The Ultimate Wedding Stationery Checklist

Stay on track with your wedding stationery planning. This UK wedding stationery checklist covers everything you could need, all the way from save the dates to thank you cards.

September always feels like a fresh start, even if we’re not waving little ones off to school. After a summer filled with celebrations and gorgeous weddings, it’s the perfect time to feel inspired for your own special day.

When you start wedding planning, it’s easy to focus on the big things first like the venue, the dress, the flowers. But one detail that couples often underestimate is Wedding stationery.

Your stationery isn’t just paper, it’s a lasting memory of your day. From the first “save the date” through to the final “thank you,” stationery sets the tone, helps guests feel included, and ties your entire wedding style together.

To keep you organised (and excited!) here’s my ultimate wedding stationery checklist for UK couples, including essentials, optional extras, and tips to avoid common mistakes.

Save the Dates

The very first step in your stationery journey.

• When to send: 12–18 months before (longer for destination weddings so your guests have maximum time to plan and save).

• What to include: Couple’s names, date, and location.

• Design tip: Keep it simple but reflective of your wedding style. Illustrated motifs, venue sketches, or seasonal florals add a personal touch.

  
  

💡 Mistake to avoid: Waiting too long to send these as guests may already book holidays or other weddings.

Photography by: Heidi Joanne Film and Photography

Wedding Invitations

The centrepiece of your stationery suite.

• When to send: 4-6 months before your wedding, 8-12 months for destination weddings. If you have not opted for save the dates then I would suggest sending slightly earlier.

• What to include: Names, date, time, venue, RSVP deadline, dress code. Details of travel, accommodation and gift lists also help avoid the added stress of extra questions from your guests

• Design tip: Bespoke illustration is the ultimate way to personalise. Imagine a watercolour of your Hertfordshire venue or a crest blending your initials, florals that tie your whole day together or your beloved pet making an appearance. Your options are endless and your stationer can help create something truely personal.

  
  

💡 Mistake to avoid: Forgetting RSVP deadlines. This can delay catering and seating plans.

RSVPs

RSVPs are essential for your caterers to ensure they have the correct food available and any dietary requirements have been accounted for. Once you have them confirmed you can also plan any on the day stationery including place cards or escort cards and seating plans.

There are three main ways to collect RSVPs from your guests, and each comes with its own pros and cons.

1. Website

You can add a wedding website link or QR code to your invitations, allowing guests to confirm their attendance online.

• ✅ Pros: Easy to track, keeps everything in one place, and gives you a clear digital record.

• ❌ Cons: Not always user-friendly for older guests who may prefer more traditional methods.

  
  

2. RSVP Cards

A classic option is to include an individual RSVP card with your invitation suite, usually with a pre-addressed envelope.

• ✅ Pros: Feels traditional and luxurious, and gives you a physical record of replies.

• ❌ Cons: More costly, as you’ll need extra cards, envelopes, and return postage. Cards can also occasionally go missing in the post.

  
  

3. Contact Details

Some couples keep things simple by including a phone number or email address for replies.

• ✅ Pros: Quick, simple, and cost-effective.

• ❌ Cons: Can get overwhelming if lots of guests message you directly, and harder to keep organised without a central system.

Photography by: Fallon Ismail Photography

On-the-day Stationery

This is where everything comes together and also guides your guests through the day.

Ceremony:

• Order of the day sign

• Order of Service

• Welcome Sign

• Reserved Seating Cards

  
  

Reception:

• Menus

• Place Cards / Escort Cards

• Table Numbers

• Seating Plan

  
  

Extras: 

• Bar Menus

• Signage (guest book, Photo Booth, directions)

• Favour Tags

  
  

💡 Mistake to avoid: Ordering too late. These often need confirmed guest numbers, so allow 2-3 months.

Photography by: Heidi Joanne Film and Photography

After the Wedding: Thank You Cards

A final, thoughtful detail.

• When to send: Within 3 months after your wedding.

• What to include: A warm note of thanks, perhaps paired with a favourite photo or a matching illustration.

You could also request an illustration of your venue or something from your invitations that you can frame as a continous reminder of your best day together.

Photography by: Heidi Joanne Film and Photography

Essentials vs Extras

Every wedding is unique, and your stationery should reflect not only your style but also the type of celebration you’re planning. An intimate family gathering may require fewer details, while a larger, more formal event often calls for additional pieces to guide guests through the day.

Think of stationery in three tiers: Essentials, Recommended, and Extras. During your consultation with a stationer, you can decide what’s most important for your wedding, and tailor your stationery suite accordingly.

Essentials (The Must-Haves)

These are the pieces you’ll almost always need, regardless of wedding size or style:

• Invitations - the key information for your guests about date, time, and place.

• RSVPs - whether digital, card, or contact details, you’ll need a way to collect responses.

• Thank You Cards - often overlooked, but essential for showing appreciation after the big day.

Recommended (The Practical Touches)

These aren’t always mandatory but are extremely helpful for both you and your guests, especially for larger weddings:

• Save the Dates - useful if your wedding falls in peak season, involves travel, or if you want to secure the date early with loved ones.

• Menus - help guests know what to expect and highlight dietary details.

• Place Cards - guide guests to their seats, while adding a personal touch at the table.

• Seating Plan - crucial for a sit-down meal, especially with larger guest lists.

Extras (The Finishing Details)

These are the little luxuries that elevate your stationery suite, transforming it from beautiful to unforgettable:

• Wax Seals - add romance and old-world charm.

• Envelope Liners - a hidden detail that creates a “wow” moment when opened.

• Hand-Dyed Ribbons - soft, tactile accents that tie your suite together and bring an artisanal, elegant touch.

• Foil Detailing - metallic finishes add elegance and a sense of luxury.

My Recommendation

Start with your essentials, and then build from there depending on your budget, guest numbers, and vision for the day. For example:

• An intimate countryside wedding might keep it simple with invitations, RSVP details, and menus.

• A grand stately home celebration could include a full suite with save the dates, seating plan, and luxurious extras like foil or wax seals.

Your stationer will guide you through what’s practical, what’s possible, and which extras will make the biggest impact without overwhelming your budget.

Photography by: Heidi Joanne Film and Photography

FAQ: Wedding Stationery Planning

Do I need both Save the Dates and Invitations?

Not always, but Save the Dates are key for busy seasons and destination weddings.

How much should I budget?

Couples usually allocate 4–6% of their wedding budget for stationery. Bespoke, illustrated designs are an investment but add lasting value and the perfect keepsake element.

Can I order everything at once?

Yes, most couples do Save the Dates and Invitations together. On-the-day items follow once guest numbers are final.

Final Thoughts

Wedding stationery is your chance to set the tone, share your story, and guide guests seamlessly through your day. With this checklist, you’ll know exactly what to plan and when.

👉 Ready to start planning your stationery? Book your free consultation here.