When to Send Save the Dates for Destination Weddings

Planning your destination wedding but feeling stuck when it comes to Save the Dates and invitations? You’re not alone!

Navigating the timing of sending Save the Dates for a destination wedding, along with invitations can be a challenge, and it leaves many brides feeling uncertain.

If you’re asking yourself questions like when to send save the dates, how early is too early for guests to commit, I was there too. I didn’t know what was right or how much time to give our guests.

But! I have learned a lot over the past decade, between my own personal experience and helping over 7000 brides plan their own destination weddings.

To ease your planning process, I’ve come up with a guide to navigating save the date cards and invitations for your destination wedding!

I’ve also included some fun Save the Date ideas that stray from the traditional route, and are perfect for destination weddings.

Man and Woman Standing on Gray Concrete Bridge

When should you send Save the Date cards to your guest list?

The general rule of thumb (based on my own experience, other bride’s experiences, and travel agent knowledge) is to distribute save the date cards no later than one year in advance of your destination wedding.

This timeline allows your guests ample time to plan, budget, and prepare for the trip.

And really, as soon as I picked a wedding date, I sent the Save the Dates! While it may have seen excessive to send ours 1.5 years ahead of time, I wanted to give people as much notice as possible to plan and save.

Consider the following key factors when sending out Save the Dates:

1. Respect your guests’ financial commitment by providing early notice

Understand that attending a destination wedding entails significant expenses and can create financial stress for some guests.

The reality of destination weddings is that many people may find it difficult to attend. It’s a big ask, and some guests may find themselves working overtime or dipping into their savings to make it happen.

By giving as much notice as possible, you help alleviate this pressure and allow guests to plan accordingly.

2. Take into account the average vacation days per year

Most full-time employees receive two to three weeks of paid vacation annually.

Providing early notice ensures guests can request time off and secure the date in their calendars, minimizing any scheduling conflicts outside their own vacation plans and time off.

3. Consider personal circumstances beyond finances and vacation time

Guests may need time to arrange for childcare, coordinate care for loved ones (including fur-children!), or mentally prepare for travel, especially if they have anxieties about it.

While a minimum one-year timeline may seem excessive, it accounts for various factors affecting your guests’ ability to attend.

By prioritizing their needs and providing ample notice, you allow for a smoother planning process and increase the likelihood of a memorable celebration surrounded by loved ones.

The long and short of it is, if you want a lot of your guest list to attend, you should consider this when you give notice of your wedding.

Put yourself in their shoes; if you were only given 3 months notice of a wedding in another country, could you make it happen? Better to give more than enough time. 😊

What to include on Destination Wedding Save the Dates

It’s important to give your family and friends a snapshot of what to expect at your destination wedding.

Be sure to include details like:

Your names! (not that they shouldn’t already know, but you know, formalities and all!😆)
Where are you travelling to for your wedding
The name of the venue or resort
What time the ceremony and reception will take place
Any additional events that guests are invited to attend (such as welcome dinner, farewell brunch, etc. – if you have this planned already, or you could save this for your pre-flight/welcome letter)
Wedding website, Facebook group, or other ways to contact you or find out more information
Wedding registry link (if applicable)

Unique Ideas for Save the Dates for Destination Weddings

Destination weddings are unique – and so are you! Let your Save the Dates reflect your personalities!

Some of my favourite designs include:

1. Luggage Tags

Ultra-fitting for a destination wedding, luggage tag Save the Dates are perfect if you haven’t confirmed a lot of your destination wedding details.

You can keep things simple on these adorable luggage tags, where only the date and website or Facebook group where invitees can go to find out more information and stay updated while you continue your planning.

These luggage tag Save the Dates from LetterAndLeather are customizable and are so cute!!

2. Boarding Passes

Boarding pass Save the Dates are what I did, and I fell in love with the idea!

These types of Save the Dates have plenty of room for details and you can customize them to suit what you’d like on there. It’s up to you to decide: you can include details about your venue or resort, a photo of you and your partner, travel details, and so much more!

The possibilities are endless. I love this boarding pass style Save the Date from LuckyLadyPaper.

3. Customized Postcards

This Save the Date option is an ideal balance for those who want a mix of custom and traditional.

Mix and match a classic look on one side with a photo of you and your fiance/e and keep the other side for the fun travel information!

When should you send formal invites for Destination Weddings?

Formal invitations should follow shortly after Save the Dates, depending on your wedding date. This timeline allows your guests ample time to make travel arrangements and prepare for your special day.

Part of this timing will hinge on whether or not your travel agent can obtain pricing for your venue; if it’s over a year in advance, room rates may not be available.

Work with your TA (travel agent) to determine the best time to send out your formal invites.

Before sending out formal invitations, ensure you have essential details finalized.

This includes:

Confirming your travel dates
Outlining the schedule of events for your wedding day
Selecting your resort
Gathering accommodation booking instructions for your guests from your destination wedding travel agent.

Once these key details are locked in, you can begin designing your invites, adding your personal touch and style!

Providing sufficient time for guests to prepare and arrange their plans is crucial, especially for destination weddings.

Aim to distribute your formal invitations as soon as you have all the necessary information for guests to book flights, accommodations, and other important and relevant information.

The more information you provide to your guests, the more prepared they will be. Make sure you present all the details to them to help them make an informed decision!