Invitation List Basics: Build, Send & Track Your Wedding Invites

Getting the invitation list right can feel like a puzzle, but it doesn’t have to be stressful. Start with a simple spreadsheet: column one for every name, column two for plus‑ones, and column three for addresses. As you add family, friends and work contacts, mark who needs a save‑the‑date, who’s a mandatory guest and who can be a plus‑one. This visual keeps you from double‑counting and helps you see the total headcount at a glance.

Who Gets a Save‑the‑Date and When to Send It

Save‑the‑dates are your first heads‑up, and they’re especially useful for out‑of‑town guests or those who need to book travel. Aim to send them 9‑12 months before a destination wedding and 6‑8 months for a local ceremony. If your budget is tight, limit save‑the‑dates to guests who must travel far or need time off work. A quick tip: use a single‑page design that matches your later invitation style so everything feels cohesive.

Crafting the Perfect Wedding Invitation

The invitation itself carries the essential details: names, date, time, venue, dress code and RSVP info. Keep wording clear and friendly—avoid overly formal phrasing that can confuse guests. Include an RSVP deadline that’s at least three weeks before your final headcount and provide a convenient way to respond, whether it’s a card, email or wedding website. Don’t forget to add your wedding website URL; it’s the hub for travel info, registry links and any updates.

When you decide on the paper, think about weight and finish. Standard invitation weight is around 140‑200gsm; anything heavier may increase postage costs. Matte cards feel elegant and are easy to write on, while glossy finishes add a modern shine but can be trickier for guests to address.

Addressing the envelopes is another place where mistakes slip in. Write the full name of the recipient, include titles if needed, and always double‑check spelling. If you’re sending to a household, list everyone who will be invited on the same card (e.g., "Mr. & Mrs. John Smith and family"). For plus‑ones, use "and Guest" only if you’re certain the invitation includes one extra seat.

Tracking RSVPs can be done digitally. Create a simple Google Sheet that logs each response, meal choice and any dietary restrictions. If you use an online RSVP system, make sure the data syncs with your master list so you’re not juggling two versions.

Finally, give yourself a buffer for last‑minute changes. Keep a small list of “extra” invitations you can send out if a family member’s plus‑one adds a friend or if a close friend decides to bring a date. Having a few extra cards on hand saves panic on the day the responses come in.

With a clear invitation list, timely save‑the‑dates, concise wording and a solid RSVP tracking system, you’ll avoid the common invite headaches and keep the focus on planning the rest of your big day.