What Should Wedding Invites Include? The Complete 2025 Checklist, Wording & Examples

Sep, 21 2025

If a guest has to text you for the date, time, or what to wear, the invitation didn’t do its job. Your card needs to answer everything at a glance and still feel like you. Here’s a clear, modern checklist-rooted in real wedding logistics-that covers what must go on the invite, what belongs on inserts or your site, and wording that avoids awkward guest messages.

Wedding invitation is a formal or casual event notice that tells guests who is getting married, when and where it happens, how to respond, and how to prepare. A typical invitation includes hosts, couple names, date and start time, ceremony and reception venues (with addresses), RSVP method and deadline, dress code, and guidance such as registry or wedding website details.

TL;DR

• Must include: couple names, date, start time, ceremony venue and address, reception details, RSVP method + deadline, dress code.
• Use a wedding website/QR for extras: parking, maps, accommodation, transport, FAQs, registry/wishing well.
• Send in Australia: 6-8 weeks for local weddings, 10-12+ for destination or heavy travel dates; RSVP 3-4 weeks before.
• Collect RSVP data you’ll actually use: full names, attendance, dietary needs, song request, transport needs.
• Clarity beats fluff. One clear line about kids, plus-ones, or gifts avoids awkward follow-ups.

What every wedding invite must include

Think of your card as a tiny project manager. It sets expectations and reduces back‑and‑forth. Here’s what belongs on the main card versus an insert or website.

• Hosts (optional): “Together with their families” or specific names if someone is hosting.
• Couple names: Write the names exactly as you want them to appear in photos and keepsakes-no nicknames unless that’s your public identity.
• Date and start time: Include day of week to help guests plan: “Saturday 1 March 2025, ceremony at 3:00 pm”.
• Ceremony location and address: Include full street address. If the venue is tricky, add “enter via Gate 3” or “use South Car Park”.
• Reception details: “Reception to follow” if same venue, or list a second venue with start time for arrivals and meal service.
• RSVP: State one method (card, website, email) and a firm deadline. We’ll get the wording right in a moment.
• Dress code: Give a clear label (“Cocktail”, “Black tie optional”) and one cue (“no stilettos on lawn”).
• Website/QR: Use it to host everything that doesn’t fit on the card.

Ceremony is the formal component of the wedding during which vows are exchanged. Invitations should list the ceremony’s start time and exact location to manage punctual arrival and seating.

Reception is the celebration that follows the ceremony, typically with food, drinks, and dancing. Invites specify the reception venue and kick‑off time (e.g., canapés at 5:30 pm, dinner at 7:00 pm) so guests can plan transit and attire.

What belongs on inserts or your wedding website

You’ll keep the main card elegant by moving details that change or sprawl.

• Parking and transport: On-site parking rules, shuttle buses, rideshare drop-off points, last trains.
• Map and access notes: A small map or a link to interactive maps avoids off‑road adventures.
• Accommodation: Hotel blocks, discount codes, and “stay close to…” guidance.
• Registry or wishing well: Keep the invite graceful; provide specifics via the website.
• Kids policy: A single, kind line-“We love your little ones, but this is an adult celebration.”
• Photography preferences: “Unplugged ceremony” or “phones welcome after the kiss”.

Wedding website is an online hub for event information, RSVP collection, and updates. It centralises logistics like schedules, maps, accommodation, and gift preferences and reduces paper clutter and guest questions.

QR code is a machine‑readable graphic that opens a URL when scanned by a phone. On invitations, QR codes link guests to your wedding website or RSVP form for fast replies and real‑time updates.

RSVP: what to ask, how to ask, and what date to set

The RSVP is the workhorse of your planning-caterers, seating charts, and transport all depend on it.

RSVP is a request for a response from an invited guest confirming attendance. A complete RSVP prompt includes a clear deadline, one response method, and fields for names, attendance, and dietary needs.

What to collect:

• Full names as you’ll print them on place cards
• Attending yes/no (per guest for split decisions)
• Dietary requirements (allergy severity helps your caterer)
• Song request (optional but fun)
• Shuttle/transport needs (if you’re providing buses)

Deadlines that work in Australia:

• Set RSVP for 3-4 weeks before your date (earlier for destination weddings).
• Ask your venue/caterer when final numbers and dietaries are due; pad 7-10 days for chasing stragglers.
• Avoid deadlines on public holidays or the end of school terms when people forget.

Clean wording examples:

• “Please reply by 2 February 2025 at alexandjamie.com”
• “Kindly reply by 12 July via the enclosed card or QR code”
• “RSVP by Friday 9 May. Please include dietary needs and song requests.”

Dress code decoded (and why clarity matters)

Dress codes calm the “what do I wear?” panic and protect your photos from mismatched expectations.

Dress code is a guideline for guest attire. Common codes include Black tie, Black tie optional, Formal, Cocktail, Smart casual, Garden party, and Beach formal; a brief cue helps guests interpret the code for your venue and season.

• Black tie: tuxedos and formal gowns; add “jacket required”.
• Formal: dark suit; long or midi dress; heels optional.
• Cocktail: suit or blazer; midi/mini dress or jumpsuit; dressy separates.
• Garden party: bright linens; wedges/flats; “no stilettos on lawn”.
• Beach formal: breathable fabrics; “ceremony on sand”.

One extra clue is gold: “Cocktail-velvet welcome” in winter or “Formal-black tie optional, jackets encouraged” if you want a dressed‑up vibe without policing.

Gifts: registry, wishing well, or “your presence is present enough”

Gift notes feel touchy, but concise direction reduces guesswork and awkwardness.

