FAQ & Guidelines

Timeline for The Invitation Process

"Timing is everything"

  1. Save the Dates are usually mailed 6 months to one year prior to the big event. Depending on if you have guests traveling from out of town.
  2. Ordering Invitations is essential! Its a good idea to make an appointment with The Paper Tree Company 6 months to one year before your event to select your invitations. Order time will vary depending on the company and customization process. If you don’t have that kind of time on your hands, no worries, The Paper Tree Company can suggest an invitation that will fit your time frame. Some companies will work with rush orders.
  3. Mailing Invitations (Weddings & Bat/Bar Mitzvahs) should be done 8 to 12 weeks before the big event. Keep in mind if your out of town or out of the country guests will warrant earlier mailing time.
  4. Invites for parties, rehearsal dinner & showers will need 3 to 4 weeks to order and should be mailed out 4 to 8 weeks prior to event. Programs should be ordered 4 weeks prior to event, Place Cards, Menu Cards, Yarmulkes, Napkins & Guest Towels should be ordered 2 months prior to event. Sign In Books 4 weeks prior to event.
  5. Calligraphy on envelopes can be done 2 different ways. Hand Calligraphy needs to be done 3 to 4 weeks prior to mailing the envelopes. However, you must set up a time slot months prior with your hand calligrapher. Computer Calligraphy can be done 2 weeks prior to mailing. We offer many fonts and ink colors to match your invitation. Make sure to get your list in order right after your invitations proof is approved.

Organizing Your Guest List

"Putting your ducks in a row"

  1. Spell out words entirely. (Southwest instead of S.W.)
  2. Make sure proper title Mr. Dr. Mrs. Ms. Miss Master Jr. Sr. is listed before each name.
  3. Make sure there is proper capitalization and spacing.
  4. The person with the title should be listed first (Dr. and Mrs. Andrew Stone, Dr. Jessica Stone and Mr. Andrew Stone)
  5. Married doctors: The Doctors Stone or Dr. Andrew Stone and Dr. Jessica Stone or Drs. Jessica and Andrew Stone.
  6. Married couples with different last names appear on one line joined by “and” Unmarried couple will appear on 2 separate lines without “and”. Usually the closer friend is listed first.
  7. The term “and Guest” or “and Escort” is proper but its always better to find out name of guest if possible.
  8. You can use “and Family” but it’s always better to list names of children. Children are listed by age, oldest first.
  9. Girls are Miss under 18 years and plural is Misses
  10. Ms. over 18. Boys are Mr. or Master.
  11. Apartment should be written out ex. Apartment 15C do not use #
  12. Women widowed within the past two or three years should be: Mrs. James Jones. Beyond that time she may prefer to start using: Mrs. (or Ms.) Jane Jones
  13. When using the title “Honorable” and spouse, it will be lettered:
    • The Honorable James Jones and Mrs. Jones
    • The Honorable Agnes Jones and Mr. Jones
  14. Please check your list for errors. If possible, have the list proofread by someone else.

Computer Calligraphy

"Making the "A" list"

We are excited to address your envelopes. When organizing your addresses please provide it to us in the following format. Please email a list of addresses one after the other in just one column down the page of a Word Document. Unfortunately, We CANNOT accept EXCEL or any kind of Spreadsheets.

Please do not include ABBREVIATIONS, when addressing an invitation. The proper method for doing so means that everything should be written out. Please put the zip code on last line with a space in between numbers. If kids are with the family you can write “and Family” or if its one child write child with Mr. or Miss and the entire name (Miss Jessica Cohen) or if its more than one child just write first name (Jane and Jared) (see examples below for help)

Let us know if you have any questions.

Download our Sample Address Guide

Assembling Your Invitations

"Signed, Sealed & Delivered"

  1. Make sure you have clean hands and a clean work space. Some people like to wear cotton gloves.
  2. Place the invitation with the text side up.
  3. Arrange the remaining pieces, text side up in size order. The smallest piece (usually the reply card) should be placed on top. (This is the most traditional way to stuff, but some people prefer the invitation to be on top.) If applicable, place these pieces inside the pocket of invitation.
  4. Make sure that the reply card is tucked under flap of a stamped & addressed envelope with the proper postage. Number your guest list, then number the response cards lightly on the back in pencil with numbers that correspond to your guest list (this way if you ever receive a blank response, you will know exactly who it is).
  5. Insert the assembled pieces into the envelope, text-side up. If there are any bows, ribbons, rhinestones, appliques on the actual invitation, it is a good idea to place all of your assembled pieces behind the invitation.
  6. If applicable, place inner envelope with its flap facing away from the outer envelope opening.
  7. Seal envelopes with a clear or white glue stick. Some heavyweight envelopes require a little extra care when sealing. Once you’ve sealed the envelope, place a weight on top for added pressure to hold it firmly in place, be sure you affix the proper amount of postage. Happy Mailing!

Mailing Your Invitations

"Wait a minute Mr. Postman"

  1. The Post Office is where you will weigh your assembled invitation with a postal worker and have them calculate the exact postage amount for you. It is a good idea to have it weighed at more than one post office.
  2. Stamps can be another way of personalizing your invitation. You can browse through many stamp offerings at usps.com or you can customize your own design on zazzle.com. Consider creating a custom stamp to match your invitation design or theme or use a photo stamp. There are endless choices.
  3. Hand Canceling is necessary when mailing your invitations. Make sure to ask the postal worker (very nicely) to utilize hand canceling to avoid possible damage from machine processing. Some post offices now charge a minimum fee but is well worth it!