How to Assemble your Wedding Invitations : A Guide by a Professional Wedding Stationer
When your wedding invitations arrive, it’s an exciting milestone — your vision has come to life in print. But as those beautiful stacks of paper and envelopes spread across your table, you might find yourself wondering: How do I actually put all of this together?
Don’t worry — assembling wedding invitations doesn’t have to be stressful. With a little organization, attention to detail, and this step-by-step guide, you’ll be ready to mail your invitations with confidence (and without a single upside-down RSVP card).
Whether you’ve chosen a romantic invitation suite from a California wedding stationer or ordered a semi-custom design online, these tips will help you assemble your wedding invitations with care and polish.
Step 1: Gather Everything You’ll Need
Before you begin, clear a clean workspace and gather all of your invitation components. Having everything within reach will make the process much smoother and prevent mistakes or missing pieces later.
You’ll need:
The invitation card (the main piece with your names, date, and venue)
The RSVP card and RSVP envelope
Any details or enclosure cards (like accommodations, transportation, or a welcome party insert)
The outer envelope (and inner envelope, if your suite includes both)
Ribbon, wax seals, or belly bands (if included in your design)
Envelope liners (if not pre-installed)
Stamps for both the main envelope and RSVP envelope
It’s also helpful to have:
A ruler for crisp folds
Double-sided tape runner for liners and ribbon (THIS one is my fav!!)
Postage scale (here is my favorite!)
If you’re working with a luxury suite — such as handmade paper, silk ribbon, or wax seals — be extra gentle as you handle each piece. These materials are beautiful but delicate.
Step 2: Prepare the Envelopes
If your wedding invitations include envelope liners, now is the time to add them.
Slide the liner into the envelope, aligning it just below the adhesive line.
With the liner in place, fold the envelope flap down and crease the fold.
Carefully lift the envelope flap up while keeping the envelope liner flap down.
Run the tape runner along the edges of the flap.
Fold the envelope flap back down and press to secure the tape.
Envelope liners add such a romantic, finished touch — whether it’s a watercolor of your California wedding venue or a soft floral print that ties into your color palette.
Don’t have envelope liners yet, but want some? Check out my Etsy shop where I sell romantic envelope liners for any style wedding.
Step 3: Stack Your Invitation Suite
Traditionally, invitations are stacked largest to smallest, with each piece facing up. Here’s the standard order:
Invitation Card (on the bottom)
Details Card (next)
RSVP Card (on top of the stack)
Place the RSVP envelope behind the RSVP card, flap facing up, so guests can easily insert their response card.
If you have additional enclosures — like a weekend itinerary, rehearsal dinner invitation, or directions — stack them according to size, keeping the visual flow elegant and organized.
Step 4: Bundle Your Suite
Many romantic wedding invitations include an extra layer of presentation — a ribbon, belly band, vellum wrap, or wax seal. This isn’t required, but it adds a luxurious finishing touch and helps keep your suite neat and cohesive.
RIBBON
Wrap the ribbon around your stacked suite and tie a simple knot or bow on the front. Silk ribbon creates a soft, romantic look (a favorite among California wedding stationers). You do need to be careful to make sure that the bow or knot is as flat as possible. This will help make sure that everything fits in the envelope and the envelope can seal. I recommend checking out this YouTube video for a ribbon tying tutorial if you need extra guidance.
Don’t have ribbon yet for your invitations? My favorite brand is available on Amazon! Check out their stunning ribbons here.
BELLY BAND
A belly band — made of paper, vellum, or fabric — wraps around the suite to hold everything in place. You can secure it with adhesive tape or a small wax seal.
VELLUM WRAP
If your invitations include a vellum overlay or wrap, gently fold it around the suite and close it with ribbon, a monogram tag, or a wax seal.
Each of these options adds an extra layer of texture and anticipation when your guests open their invitations.
Step 5: Insert the Suite Into the Envelope
Once your invitation suite is stacked and bundled, it’s time to slide it into the envelope.
Traditionally, you’ll place the suite with the front of the invitation facing the flap — that way, when your guest opens the envelope, the invitation is beautifully presented right away.
If you have both inner and outer envelopes, follow this order:
Insert the fully assembled suite into the inner envelope, face up.
