Save the Dates: When to Send & What to Include (2025 Guide)

Send save-the-dates 6-8 months before your wedding for local celebrations, or 9-12 months ahead for destination weddings requiring travel arrangements.¹ Save-the-dates are pre-invitations that give guests advance notice to reserve your wedding date, particularly important when your celebration falls during busy holiday periods or requires travel. While formal invitations follow 6-8 weeks before the wedding, save-the-dates ensure guests can arrange time off work, book accommodations, and avoid scheduling conflicts well in advance.

Save-the-dates have become standard practice since the 2010s, with 78% of couples now sending them according to The Knot 2024 Real Weddings Study.¹ They're especially critical for destination weddings, holiday weekend celebrations, or when many guests need to travel internationally.

What Are Save-the-Dates

Save-the-dates are preliminary notices announcing your wedding date and location before formal invitations are sent. They contain essential date-and-place information without the detailed timing, dress code, or RSVP requirements included on formal invitations.² The primary purpose is giving guests maximum advance notice to block the date, particularly when travel or accommodation bookings are involved.

Save-the-dates don't require responses from guests. They simply inform recipients that a formal invitation will follow later, typically 2-3 months after the save-the-date arrives.³ This two-step approach gives you flexibility to finalize venue details, design formal invitations, and confirm your complete guest list before requesting RSVPs.

Digital save-the-dates have gained significant acceptance across all demographics, with usage increasing from 23% in 2020 to 41% in 2024.⁴ Both paper and digital formats are considered equally appropriate in modern wedding etiquette, with format choice depending on budget, environmental preferences, and guest demographics.

When to Send Save-the-Dates

Save-the-date timing depends primarily on wedding location and guest travel requirements. Local weddings require less advance notice than celebrations requiring international flights or extended travel.¹

Send save-the-dates once you've confirmed your venue with a signed contract and deposit paid. Never send them based on a tentative booking, as venue changes after save-the-dates are sent create significant confusion and potential guest expense.³

For destination weddings, earlier is genuinely better. Sending save-the-dates 12-14 months in advance allows guests to monitor flight prices, request vacation time during budget planning cycles, and coordinate group travel with other attendees.⁵ International guests may need 6-8 months to arrange passport renewals or visa applications.

What to Include on Save-the-Dates

Save-the-dates require specific essential information while omitting details that belong on formal invitations. Including too much information can confuse guests about whether they need to respond immediately.⁶

Must Include:

• Both partners' full names (as they'll appear on invitations)
• Complete wedding date (day of week, month, date, year)
• City and state/country of celebration
• "Formal invitation to follow" or similar wording
• Your wedding website URL (if active)

Optional Information:

• "Save the date" header or creative alternative
• Engagement photo or couple portrait
• General time of day (e.g., "evening celebration")
• Travel and accommodation information for destination weddings
• Destination wedding flag: "Join us in Tuscany" or "Destination wedding in Bali"

Do Not Include:

• Specific venue name or address (save for formal invitation)
• Exact ceremony time (this may change)
• Dress code or attire guidance (belongs on invitation)
• Registry information (never include on any pre-invitation stationery)
• RSVP instructions or response cards (only on formal invitations)
• Plus-one information (address envelopes correctly instead)

The wording should be simple and direct. Examples include: "Save the date for the wedding of Emma Thompson and James Wilson, October 14, 2025, Charleston, South Carolina. Invitation to follow." More casual alternatives work for relaxed celebrations: "We're getting married! Save the date: Emma & James, 14.10.2025, Charleston, SC."²

Save-the-Date Formats Compared

Multiple save-the-date formats exist, each with distinct cost implications and guest experience considerations. The optimal format depends on your budget, environmental values, guest demographics, and wedding style.⁴

Digital save-the-dates from platforms like Paperless Post, Greenvelope, or Joy typically cost £0-15 for unlimited sends, with premium design templates ranging from £20-40 for full access.⁴ These platforms provide delivery tracking, automatic reminders, and direct links to your wedding website.