Gift registry is a curated list of items the couple would like to receive. Registries help guests choose useful gifts; many couples now blend physical items with experiences or a honeymoon fund.

• Registry wording: “Your love is the best gift. For those who wish, our registry is on our website.”
• Wishing well cash fund: “No boxed gifts, please. If you’d like to contribute to our honeymoon, a wishing well will be at the reception.”
• No gifts: “Your presence is everything. No gifts, please.”

Wording templates you can copy

Pick a tone and swap the details.

• Classic formal: “Together with their families, Alexandra Grace Lee and James Oliver Carter invite you to celebrate their marriage, Saturday 1 March 2025, three o’clock in the afternoon, The Conservatory, Fitzroy Gardens, Melbourne. Reception to follow.”
• Modern minimal: “Alex & Jamie. 01.03.2025. Ceremony 3:00 pm, The Conservatory, Fitzroy Gardens. Dinner & dancing from 5:30 pm, The Glasshouse. RSVP by 02.02.2025 at alexandjamie.com. Cocktail attire.”
• Destination: “Pack your sunnies! Join us in Port Douglas as Alex marries Jamie. Friday 19 September 2025, ceremony 4:30 pm, Rex Smeal Park. Reception to follow at The Sugar Wharf. Details & travel on our website.”
• Second‑time chic: “With joy, Alex Lee and Jamie Carter invite you to celebrate their marriage. Saturday 1 March 2025, 3:00 pm. Ceremony and garden party, no gifts please.”
• Short and sweet: “Alex & Jamie are getting married! Saturday 1 March 2025, 3 pm. The Conservatory, Fitzroy Gardens. RSVP 02.02.2025. Formal-black tie optional.”

Printed, digital, or hybrid? Compare your options

Format shapes budget, speed, and how easy it is to track RSVPs. Here’s a quick comparison to help you decide.

Timeline and logistics (Australia‑friendly)

A clean plan saves stress-and postage surprises.

• Save‑the‑dates: 6-10 months out for peak months (Oct-Mar) and destination weddings; 4-6 months for everything else.
• Invitations: 6-8 weeks before the date for local weddings; 10-12+ weeks if many guests travel interstate or overseas.
• RSVP date: 3-4 weeks before. Ask venue/caterer when they need final numbers and pad a week.
• Printing lead times: Digital print 5-10 business days; letterpress/foil 2-4 weeks; custom illustrations can add 1-3 weeks.
• Addressing: Allow time for calligraphy or printed envelopes (3-7 days). Order 10% extra for mistakes.
• Postage: Weigh a complete suite. Odd sizes, wax seals, and thicker stocks may need extra postage. Australia Post delivery can vary; pad a week around public holidays and December.
• International mail: Add 2-4 weeks and list times in local time zones on the card or website.

Etiquette without the awkward

Clarity is kind. Here’s how to say the tricky bits with grace.

• Adult‑only: “While we love your little ones, this is an adults‑only celebration.”
• Plus‑ones: Address the envelope to the person invited and list their partner by name if they’re included. If not, avoid adding “& Guest”.
• Names order: Use the order that feels authentic to you. Traditional format lists the person with the host family first, but most couples now choose alphabetically or by sound.
• Multiple events: Use an insert or website for welcome drinks, recovery brunch, or cultural ceremonies. Don’t crowd the main card.
• Accessibility: Add ramps/lift notes and seating requests on your RSVP or site to make it easy to ask for help.
• Photography: “Unplugged ceremony-please be fully present. Our pro will share photos.” keeps the aisle clear.

The essentials checklist (print‑ready)

Use this as your final pass before you send files to print or hit “send”. If an item doesn’t help a guest decide, attend, or dress, cut it.

• Hosts (optional)
• Couple names (as you want them remembered)
• Date and day of week
• Ceremony start time
• Ceremony venue + full address
• Reception venue + start time (or “to follow”)
• Dress code (with one clarifying cue)
• RSVP method (one) + firm deadline
• Wedding website URL or QR code
• Any must‑know note (adults‑only, transport, entry gate)
• Return address on envelope (so undeliverables come back)

Related concepts you might need next

Invites sit inside a wider stationery plan and event flow.

• Save‑the‑date: a heads‑up card or email sent months in advance for travel planning.
• Day‑of stationery: programs, menus, place cards, signage, seating chart.
• Thank‑you cards: post‑wedding notes-order with your suite to match paper and print method.
• Envelope liners and wax seals: beautiful, but check postage requirements.
• Calligraphy or address printing: decide early; it affects timelines.

Want a quick sanity check? If a stranger could attend and enjoy your wedding with only your invite and website, you’ve included the right things. Keep the card elegant, move logistics online, and let the design reflect your story. One bold line of clarity beats three lines of fluff.

And yes, this whole article is your unofficial wedding invitations checklist-save it, share it, and tweak it to fit your day.

Entity snapshots you’ll reference while planning

These are the primary building blocks your invite will mention, defined simply for clean wording.

Wedding website is a central information hub guests can access any time. Use it for maps, schedules, RSVPs, accommodation, gift info, and late changes.

RSVP is the mechanism for collecting guest responses. Make it frictionless with a QR code and a form that takes under 60 seconds to complete.

Ceremony is the formal moment of vows. List exact start time; late arrivals are a bigger vibe‑crusher than you think.

Reception is the celebration with food and dancing. Times help guests pace travel and childcare.

Dress code is attire guidance. Pair a label with one practical cue for venue/season fit.

Gift registry is your curated wish list. Keep specifics on the website to stay elegant on the card.

QR code is a scannable shortcut to your website or RSVP form. Print it clearly and test from a phone camera before sending.