Party Invitations

Types of Party Invitations

There are all types of invitations, from standard cards and notes to creative floral or craft projects that welcome guests to email invitations. No matter what their physical appearance, all party invitations can be broken down into three categories:

• Formal: These invitations follow a prescribed formula for verse, layout, and formatting. Weddings, black-tie galas, and other ritual events frequently use formal invitations. Words such as “cordially invited” and “your presence is requested” are typically found on formal notes, and RSVPs are usually required.
• Semi-Formal: Less structured than formal notes, semi-formal invitations still follow a standard format though the language is less elaborate and the note itself may be more colorful or humorous. Semi-formal notes are appropriate for parties, weddings, and other events where a response is required but hosts want their guests to know the event will be less rigid.
• Casual: Casual invitations may be very simple, and they are often themed and color-coordinated to the event. Less information is usually printed on casual invitations – host names, dress codes, etc. are usually not included. Many casual notes are hand-written, and may include events such as birthdays, graduation parties, surprise parties, or showers.

The key to choosing a proper invitation is to find one that matches the tone of the party itself. An extremely formal, traditional invitation is not appropriate for a five-year-old’s princess birthday sleepover, and likewise a martini-glass shaped lime green note is not appropriate for a black-tie evening wedding. The invitation is the first hint guests receive about the tone of the event, and matching the type of invitation to the event itself helps guests gauge what to expect.

Information to Include

Regardless of the type of party, certain information should be included on the invitation to make the decision about attending easier for the guests. All party invitations should include:

• Date and time, including any time changes (when a wedding ceremony versus the reception begins).
• Location with specific address, including directions and a map if necessary.
• Conduct expectations such as a dress code, adults-only stipulation, etc.
• Event description (wedding, birthday party, surprise party, retirement luncheon, baby shower, etc.).
• RSVP contact information and deadline.

This basic information helps guests decide whether or not they will be able to attend because of previous commitments, distance or travel challenges, or other necessary considerations. Depending on the specific event and type of invitation, additional information may be included, such as:

• Host name(s) and relationship to guest(s) of honor.
• Requests for secrecy, specialized attire, etc.
• Specialized guidelines for the party (pot luck, bring craft materials to scrapbook, etc.).

It should be noted that it is not considered polite to include gift registry cards or information in most invitations. To do so seems as if there is an admission price to the event and that the gift is more important than the company of friends and family. The decision of whether or not to include such information, however, should be made based on personal and social standards of both the hosts and the guests.

When to Send Invitations

Many invitations are themed to the event.

When to mail party invitations depends on a number of factors, including the type of event and where the guests live in relation to the party location. In general, invitations should not be sent more than eight weeks in advance; sending them earlier risks them being forgotten about and lost. At the same time, guests need to have enough time to decide whether or not to attend and to make any required travel arrangements conveniently. Parties that will take place over major holidays may need to be sent quite early, particularly if guests may normally make other arrangements, while casual, local get-togethers may only need invitations a week in advance.

A general rule of thumb is that the more elaborate the party planning, the earlier the invitation should be sent. Formal parties often have caterers and other hired assistance, and those vendors may require an approximate headcount well in advance, whereas a casual party may just need an extra bag of chips to accommodate additional guests. Hosts must have enough time for the invitations to be received, considered, and responded to without drastically interrupting the party planning.

Handling RSVPs

One of the most critical items on an invitation is the RSVP information. Guests must have a way to contact the party’s host to accept or decline the invitation, particularly if there are reservations to be made or formal arrangements to finalize. Ideally, a telephone number (one connected to an answering machine or voice mail) as well as an email address should be included for guests’ convenience. Formal invitations typically include pre-stamped response cards for guests to fill out and return by mail.

The biggest problem for many hosts is dealing with guests who do not RSVP by the indicated date. Hosts should leave additional time to contact guests by telephone, asking for their response, and overestimating guests is a way to compensate for individuals who do not respond but still attend the party.

Why Bother With Party Invitations?

Particularly for casual events, many people wonder whether invitations are necessary. The purpose of an invitation is not to create more work for the host or to intimidate the guests, but to bring them together for a celebration. Providing necessary details and contact information is convenient and polite, regardless of whether the invitation is a professionally designed and printed card, a fun themed note, or a simple email message.

--- Party invitations are the first step toward a fun, enjoyable event, no matter what the occasion. By choosing invitations to suit the mood of the event, including all critical information, and sending them in a timely manner, both the hosts and the guests will be off to a great start for celebrating together.