Photo card printing from services like Shutterfly, Minted, or Vistaprint averages £1.20-2.50 per card for orders of 100+ units, excluding postage.⁷ Postage costs add £0.85-1.10 per card depending on weight and size (UK 2025 rates). Total delivered cost for photo cards typically reaches £2-3.50 per guest.

Magnet save-the-dates cost more to produce (£1.50-3 each) and often require Large Letter postage (£1.40-1.65), bringing total costs to £2.90-4.65 per piece.⁴ However, their functional nature means guests keep them visible for months, serving as ongoing reminders.

Digital vs Paper Save-the-Dates

Both digital and paper save-the-dates are considered equally appropriate in modern wedding etiquette, with format selection based on practical considerations rather than formality rules.²

Choose digital save-the-dates when:

• Budget is a primary constraint (digital costs 80-95% less than printed options)
• Your guest list is geographically dispersed internationally (instant global delivery)
• Most guests are under 45 and tech-comfortable (high engagement rates)
• You're planning an eco-friendly or sustainable wedding (zero paper waste)
• Your wedding timeline is tight (digital allows same-day sending)
• You want delivery tracking and engagement analytics

Choose paper save-the-dates when:

• Your guest list includes older relatives who may not check email regularly
• You want a physical keepsake element to your wedding stationery
• Your wedding style is very traditional or formal
• You have an engagement photo you want to showcase prominently
• You prefer tangible, tactile wedding communication
• Budget allows for the higher cost of printing and postage

Hybrid approaches work well for mixed-demographic guest lists. Send digital save-the-dates to your younger, tech-savvy friends and colleagues, while mailing paper versions to older relatives and guests who may not engage with digital communication.⁵ This targeted approach optimizes both cost and guest experience.

Consider your formal invitation plans when choosing save-the-date format. If you're planning paper formal invitations, paper save-the-dates create stationery continuity. Conversely, if formal invitations will be digital, digital save-the-dates maintain consistency and set guest expectations for electronic communication.⁶

Regional Considerations

Save-the-date customs and timing vary across English-speaking regions, though core principles remain consistent globally.

United States: Save-the-dates are nearly universal, with 82% of American couples sending them according to The Knot 2024 data.¹ Typical timing is 6-8 months for local weddings and 9-12 months for destination celebrations. Digital save-the-dates have gained full acceptance across demographics, particularly post-2020. Photo cards remain the most popular format, with magnet save-the-dates common in Southern and Midwestern states.

United Kingdom: Save-the-dates are somewhat less common than in the US but growing in popularity, particularly for destination weddings or celebrations during bank holiday weekends. British couples typically send save-the-dates 6-9 months in advance, with 8-12 months for overseas venues.⁵ Postcard formats are popular due to Royal Mail pricing structures that penalize heavier items. Including general location (e.g., "The Cotswolds" or "Edinburgh") is standard, with specific venue details reserved for formal invitations.

Australia: Australian couples commonly send save-the-dates 7-10 months before weddings, with 12+ months for international destinations like Bali or Fiji (popular Australian wedding locations).⁵ Given Australia's geographic size, interstate weddings often require flight bookings, making earlier save-the-dates particularly valuable. Digital save-the-dates have high adoption rates due to Australia's tech-savvy population and environmental consciousness.

Canada: Canadian save-the-date practices mirror American customs closely, with 6-8 month timing standard. Destination wedding save-the-dates for Caribbean or Mexican venues should be sent 10-12 months ahead to allow for winter travel planning.¹ Bilingual save-the-dates (English/French) are appreciated for Quebec celebrations or when significant guest lists speak both languages.

