A complete wedding checklist contains 60-80 tasks organized across six chronological phases, starting 12-18 months before your wedding day. According to The Knot's 2024 Real Weddings Study, 78% of couples who used structured checklists reported significantly lower planning stress compared to those who didn't1. The key is prioritizing tasks based on your ceremony type (civil, religious, or symbolic) and adjusting timelines based on vendor availability in your region.
Checklist Overview by Phase
Wedding planning breaks into six distinct phases, each with specific priorities and deadlines. This structure works regardless of whether you're planning for 100 guests in London, 150 in Sydney, or 200 in Texas.
| Phase | Timeline | Primary Focus | Number of Tasks |
|---|---|---|---|
| Foundation | 12+ months | Budget, venue, key vendors | 12-15 tasks |
| Major Vendors | 9-12 months | Catering, attire, entertainment | 10-12 tasks |
| Details | 6-9 months | Invitations, decor, menu | 12-15 tasks |
| Finalization | 3-6 months | Fittings, confirmations | 10-12 tasks |
| Final Countdown | 1-3 months | RSVPs, final payments | 8-10 tasks |
| Wedding Week | Final 7 days | Rehearsal, last checks | 8-10 tasks |
Phase 1: Foundation (12+ Months Out)
The decisions you make in this first phase determine everything else. With 12-18 months of lead time, you'll secure availability with top vendors—particularly important for peak season weddings (May-October in the Northern Hemisphere, October-April in Australia).
Essential First Tasks
Set your budget before making any other decisions. The average wedding costs $33,000 in the United States, £23,420 in the United Kingdom, and A$35,315 in Australia123. Determine who contributes: 54% of couples self-fund entirely, while 39% receive family contributions1. See our wedding budget breakdown for allocation guidance.
Choose your date range rather than a single date initially. September is the most popular wedding month in both the US and UK, while October-December dominates in Australia3. Off-peak dates (November-March in the Northern Hemisphere) can reduce venue costs by 20-40%.
Estimate your guest count as it directly impacts venue requirements and catering budget. The average guest count is 117 in the US, 80-100 in the UK, and 100-120 in Australia123.
Research and book your venue—the single largest expense, representing 40-50% of your total budget. Visit at least 3-5 venues before deciding. Popular venues book 12-18 months ahead for Saturday dates.
Hire your photographer early, as top photographers limit their annual weddings and book quickly. Budget $2,500-$4,000 in the US, £1,500-£2,500 in the UK, or A$3,000-$5,000 in Australia.
Foundation Phase Checklist
| Task | Priority | Budget Impact |
|---|---|---|
| Set total budget | Critical | 100% baseline |
| Determine date range | Critical | Affects pricing |
| Create guest list estimate | Critical | Determines scale |
| Research venues (3-5 visits) | Critical | 40-50% of budget |
| Book venue with deposit | Critical | 40-50% of budget |
| Hire photographer | High | 8-12% of budget |
| Consider wedding planner | Medium | 5-10% if applicable |
| Start engagement photos | Low | Often included |
Phase 2: Major Vendors (9-12 Months Out)
With venue secured, focus on booking the vendors who complete your core team. The average couple hires 10-14 vendors1.
Vendor Booking Priorities
Catering (if not venue-inclusive): Budget $80-$100 per person in the US, £70-£90 in the UK, or A$100-$150 in Australia. Schedule at least two tastings before committing.
Wedding attire: Begin dress shopping now—bridal gowns require 4-6 months production time plus 2-3 months for alterations. Suits can be ordered 3-4 months ahead but bespoke tailoring needs 6+ months.
Entertainment: DJs cost $1,000-$2,500 in the US, £400-£800 in the UK, and A$1,000-$2,000 in Australia. Live bands run 3-5x more. Book 9-12 months ahead for popular vendors.
Videographer: If including video, book alongside or shortly after your photographer. Budget $1,500-$3,500 depending on coverage and region.
Major Vendors Phase Checklist
| Task | Priority | When to Book |
|---|---|---|
| Book catering/finalize menu direction | Critical | 10-12 months |
| Begin wedding dress shopping | Critical | 9-12 months |
| Order wedding dress | Critical | 8-10 months |
| Book entertainment (DJ/band) | High | 9-12 months |
| Book videographer | High | 9-11 months |
| Book florist | High | 8-10 months |
| Reserve officiant/celebrant | High | 9-12 months |
| Book hair and makeup artist | Medium | 8-10 months |
| Research honeymoon destinations | Medium | Ongoing |
Phase 3: Details (6-9 Months Out)
This phase focuses on the details that transform your venue into your wedding vision.
Key Detail Tasks
Send save-the-dates 6-8 months before the wedding (earlier for destination weddings). Digital save-the-dates have gained acceptance, with 35% of couples now using them1.
Order invitations and plan for 6-8 weeks production time plus postage. Send formal invitations 8-12 weeks before the wedding in the US and Australia, or 12-16 weeks in the UK where longer notice is traditional.
Plan your ceremony details including readings, music selections, and vows. If writing personal vows, start drafting now.
Finalize decor decisions with your florist and any rental companies. Centerpiece costs average $200-$400 per table.
Details Phase Checklist
| Task | Priority | Notes |
|---|---|---|
| Send save-the-dates | Critical | 6-8 months out |
| Order invitations | Critical | Allow 6-8 weeks production |
| Book rehearsal dinner venue | High | If applicable |
| Register for gifts | High | Include variety of price points |
| Plan ceremony details | High | Readings, music, vows |
| Order wedding cake | High | 4-6 months lead time |
| Finalize floral design | High | Centerpieces, bouquets |
| Book transportation | Medium | Limos, shuttles |
| Plan honeymoon and book travel | Medium | Best prices 6+ months out |
| Purchase wedding bands | Medium | Allow time for sizing |
Phase 4: Finalization (3-6 Months Out)
Confirmations and fittings dominate this phase. You're locking in details previously discussed.
