Planning your wedding can sometimes feel like a never ending to do list, finding the perfect venue, booking trusted vendors, coordinating with your bridal party, and managing countless little details. In the midst of all the digital planning tools and constant communication, printed wedding materials still hold a special place.
There’s a unique charm in receiving a beautifully designed wedding invitation in the mail or holding a personalized ceremony program during the vows. These printed pieces do more than share important details; they create lasting, tangible memories that bring warmth and meaning to your celebration in a way that a screen never could.
This checklist is designed to take the guesswork out of your wedding planning, so no printed detail is overlooked. Whether you’re collaborating with a wedding planner or organizing everything on your own, you’ll find all the printed pieces you’ll need, from your engagement announcements to your thank you notes, gathered in one place.
Pre-Wedding Print Items
Before the big day arrives, these printed pieces help set the tone for your celebration and keep every detail beautifully organized.
Engagement Announcements
There’s something special about holding your engagement news in print as a keepsake that family and friends can treasure long after the excitement settles. Printed announcements feel thoughtful and personal, especially for grandparents, family friends, or loved ones who may not be online.
They’re perfect for marking the start of your journey together and are most often sent within 2–3 months of your engagement.
Save-the-Dates
Think of your save-the-dates as the very first impression of your wedding. It's your guests’ first peek into the style, tone, and excitement of your big day. Typically, they’re sent 6–8 months before the wedding (or 8–12 months for destination or holiday weekend celebrations, giving your loved ones and friends plenty of time to plan).
Consider printing finishes like Spot UV for a glossy highlight or Stamped Foil for a touch of shimmer. These small details can create a lasting impact. Choose a design that matches your wedding style, for example, floral details for a garden wedding or artwork inspired by your venue for an outdoor celebration.
Be sure to include your names, the date, city, and state of your wedding, along with a note that a formal invitation will follow.
Many couples also share their wedding website link, using platforms:
- The Knot
- Zola
- WeddingWire
These sites make it simple for you and your guests to stay connected and to access details, updates, and accommodations in one place.
Wedding Invitations Suite
Your invitation suite is the heart of your wedding stationery. It’s the most detailed piece and sets the tone for your big day. Since it takes time for design, printing, and mailing, it’s best to start about 4–6 months before the wedding.
- The Main Invitation: This card covers all the most important details: your names, the ceremony date and time, venue address, and (if you’d like) your parents’ names. The wording you choose sets the mood. Go classic and formal for a traditional wedding, or keep it casual for a laid back celebration.
- RSVP Cards: Including an RSVP card (with a pre‑addressed, stamped envelope) makes it easy for guests to reply. Be sure to include your wedding website for additional details and set a clear response deadline, typically 3–4 weeks prior to the wedding. This gives you and your caterer enough time to finalize the headcount without added stress.
- Details Card: Think of this as the “catch all” card for everything else: hotel info, directions, reception details (if at a different spot), or even the dress code. It keeps your main invitation clean and elegant while still giving guests all the information they need.
- Reception Card: If your reception is separate from the ceremony, different venue or time, add this little insert with the location, start time, and any transportation notes.
- Envelopes: For a polished look, invitations often come with both an outer and inner envelope. The outer one has the address and postage, while the inner one lists the invited guests’ names, just as you’d like them written on your seating chart.
Bridal Shower & Bachelor/Bachelorette Party Invites
Though not a must have, printed invitations for your bridal shower and bachelor or bachelorette party bring an extra layer of thoughtfulness that your closest friends and family will truly appreciate. Unlike your formal wedding stationery, these invites can be playful, relaxed, and designed to match the unique vibe of each celebration.
For bridal showers, consider including your registry details, along with any special themes or planned activities. For bachelor and bachelorette parties, share travel information, accommodation options, and a loose itinerary, so your guests can join in the fun without any stress.
Ceremony Stationery
Your ceremony stationery brings both beauty and function to the moment you say ‘I do,’ guiding guests through the details while reflecting your personal style.
Ceremony Programs
Your wedding program guides guests through the ceremony, introduces your wedding party, and shares your unique story. Choose from flat, folded, or booklet styles depending on how much detail you want to include. Consider adding personal touches like a dedication to deceased relatives, an explanation of meaningful traditions, or a thank you note to your guests.
For outdoor weddings, opt for heavier paper to prevent fluttering or try fan style programs to keep guests cool. Whatever style you pick, your program is a lovely keepsake that helps everyone feel part of your big day.
Directional & Welcome Signage
Thoughtful signage not only sets a warm, inviting tone but also ensures guests can easily find their way throughout your celebration. A welcome sign at the entrance is a perfect first impression.
For outdoor venues or larger spaces, durable coroplast signs in 4mm or 10mm thickness are excellent options for directional and parking signage. Weather resistant and sturdy, they guide guests with ease while holding up beautifully against wind or sun.
Reception Stationery
Your reception stationery, whether menus, place cards, or table numbers, brings cohesion to your celebration. It not only showcases your wedding style but also helps guide your guests smoothly through the evening’s events.
Seating Chart
Keep guest seating simple and organized. Escort cards point attendees to their tables, while place cards mark exact seats. You can opt for individual cards guests take home or display a large seating chart for everyone to reference.
Place Cards
Place cards show each guest exactly where to sit and are especially useful for formal meals or when you’ve planned seating to spark conversation. Match them to your event style with creative designs, calligraphy, or small decorative touches that tie into your overall look.
Table Numbers / Names
Table numbers or themed names help guests find their tables easily and add character to your celebration. Numbers are simple and work for any event, while custom names, like favorite travel spots or books, make it more personal. Make sure your table markers are big enough to spot from a distance and sturdy enough for a lively reception.
Menu Cards
Menu cards let guests know what’s being served and add a stylish touch to your tables. List ingredients or note allergy friendly choices to keep everyone up to date. Individual menus feel personal, while sharing one per table works for laid-back celebrations. Including your caterer’s contact info gives guests an easy way to ask about dietary needs.
Favors & Gift Tags
Invitees love receiving personalized favors with heartfelt gift tags. They serve as memorable keepsakes. Whether you offer treats, small plants, or give in their honor, tags explaining the meaning and expressing genuine thanks make every favor feel extra meaningful.
Adding your names, date, and a thoughtful message lets attendees know just how much they’re appreciated and makes each gesture truly special.
Post-Wedding Print Items
After the big day, these important print items help you wrap up and share your gratitude.
Thank-You Cards
Thank you cards are a must after your wedding, though they often get rushed in all the honeymoon excitement. Aim to start sending them within two weeks of returning, so your gratitude feels fresh. Send cards to everyone who attended, whether or not they gave a gift, and mention any gifts or special roles.
Including your wedding party, parents, vendors, and officiant shows thanks for their help as well. Choose cards that match your wedding style or feature photos for a personal touch.
Final Thought
Planning your wedding’s printed materials might feel overwhelming, but with thoughtful organization and plenty of lead time, it becomes manageable. From engagement announcements to thank you cards, each printed piece plays a special role in guiding your guests, telling your story, and creating keepsakes you’ll treasure forever.
By starting early, keeping clear timelines, and maintaining open communication with your printer, you can avoid last minute stress and costly rush fees.
With this comprehensive checklist, every printed detail—from ceremony programs to favors with personalized tags is covered, helping you create a seamless, beautiful experience that reflects your unique love story from start to finish.
