When to Send Save-the-Dates for a Destination Wedding: Expert Planning Guide
Planning a destination wedding comes with unique challenges, especially when it comes to informing your guests. One of the first major milestones in your wedding timeline is sending save-the-dates—a critical step to ensure your loved ones have enough time to plan. So, how far in advance should you send them? As destination wedding experts at TravelBash, we’re here to break down the ideal timeline, what to include, and how to avoid common mistakes.
Why Save-the-Dates Matter for Destination Weddings
Destination weddings require extra planning—not just for you but also for your guests. Guests need plenty of notice between booking flights, securing accommodations, and potentially renewing passports.
Our Expert Recommendation: Send save-the-dates 9 to 12 months in advance. This timeline gives guests enough time to request time off work, save for travel expenses, and arrange child or pet care if needed. The more notice they have, the more likely they’ll be able to attend your special day.
When Is Too Early to Send Save-the-Dates?
While it’s tempting to send your save-the-dates as soon as you book your venue, sending them more than 12 months in advance can backfire. Plans might change, and some guests may not be ready to commit so far ahead.
Best Practice: Finalize your venue and guest list before sending your cards to avoid potential changes in location or capacity. Aim for that 9 to 12-month window to strike the perfect balance.
Who Should Receive a Save-the-Date?
Everyone on Your Guest List!
Once you send a save-the-date, that person must also receive a formal invitation. Even if you’re unsure whether certain guests will attend, extend the courtesy of letting them know they’re invited. Sending save-the-dates only to “definite” guests can create awkward situations later.
TravelBash Tip: Build your guest list early to avoid any oversights. We can even assist you with guest communication and travel logistics through our expert concierge service.
What to Include on Your Save-the-Date
Your save-the-date doesn’t need to include every wedding detail, but it should provide essential information that helps guests start planning:
Your Names: Personalize it with your full names or a playful phrase like “Save the Date for [Your Names]’s Big Day!”
Wedding Date: Include your wedding date or weekend (e.g., June 7-9, 2025).
Destination: Share the city and country where your wedding will be held, even if the specific venue has yet to be finalized.
“Formal Invitation to Follow”: This note reassures guests that more details are coming.
Wedding Website (Optional): Include a wedding website link for accommodation details, travel tips, and FAQs.
Should You Include a Photo on the Save-the-Date?
Adding a photo is optional. Some couples love using engagement photos for a personal touch, while others prefer a more minimal design.
TravelBash Tip: Use your destination as inspiration. If you’re getting married on the Amalfi Coast, consider a card with ocean views or Italian tile patterns. If your wedding is in Tulum, choose tropical palm leaf designs.
Do Save-the-Dates Need to Match the Wedding Theme?
Your save-the-dates set the tone for your wedding but don’t need to match your invitations exactly. Think of them as the first peek into your celebration.
Use this opportunity to reflect your personalities and build excitement. After all, destination weddings are about creating an unforgettable experience!
Common Save-the-Date Mistakes to Avoid
Not Sending Them Early Enough: Waiting too long can leave your guests scrambling to plan. Aim for 9 to 12 months in advance.
Forgetting Key Information: Double-check that your names, wedding date, location, and “formal invitation to follow” note are included.
Skipping the Wedding Website: A wedding website is invaluable for sharing travel tips, accommodation options, and FAQs. Guests will appreciate having everything in one place.
Sending to a Limited Guest List: Once a save-the-date goes out, a formal invite must follow. Be sure your guest list is complete before mailing anything.
Frequently Asked Questions About Save-the-Dates
Q: How far in advance should we send save-the-dates for a destination wedding?
A: Send them 9 to 12 months before your destination wedding to give guests enough time to plan, book travel, and request time off work.
Q: Can we send digital save-the-dates for a destination wedding?
A: Yes! Digital save-the-dates are eco-friendly, easy to update, and perfect for international weddings with guests from different countries.
Q: What happens if we change the wedding date after sending save-the-dates?
A: If your wedding date or venue changes, update your wedding website immediately and send a follow-up email or “Change the Date” card.
Q: Should we send save-the-dates to everyone on our guest list?
A: Absolutely. Once a save-the-date is sent, a formal wedding invitation must follow. Be sure your guest list is complete before mailing anything.
Q: What information should be included on our save-the-dates?
A: Include your names, wedding date, destination, and a “formal invitation to follow” note. If you have a wedding website, add the link for more details.
Q: Do we need to match our save-the-dates to our wedding theme?
A: Not necessarily. Save-the-dates can be fun and informal, giving you creative freedom. However, matching your theme can create a cohesive look.
Q: What’s the best way to collect guest addresses for save-the-dates?
A: Use an online address collection service like Postable or create a custom form on your wedding website for easy management.
How TravelBash Makes Destination Wedding Planning Easy
At TravelBash, we know that planning a destination wedding is more than just setting a date and booking a venue—it’s about creating a seamless, unforgettable experience for you and your guests. Here’s how we help:
Expert Planning: We’ll help you finalize your destination, venue, and guest list, ensuring everything is ready before sending save-the-dates.
Guest Communication: From travel arrangements to personalized itineraries, we handle logistics so your guests stay informed and excited.
Stress-Free Experience: Our concierge team ensures no detail is overlooked, allowing you to focus on what matters—celebrating your love.
Courtnie is the founder & CEO of TravelBash. After years as an ambitious fundraiser, she took her passion for travel full-time. She has lived all over the U.S. and abroad and after planning her own destination wedding, she decided to help other couples plan their big day abroad too. She has written “Passport to Paradise: The Complete Destination Wedding Guide,” a top seller on Amazon. She has also been featured in Travel + Leisure, Destination I Do and The Washington Post. As a certified travel advisor, expert event planner and natural connector, she uses her powers to create VIP travel experiences.