Do not seal the inner envelope.
Place the inner envelope (with the guest’s names written on it) inside the outer envelope, flap side facing the back.
If you only have a single envelope, simply insert the entire suite and seal it when you’re ready to mail. I recommend using a tape runner to seal the envelope - it will have a much stronger hold.
Step 6: Address and Stamp Your Envelopes
Addressing is one of the most elegant parts of sending your invitations — it’s your guests’ first impression of your wedding style.
You have a few options:
Professional calligraphy – timeless, romantic, and perfect for luxury weddings.
Digitally printed addressing – a clean, modern option offered by many wedding stationery designers.
Handwritten addressing – a personal touch if you have neat handwriting and patience!
RETURN ADDRESSES
Your return address should go on the back flap of the outer envelope (or upper left corner if you prefer a traditional layout).
POSTAGE
Before you start stamping, make sure you weigh one fully assembled invitation suite. Suites with wax seals, ribbon, or multiple inserts often require additional postage or hand-canceling. If you have questions about postage, check out my comprehensive postage blog post!
Don’t forget to add postage to your RSVP envelopes as well — it’s a courtesy that ensures guests can easily mail back their responses.
Step 7: Seal Your Envelopes
After addressing and stamping, you can begin sealing.
If you are sealing a large batch of envelopes, I highly recommend using a tape runner (this one here is my fav!). It will save you so much time and frustration in the long run.
I know many brides out there who love wax seals on the outside of the envelope. While I know this is beautiful, I do not recommend this. With the USPS being so unpredictable, wax seals on the outside of the envelope can result in extra postage, damage to the envelope, and a chance of the envelope being undeliverable. I love wax seals as much as the next girl, so instead use the seals on a different part of the invitation suite, or use an inner/outer envelope and secure the wax seal to the inner envelope.
Step 8: Mail with Care
Once your invitations are ready, it’s worth taking an extra moment to make sure they arrive safely.
Visit the post office in person. Hand your invitations to a clerk and request “hand canceling,” which means they’ll be stamped by hand instead of run through a machine. This helps prevent bent or damaged envelopes.
Avoid mailing in extreme weather. If possible, drop them off in mild weather to prevent moisture or heat damage.
Double-check addresses before mailing to avoid lost invitations or returned mail.
As a rule of thumb, mail your wedding invitations 12 weeks before your wedding day (or more for destination weddings).
Common Mistakes to Avoid
Even the most beautiful invitations can lose their magic if small details are overlooked. Here are a few mistakes couples often make — and how to avoid them:
Forgetting RSVP postage. Always include a stamp on the RSVP envelope.
Not weighing a sample suite. Postage can vary — better safe than sorry!
Mixing up invitation order. Always double-check your stacking order before sealing.
Not proofing guest addresses. Have someone else review your guest list for typos or missing apartment numbers.
Skipping a test run. Assemble one full suite start-to-finish before doing all 100. It helps you estimate time and identify issues early.
Pro Tips from a Stationer
As a professional stationer specializing in romantic and luxury wedding invitations in San Luis Obispo, California, here are a few expert tips that make a big difference:
Do one task at a time. Rather than assembling each invitation from start to finish, focus on one step throughout your entire stack — for example, insert all liners first, then tie ribbons, then seal envelopes. This method keeps your workflow consistent and ensures every invitation looks uniform and polished.
Keep your hands clean. Wash and dry your hands frequently — oil and moisture can mark fine paper.
Use a lint-free towel. If you’re working with handmade paper or delicate finishes, set them on a soft towel rather than directly on a table.
Enjoy the moment. Invitation assembly is one of the last tangible steps before your guests experience your wedding vision for the first time. Make it special — pour a glass of wine, play your wedding playlist, and savor the anticipation.
Final Thoughts
Assembling your wedding invitations may seem like a small task in the midst of wedding planning, but it’s one of the most meaningful. This is the first piece of your wedding that your guests will hold in their hands — a glimpse into your celebration and your love story.
Whether your suite features soft silk ribbons, custom monograms, or minimalist modern typography, taking the time to assemble everything with care shows your guests how much this day means to you.
And if you’re still searching for timeless, romantic wedding invitations designed and printed in California, send me a message and let’s chat!
xoxo
Adrienne