Save-the-Date Etiquette

Following proper save-the-date etiquette prevents guest confusion and ensures your pre-invitation communication sets the right tone.³

Finalize your guest list before sending. Only send save-the-dates to guests who will definitely receive formal invitations. Adding guests after save-the-dates are sent makes late additions obvious and potentially hurtful. If your guest list is uncertain, wait until it's finalized before sending save-the-dates, even if timing becomes tighter.⁶

Address save-the-dates exactly as formal invitations will be addressed. If you're inviting a couple, address to both names. If someone gets a plus-one, include "and guest" on the save-the-date. Never send a save-the-date to one half of an established couple or married pair—this creates hurt feelings and confusion about whether partners are invited.²

Don't include registry information. Save-the-dates are too early for gift-giving communication. Registry details belong on your wedding website (which the save-the-date can reference) or via word-of-mouth, but never printed on save-the-date cards themselves. Including registry information this early appears gift-focused rather than celebration-focused.³

Send save-the-dates to all guests simultaneously. Don't send them in waves or batches based on guest priority. Everyone should receive save-the-dates at the same time to avoid guests comparing notes and feeling like they're "B-list" invitees. The only exception is international guests who may receive their save-the-dates 2-4 weeks earlier due to longer postal times.¹

Proofread thoroughly before sending. Save-the-date errors are particularly embarrassing because they're sent so far in advance, giving guests months to notice mistakes. Verify the date is correct (Saturday vs. Sunday is a common error), names are spelled correctly, and location details are accurate. Have three separate people proofread before sending.⁶

Follow up with formal invitations 6-8 weeks before the wedding. Save-the-dates create an obligation to send formal invitations later. Don't send save-the-dates if you're unsure you'll proceed with the wedding, and ensure you budget for both save-the-dates and formal invitations when planning stationery costs.²

How Much Do Save-the-Dates Cost

Total save-the-date costs depend on format selection, guest count, and whether you choose DIY or professional design approaches. Budget allocation for save-the-dates typically ranges from £50-400 for most weddings.⁴

These estimates include printing and postage but not optional custom design fees, which range from £100-400 for professional stationery designers.⁴ DIY design using templates from Canva or Adobe Express reduces design costs to £0-30 for template access.

Money-saving strategies include:

Print postcards instead of cards in envelopes, saving £0.45-0.85 per piece in postage and envelope costs. Postcard save-the-dates still convey all necessary information while reducing material and postal expenses by approximately 40%.⁴

Use digital save-the-dates for 70-80% of your list, reserving printed versions only for guests over 65 or those you know prefer paper communication. This hybrid approach can reduce total save-the-date costs by 60-75% compared to all-paper sending.⁷

Choose DIY printing for small guest lists under 50. Home printing on quality cardstock costs £0.15-0.30 per card compared to £1-3 for professional printing, though this is only practical for smaller quantities where time investment is reasonable.⁴

Skip save-the-dates entirely for very small weddings under 30 guests where you can personally notify everyone by phone or in person. Save-the-dates are helpful but not mandatory, particularly for intimate celebrations with minimal travel requirements.³

Order during promotional periods from major stationery companies. Shutterfly, Minted, and Vistaprint frequently offer 30-50% discounts during Black Friday, New Year, and Valentine's Day periods—ideal timing if you're planning a fall or winter wedding.⁷

Creating Effective Save-the-Dates

The most effective save-the-dates balance essential information with visual appeal while avoiding information overload that belongs on formal invitations.

Design principles for maximum impact:

Use high-contrast text and backgrounds for easy readability. Save-the-dates often end up on refrigerators or bulletin boards where lighting may be poor. Dark text on light backgrounds (or vice versa) ensures key information remains legible in various environments.⁶

Prioritize the date visually. Your wedding date should be the largest, most prominent element on the save-the-date. Guests need to identify the date at a glance to mark calendars immediately. Consider using significantly larger font sizes (24-36pt) for the date compared to other text (10-14pt).²

Include your wedding website URL prominently. Your website is where guests will find accommodation blocks, travel information, schedule details, and registry links. Make the URL easy to read and type—avoid long, complex URLs that guests might mistype. If using a digital save-the-date, hyperlink directly to your website.⁵

Choose photos that represent both partners equally. If using an engagement photo, select an image where both people are clearly visible and equally featured. Avoid photos where one partner dominates the frame or where faces are unclear, as save-the-dates often get pinned up where guests see them daily.⁶

Wording approaches that work well:

Traditional formal wording: "Save the date for the wedding of Katherine Elizabeth Hayes and Jonathan Michael Ross, Saturday, the fourteenth of June, two thousand twenty-five, Boston, Massachusetts. Invitation to follow."

