Throwing a birthday party, arranging a business luncheon, or getting married? Here are basic tips for crafting the perfect invitation.

What makes the perfect invitation?

Invitations are written or spoken requests for someone’s presence at an event. Invitations can also serve as important keepsakes for showers, weddings, and special events. Whether you pay to have them made, or make them yourself, crafting a perfect invitation, meaning one that’s ideal for your special occasion, is both an art and a science. The art part refers to expressing your unique style. The science portion relates to following a formula to help with wording and other effects.

Desirable qualities in an invitation:

• Attractive or eye catching
• Fitting for the occasion
• Well-worded/legible
• Informational/helpful
• Accurate
• Unique/special
• Fine quality

Delivery methods:

There are three main types of invites. Physical invitations are printed ones that are mailed or hand delivered. Digital invitations are those which are made online using a design platform. Digital invites can be emailed, sent via social media or an event app, or text messaged to guests. Many young people prefer digital invitations to physical invitations because they are easy, fast, efficient, cost-effective and environmentally friendly. Verbal invitations are generally reserved for casual affairs or events that are happening soon, such as a lunch meeting on Wednesday or a dinner party over the weekend. They are all considered acceptable; however, physical invitations are often for upscale affairs such as weddings or galas.

Theme counts  

When crafting the perfect invitation, a key component is selecting a fitting theme. Fun bright colors or images such as elephants, pink flamingos, and smiley faces are best suited for a child’s birthday party. Whereas neutral tones and classy images such as florals, fancy trims, or wedding bells are considered tasteful for nuptial invites. Though people are free to choose themes they like best, most stick with visually appealing traditional designs offering personalization options.

Wording is key

Words on invitations announce what is happening. They also provide all-important details, such as time, date, place, and other pertinent information. Wording is also a form of expression that conveys mood. For formal affairs like weddings, language is generally written in the third-person form – offering a more sophisticated style. Here’s a common sampling of some wording featured on a traditional-type invitation:

Mr. & Mrs. Morris

request the honor of your

presence

At the marriage of their

daughter

Janie Lynne

to

Mr. Charles Mitchell

On the sixth of April, 2025

At twelve o’clock noon

Of course, other information is also provided, such as the location and RSVP info. If both sides of the family are hosting the wedding, the announcement will likely be worded differently and can include (names) and (names) “cordially invite you to the marriage of their children.” If a couple is paying their own way, the invitation might in part read “please join us” or (names) “together with their families invite you to celebrate…”

Going casual

For casual invites, warm greetings work best. For example, “Join us for a fun-filled retirement party for Dr. John Smith” is a lighthearted greeting appropriate for an informal celebration. For formal affairs, it’s customary to use more official language. “You are cordially invited to attend a retirement celebration honoring Dr. John Smith.”

Invitation basics

When creating invites, always include:

• Type of event/event purpose (e.g. birthday party, surprise party, wedding celebration)
• Date and time (These generally appear in written form vs. numbers on formal invitations.)
• Location (Be as precise as possible.)
• Vital event details (e.g. dress code, RSVP, etc.)

Including a separate card

Invitations should contain the basics and not be overly detailed. Avoid overwording that can lead to confusion or make invitations appear gaudy. Include a separate card for extended information pertinent to the event, such as hotel reservations, parking details, maps/directions, reception card, etc.

Standard parts of invitations  

Physical wedding invitations typically consist of the invite, an outer envelope, an RSVP card and an inner envelope. High quality envelopes may be foil-lined. Embellishments and embossing may be part of the design or offered as add-on options. Tissue paper may be included for card protection and aesthetics.

Consider quality  

The quality of paper invitations can vary greatly. Whenever possible, be selective and seek out high quality stationery. Choose finishes that are fitting for your occasion, such as iridescent or soft matte. Though it may cost more to mail thicker invitations due to additional weight or size, they are generally preferred over thinner ones which are prone to curling or bending. Ink should not smear but rather offer professional high-resolution details.

Fonts are important

Formal invitations generally use upscale yet easily legible fonts such as Times New Roman or those featuring calligraphy or cursive script. Select fonts carefully to avoid misreading – for example a number 1 might look like 7 in some circumstances. Avoid that confusing pitfall.

Adding images

It’s becoming increasingly popular to add a photo of a baby to a first birthday party invite or put images of the bride and groom on wedding cards. It allows senders to fully personalize their invitations and make them special.

Proofread, proofread, proofread

It’s super frustrating to send out invitations only to later notice spelling or punctuation problems. What’s even worse is getting important details wrong – such as putting the incorrect date on an invite. Always check for errors and formatting issues before cards are sent out to ensure accuracy.

Getting creative

Crafting the perfect invitation involves announcing the event and providing key information to guests. Clarity and keeping details short and sweet are essential elements. Moving beyond the basics of wording, adding personal touches via colors, design, layout, calligraphy/fonts, images, embossing or other embellishments can set cards apart. In business, incorporate well-branded graphics to create awareness. No matter what the occasion, using these tactics to create an eye-catching invitation will set a positive tone and engage and excite guests about your special event.