A Wedding Pro's Guide To Sending Digital Invitations

Phone with screenshot
August 31, 2021

As the wedding world evolves, so does the wedding invitation scene. Amidst the pandemic, there have been many changes around social gatherings that have caused countless postponements and heartache. Going digital with wedding invitations has become an appealing and less stressful option. 

Aside from obvious benefits, like changing details quickly and easily, it's also a seamless way to manage RSVPs by directing guests to your client's wedding website (if they choose to have one). Sustainability and the use of eco-friendly materials is a key trend in wedding stationery for 2021. Making digital invitations both convenient and on-trend! If your clients are keen on printed invitations. They can still be eco-conscious by choosing sustainably sourced papers and vegetable-based inks.

Many aspects of wedding planning come with traditions. Wedding invitations are no different. Read on to learn how to send wedding invitations via email, how to word and address the emails, what to put in the subject line, and how to address the traditional aspects too!

Is it okay to send wedding invitations by email?

In short––yes, it's okay! Some people believe you should only send paper invitations for an occasion as special as a wedding, but your client's wedding day is about doing what’s right for them and what they believe in. At the end of the day, everyone will have an opinion of what clients should and shouldn't do! Going green with digital invites as a way of supporting the environment is totally okay. Or choosing to do it because it's a more convenient and less stressful option is okay too. Since the pandemic, we've all become accustomed to increased digital communication so guests are unlikely to see this as unusual.

The one thing to keep in mind is that some guests may not be tech-savvy (such as grandparents). This can be easily fixed with a printed copy of the invitation, or a handwritten note for them. These can also double as photo keepsakes. You can also ask the stationer for a print version of the wedding invite.

How do you send wedding invitations by email? 

First, you or your clients will need to set up a joint email account for any wedding correspondences. Add an email signature. Be sure to personalize it with a wedding monogram, and you are ready to send the wedding invites! 

There are a few ways you can do this:

  1. You can attach the invitation as an image attachment.
  2. You can paste the invitation image in the email text itself.
  3. Or if you're a little more tech orientated. You can embed the invitation details in the email as ‘click here’ buttons. Examples: RSVPs, leading guests to the wedding website, etc. Clients can always pay a stationary vendor to do it as well! 

Having a wedding invitation image is great because guests can click on it to view it, and add it to their camera roll or image gallery. This means they can check back on the wedding details at any time––it's super helpful!

In terms of tradition, the wedding invitation image will contain all the details needed. This includes the date, time, and location of the wedding ceremony. The tone of the written text can be carried through the email. For example, type numbers in full if you're going for a more formal tone. Including the guest’s title (such as Mr, Mrs, Ms, Mx, etc.) or using the full word ‘and’ vs the ampersand symbol. 

Laptop with email invite

What do you write in the subject line when sending wedding invitations by email?

I recommend keeping subject lines short and to the point. Adding the couple's names and the event is ideal. This will give guests a reference, so they know who the email is from and what it's about immediately. They're less likely to skim past the email as ‘read later’ than forget to come back and open the email. Be mindful of including unique characters such as “!” and “@” etc. as some email providers may mark your email as spam. With these pointers in mind, below are some subject lines you can use. These have been formulated with a focus on key information to include - merriers' names, the event, and the date (optional):

  • Suzy & Shane are Tying the Knot - 02.10.2021
  • Suzy & Shane are getting married!
  • Suzy & Shane’s Wedding | 02.10.21
  • Mark Your Calendar for Suzy & Shane’s Wedding | 02.10.21
  • Suzy & Shane are getting married! 
  • You are invited to Suzy and Shane’s wedding in October 2021.

Pro Tip: Have clients follow up a few days later with a personal text or call to check if each guest has received the email and that it didn't end up in their spam box. Otherwise, they won’t know until they start following up with guests in a few weeks' time. 

How do you write the wedding invitation email?

Sending invitations digitally is a little different given that there's no envelope. Who is invited needs to be clear. When sending digital invitations by email, address the email to each guest by name. 

The email message itself will be quite short - all wedding details are in the wedding invitation images. In some ways, you could think of the email as an envelope to share the invitation! Below are a couple of examples that you can use.

Dear Mr. and Mrs. Smith,

We are making things official and would love to invite you to our wedding celebration. It will be held in October, in Auckland 2021. 

Attached you can find our wedding invitation card for details and RSVP. We cannot wait to celebrate with you as we embark on our journey of friendship and love.

With love always,

Suzy and Shane

Dear Ivan and Jay,

It is with great joy that we invite you to share in our wedding celebration in October, in Auckland 2021.

Please find attached our wedding invitations for details and RSVP. We hope you can join the fun as we celebrate our journey of friendship and love together.


Suzy and Shane

Phone with digital invite on the screen

A few helpful tips to keep in mind

When sending wedding invitations by email:

  • Don't send the wedding invitation as a group email. Address each guest by name and send individually. By addressing each guest personally, it is clear who is invited (which is traditionally taken care of by envelopes) and easier on RSVP management! 
  • Do follow up - you'll still need to! Some guests will simply forget to respond, as they do with paper copies too!
  • Do remember that email is not private. So clients shouldn't put anything personal in the email invite that is meant to be private.

Sending wedding invitations is honestly so much fun for clients and pros, and one of the first steps that make the wedding come to life and feel real. From that first RSVP notification to the messages saying, "yes, we can't wait!" Make it beautiful and meaningful in a way that works for your clients. It doesn't have to be stressful or complicated!

Hero photo courtesy of Designing Love


About the Author

Headshot of Penelope
Penelope is the owner and designer of DesigningLove, a bespoke wedding invitation design studio based in NZ. Specializing in digital wedding stationery and monogram design with a modern minimalist style for couples who want simple, elegant, and meaningful details for their wedding.