Casual contemporary wording: "Katie & Jon are getting married! Save the date: June 14, 2025, Boston, MA. Details to come at katieandjohn2025.com"

Destination wedding wording: "Join us in Tuscany! Save the date for the wedding of Katherine Hayes and Jonathan Ross, June 14, 2025, Siena, Italy. Travel information and invitation to follow."

Same-sex wedding wording: "Save the date for the wedding of Michael Chen and David Thompson, June 14, 2025, San Francisco, California. Invitation to follow." (Use alphabetical order by last name, or order of preference if one partner is taking the other's surname.)

Common Save-the-Date Mistakes to Avoid

Several frequent errors can undermine the effectiveness of save-the-dates or create guest confusion.

Sending save-the-dates before your venue is confirmed. Never send save-the-dates based on a venue hold or tentative booking. If the venue falls through and your wedding location changes, you'll need to send correction notices to all guests—creating confusion and potential wasted travel bookings.³

Including too much detail. Save-the-dates should provide just enough information for calendar blocking, not comprehensive wedding details. Avoid listing ceremony times, reception locations, dress codes, or schedule specifics that may change. These details belong on formal invitations sent closer to the wedding.²

Forgetting to include the year. While it seems obvious to you, guests who receive save-the-dates 8-12 months in advance need the year clearly stated. "June 14" without a year forces guests to assume or calculate, increasing the chance of calendar errors.⁶

Using unclear location descriptions. "Charleston" exists in multiple states (South Carolina, West Virginia, Illinois). Always include state or country with city names to prevent guest confusion about which Charleston, Portland, or Cambridge you mean. For international guests, include country even for well-known cities.⁵

Skipping proofreading. Save-the-date errors are particularly embarrassing because they're sent so far in advance, giving guests months to notice mistakes. Have multiple people review save-the-dates before sending, particularly checking the date against your venue contract.¹

Not accounting for postal time. Mailed save-the-dates require 3-10 days for domestic delivery and 2-4 weeks for international delivery. Calculate backwards from your desired guest receipt date to determine when to mail. For Christmas holiday weddings, send by April to ensure summer receipt before guests book holiday travel.³

Save-the-Dates for Special Situations

Certain wedding circumstances require modified save-the-date approaches.

Postponed or rescheduled weddings: If you've already sent save-the-dates but need to change your date, send a "change the date" notice immediately. This can be a simple postcard or digital message: "Date change! Please save our new wedding date: October 14, 2025 (previously June 14, 2025). Updated details to follow." Send change-the-date notices via the fastest method possible—usually digital—even if original save-the-dates were mailed.²

Weekday weddings: For non-weekend celebrations, emphasize the day of the week on save-the-dates: "Friday, June 14, 2025" rather than just "June 14, 2025." Weekday weddings require extra guest planning for time off work, making the specific day crucial information.³

Multi-day celebrations: If your wedding includes welcome events, day-after brunches, or multi-day festivities, indicate this on save-the-dates: "Join us for wedding celebrations June 14-16, 2025, Charleston, SC. Full schedule to follow." This signals guests to block multiple days rather than just the wedding date.⁵

Intimate weddings with larger celebrations later: If you're having a small ceremony but larger celebration later, be explicit: "Save the date for a celebration in honor of our marriage: September 14, 2025." This wording clarifies guests won't attend the actual ceremony, preventing confusion or hurt feelings.⁶

Children-invited vs. adults-only weddings: Save-the-dates should reflect your formal invitation addressing. If children are not invited, address save-the-dates only to adult household members ("Sarah and James Wilson" not "The Wilson Family"). This establishes expectations early, though you'll need to reinforce this on formal invitations.²

Sources and References