Finalization Tasks
Send formal invitations 8-12 weeks before the wedding with RSVP deadline 3-4 weeks before.
Begin dress alterations once your gown arrives. Budget 2-3 months and 2-4 fittings for proper adjustments. Alteration costs range from $200-$600.
Confirm all vendors in writing with final timelines, payment schedules, and day-of contacts.
Apply for marriage license according to your jurisdiction's requirements:
- US: Requirements vary by state; some require waiting periods of 1-6 days
- UK: Give notice at your local register office 29 days minimum before the ceremony
- Australia: Submit Notice of Intended Marriage (NOIM) at least one month before
Finalization Phase Checklist
| Task | Priority | Deadline |
|---|---|---|
| Send formal invitations | Critical | 8-12 weeks out |
| First dress fitting | Critical | 3-4 months out |
| Confirm all vendors in writing | Critical | 4 months out |
| Order suits/formalwear | High | 3-4 months out |
| Hair and makeup trial | High | 3-4 months out |
| Finalize ceremony script with officiant | High | 3 months out |
| Purchase/break in wedding shoes | Medium | Ongoing |
| Create seating chart draft | Medium | After RSVPs begin |
| Plan bachelor/bachelorette parties | Medium | Coordinate with wedding party |
Phase 5: Final Countdown (1-3 Months Out)
RSVPs arrive and final payments come due. This is when your planning consolidates into execution.
Final Countdown Tasks
Track RSVPs and follow up with non-responders 1-2 weeks after the deadline. Expect 15-20% won't respond without prompting.
Finalize guest count with your caterer and venue—this number determines final pricing for most vendors.
Make final payments to vendors (most require payment 2-4 weeks before the wedding).
Create day-of timeline detailing every moment from morning preparations through last dance.
Write thank-you notes for any gifts received before the wedding.
Final Countdown Checklist
| Task | Priority | Deadline |
|---|---|---|
| RSVP deadline passes, follow up | Critical | 3-4 weeks out |
| Submit final guest count | Critical | 2-3 weeks out |
| Final dress fitting | Critical | 2 weeks out |
| Confirm all vendor arrival times | Critical | 2 weeks out |
| Make final payments | Critical | 2-4 weeks out |
| Create detailed day-of timeline | High | 2-3 weeks out |
| Finalize seating chart | High | 2 weeks out |
| Prepare vendor tips and payments | High | 1-2 weeks out |
| Break in wedding shoes at home | Medium | Ongoing |
| Prepare wedding night bag | Medium | 1 week out |
Phase 6: Wedding Week
The final days focus on last confirmations and enjoying the moment you've planned for.
Wedding Week Tasks
Confirm every vendor one final time with arrival times, locations, and emergency contact numbers.
Attend rehearsal (typically the evening before) so the wedding party knows positioning and timing.
Delegate day-of responsibilities to your wedding party, coordinator, or trusted family members.
Prepare emergency kit with safety pins, stain remover, pain relievers, tissues, sewing kit, and phone chargers.
Wedding Week Checklist
| Task | Day | Notes |
|---|---|---|
| Final vendor confirmations | 5-7 days out | Call each vendor |
| Pick up dress (if stored at salon) | 3-5 days out | Check for any issues |
| Confirm transportation details | 3-5 days out | Times, addresses |
| Wedding rehearsal | 1-2 days before | Practice ceremony flow |
| Rehearsal dinner | Evening before | Celebrate with wedding party |
| Prepare emergency kit | Day before | Everything in one bag |
| Get manicure/pedicure | Day before | Schedule relaxation time |
| Lay out everything needed | Night before | Reduce morning stress |
| Sleep and hydrate | Night before | Essential self-care |
Regional Checklist Variations
United States
- Marriage license obtained from county clerk (requirements vary by state)
- Average engagement: 12-15 months
- Invitations sent 8-10 weeks before wedding
- Rehearsal dinner tradition strong
United Kingdom
- Must give notice 29 days minimum before ceremony at register office
- Average engagement: 15-20 months
- Invitations sent 12-16 weeks before wedding (longer lead time traditional)
- "Wedding breakfast" refers to reception meal, not morning event
Australia
- NOIM (Notice of Intended Marriage) required minimum 1 month before
- Registered celebrant required for legal ceremony
- Average engagement: 12-18 months
- Seasons reversed—peak season December-March
Common Checklist Mistakes to Avoid
Underestimating alteration time: Brides frequently leave too little time between dress arrival and wedding. Plan 2-3 months minimum.
Forgetting marriage license requirements: Each jurisdiction has different rules. Research yours 3-4 months ahead.
Not building in buffer: Add 10-15% contingency to both budget and timeline for unexpected issues.
Skipping vendor meal planning: Photographers, DJs, and coordinators working 8+ hours need meals—factor this into catering counts.
Leaving tips to the last minute: Prepare tip envelopes a week ahead to avoid wedding-day scrambling.
Sources and References
Footnotes
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The Knot, Real Weddings Study 2024, 2024. https://www.theknot.com/content/real-weddings-study ↩ ↩2 ↩3 ↩4 ↩5 ↩6
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Hitched, UK National Wedding Survey 2024, 2024. https://www.hitched.co.uk/wedding-planning/organising-and-planning/average-cost-of-a-wedding/ ↩ ↩2
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Easy Weddings, Australian Wedding Industry Report 2024, 2024. https://www.easyweddings.com.au/articles/wedding-cost/ ↩ ↩2 ↩3