What to Include on a Destination Wedding Invitation: Travel, Lodging & More
If you’re wondering how early to send invitations for your destination wedding, you’re not alone. Your invitation does more than share the date — it sets the tone for your celebration and helps guests prepare for their travel adventure. As a destination wedding travel advisor, I’m often asked when to send invites, what details to include, and how to make the design reflect your destination’s vibe. In this guide, I’ll answer those questions and share insider tips on timing, guest lists, and wording so you can plan your destination wedding invitations with confidence and style.
1. When should we send our save-the-dates and invitations for a destination wedding?
When planning a destination wedding, timing is everything — not just for travel, but for communication. Because your guests are planning a full trip (not just a weekend event), your save-the-date often serves as your main invitation and should include everything guests need to start planning.
Here’s how to time it right:
- Save-the-Date (or primary invitation): Send 9–12 months before travel. Include your destination, wedding date, and a clear call to action — like visiting your wedding website for more information or to RSVP and reserve their room.
- Formal Invitations (optional): Some couples still send a formal invitation, but only to guests who’ve already RSVP’d “yes.” These are typically mailed or emailed about 3 months before travel and often include the itinerary of wedding festivities (welcome party, ceremony, group excursion, etc.).
- RSVP Deadlines: These can vary depending on your resort contract. Most destination wedding room blocks allow you to hold inventory until about 4–6 months before travel, meaning all rooms should have at least a deposit paid by that point to confirm attendance.
By sending your details early and keeping guests informed, you’ll help them secure their travel, budget properly, and get excited for your celebration in paradise.
2. What should we include on our destination wedding invitations?
Beyond the basics (names, date, time, and venue), destination wedding invitations should guide guests through travel logistics. Consider including:
- The full destination name (city, country, and resort)
- A wedding website link for travel details and booking info
- Accommodation recommendations or your room block information
- Travel dates for multi-day celebrations (welcome party, rehearsal dinner, etc.)
- Dress code and packing guidance (especially for beach or tropical locations)
- RSVP details with clear deadlines
Think of your invitation suite as your guests’ travel compass — it sets the tone and answers their biggest questions.
3. How should we word a destination wedding invitation?
Wording is where you can really infuse personality. A destination wedding invitation should balance clarity and charm — letting guests know this isn’t just a ceremony, it’s an experience!
Example 1 (Formal):
“Together with their families,
Emma Johnson and Michael Torres
invite you to join them for a celebration of love and adventure
at Dreams Riviera Cancun, Mexico
Saturday, May 10th, 2026.”
Example 2 (Casual & Fun):
“Pack your bags!
We’re saying ‘I Do’ in paradise!
Join us at Sandals St. Lucia
for a week of sun, love, and celebration.”
💡 Pro Tip: Match your tone to your destination — elegant and classic for Europe, breezy and playful for the Caribbean.
4. Should we send printed invitations or go digital?
Both options can work beautifully! Printed invitations create a keepsake and elevate the guest experience, while digital invitations are convenient and eco-friendly.
Printed Invites: Great for capturing the beauty of your destination theme with texture, color, and design.
Digital Invites: Perfect for quick updates and modern convenience (especially for international guests).
Many couples choose a hybrid approach — printed invites for sentimental value and digital RSVPs for easy tracking.
5. How can we help guests who aren’t tech-savvy or frequent travelers?
Destination weddings often include guests of all ages and travel comfort levels. Keep everyone at ease by providing:
- A printed travel details insert (with resort, flight, and airport transfer info)
- A wedding website for updates
- A travel advisor contact (so guests can ask questions directly — that’s where I come in!)
The goal is to make every guest feel comfortable and confident about their journey.
6. What mistakes should we avoid with destination wedding invitations?
What are the most common mistakes I see?
- Sending invites too late
- Leaving out key travel or RSVP details
- Overloading the invitation with text
- Forgetting to double-check your website or QR code
Pro Tip: Your invitation should excite, not overwhelm. Keep it elegant and clear — save the long details for your website or travel advisor handouts.
7. How can our invitations reflect the destination vibe?
This is where creativity shines! Your invitation design sets the mood for your event. Consider:
- Color palettes that match your location (turquoise, coral, sand tones)
- Textures or patterns like linen paper or watercolor washes
- Illustrations or motifs — palm leaves, passport stamps, or skyline silhouettes
- Custom envelope liners featuring your destination’s scenery
Every detail tells your story. Think of it as the first “chapter” of your wedding weekend!
Your invitation isn’t just an announcement — it’s a promise of what’s to come. With clear details, thoughtful timing, and design inspired by your destination, you’ll set the stage for the unforgettable moments ahead.
Want personalized advice for your destination wedding? Let’s chat about your plans! https://calendly.com/windermere-wedding/initial-conference-call-1
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