Mrs., Ms., Dr., or Jr.
◇Names should be completely spelled out such as: Mr.and Mrs.Ronald Gene Smith rather than of Mr.and Mrs.Ron Smith.
◇If you know the full middle name, use it, if not, do not use initials, just omit it.
◇First names (without Mr., Mrs., etc.) or the phrase “and family” are not suitable.
◇If there are children under the age of eighteen, include their first names as:
◇If they are living at the same address as their parents’ invitation is going to, children should receive separate invitations:
Adult daughter:Miss Kathy Smith
Adult son:Mr.Ron Smith
Adult sons or daughters at the same address: Messrs. John and Keith Smith; Misses Marie and Joan Smith
◆ Stuffing the Envelopes
◇Insert the bottom of the announcement or invitation into the envelope first with the printed surface up so that the receiver opens the envelop, the printed side will be seen first.
◇It is traditional to place a postage stamp on the envelope, if you have included an RSVP card.
◇If you are using two envelopes (inner and outer envelopes for a wedding), the invitation is inserted into the inner envelope facing the back flap, handwriting the names of those invited on the front. The inner envelope is addressed like “Mr.and Mrs.Smith” (with no first names), without address. Avoid using the phrase “and family”. All family members should be included, for instance: Mr.and Mrs.Smith, Julie and Andrew. After the inner envelope is properly addressed, place it in an outer envelope which is sealed and addressed. The inner envelope usually has no gummed flap and is often ordered with a colored lining. Colored envelope linings are made available to you at a slight additional charge. Then the inner envelope is inserted into the outer envelope, which is sealed and mailed. To make sure that the invited guests receive your invitation, we recommend that you have your return address printed on the outer envelope flap. Envelopes should never be typed but should be handwritten.
◇The invitation and enclosure cards are inserted in the envelope in order of size and importance.
◇The largest enclosure cards are placed closest to the invitation.
◇When more than one enclosure card of the same size is used, the card which is the most important for your guest to see would be placed closest to the invitation.
◇Order of pieces ordered from bottom to top (printing facing up): Invitation; Reply Envelope; Reply Card (tucked under reply envelope flap); Reception Card.
◇Tissues: Once a practical necessity, tissue is now an option.If you choose to use tissue, place it over the printed text of each item before to assembling the invitation.Use the largest tissue for the invitations, smaller for the reply cards and other enclosures.
■Postage
If you want to know how much postage your announcement or invitation requires, take an assembled envelope to your post office and have them calculate the exact postage for you.Also ask to see their selection of “pretty” stamps.They will seem better than the generic “pay-your-bills” postage stamps.
For most of the people, the notion of sending a party invitation might seem absolutely effortless, as for them it does not require much attention. Nevertheless, very few people realize that an invitation card is your first impression to the guest, to whom it is addressed. A loose word, here and there, in the invitation can ruin your image and your party; making you regret for the rest of your life. As a result, it is very necessary to know and follow the etiquette for writing an invitation letter for your party. Continue reading to know more about invitation etiquette:
◇A guest list of 100 guests does not require 100 invites. Remember you simply need one invite per couple.
◇The names of those invited, including children if they are also invited, are written completely on the invitation. For example: David and Jane Andrew.
◇Always order extra invitations. They will inevitably be used up and it’s cheaper to order them at first.
◇Institutions often impose number restrictions for spectators. Be very clear who is coming to the ceremony. Immediate family and the closest friends may well be your limit.
◇An Open House Graduation Party certainly allows you the freedom to invite everyone you like. You can extend invitations out to neighbors, friends, extended family, teachers, mentors and so forth. Indeed invitation etiquette can be relaxed.
◇Consider giving guests the option not to buy gifts.
◇Make it clear if there is a planned meal.
◇As well as following invitation etiquette, be sure thank-you notes go out to those who give gifts.