When to Send Destination Wedding Save-the-Dates

The Most Important First Introduction You’ll Ever Make

Why Save-the-Dates Are Crucial for Destination Weddings

Heyyyyyy there! You must be here because you are desperately needing to know when to send destination wedding save-the-dates to all of your friends and family. I’m here to help set some records straight and give you a comprehensive answer-all about save-the-dates, what they are, why they’re important, and how to make a major impact!

Let’s begin by quickly discussing what save-the-dates are and their purpose. A save-the-date [sometimes “save the date” or STD (although…. yikes!)] is a notice mailed out to your intended guest list so that they can mark their calendars for your wedding day or wedding weekend to make sure they know to attend. Save-the-dates are a courtesy from the happy couple to their guests so that all parties involved have more than ample time to plan time off needs, childcare, travel, accommodations, etc. in order to attend your big day! And especially when planning a destination wedding, it is so crucial to get those save-the-dates in the mail with more than enough time to let your guests know what’s coming up!

OUTLINE

• When to send save-the-dates for a destination wedding
• How to time save-the-dates based on different factors
• What to include in your destination wedding save-the-date
• Mistakes to avoid for your destination wedding save-the-date
• Design ideas and inspiration
• Other Frequently Asked Questions
• Timeline Recap at a Glance

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When to Send save-the-dates for a Destination Wedding

General Save-the-Date Timeline for Local Weddings vs. Destination Weddings

Let’s get straight to the nitty-gritty. For local weddings, 6-8 months’ notice might be more than enough time. (And don’t get me wrong. I LOVE local weddings, like this one I got to create the sage green Tate House wedding invites of Mallory’s dreams!)

But when passports, flights, and PTO come into play? That just won’t do. Save-the-dates for destination weddings are your first big moment of communication with your guest list, and they make a huge difference in helping people make it to your big day.

The quick answer? Plan to send your destination wedding Save-the-Dates in the Mail 9-12 Months Out

Your golden window is 9-12 months before the wedding date. This gives your guests plenty of time to renew their passports (or find them buried in a drawer somewhere), get affordable flights and accommodations, and request PTO without stressing out. This also allows your guests to begin creating their personal budgets revolving around travel expenses and if they choose to opt into any fun excursions in the area. And hello! Outfit shopping is also a must especially in warmer or colder climates and seasons.

However, there’s another timeline to consider. If you’re planning a wedding over a holiday weekend or peak season? (Looking at you, summer in Santorini or New Year’s in Tulum!) You’ll want your save-the-dates in the mail even earlier. Like we are talking 12-14 months before your wedding for this.

If you got engaged and are planning a shorter wedding timeline, you may want to discuss with your wedding stationer to determine the best plan. I’ve had some clients that we rush their save-the-dates and get them out within two weeks so that guests can begin planning. I’ve also worked with clients to communicate virtually instead of through snail mail (although this is a last resort because my opinion: e-invites are tacky).

The most important thing is to prioritize clear and timely communication. Be sure to talk with your wedding stationer early and make a plan that fits your timeline and your guest list.

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How to Time Save-the-Dates Based on Key Destination Factors

The ideal timeline for sending destination wedding save-the-dates depends on a few key factors. Make sure to keep in mind that you want to communicate your wedding date but also take into consideration where you’re getting married and when. Like, obviously we want to make sure your guests know the where and when, but you need to keep in mind that each destination has its prime tourism seasons to take into account! So let’s take a moment to explore how the destination itself (and a few logistical curveballs) might impact when you should get those save-the-dates in the mail.

Domestic vs. International Destinations

If you’ve decided to host a destination wedding within the same country, you may have a little more flexibility. For domestic destination weddings, sending save-the-dates about 8 to 10 months in advance is typically enough notice for guests to coordinate travel and accommodations.

Interested in one of the dreamiest destination weddings that took place in Charleston, South Carolina? Pop over to read all about the gorgeous garden-party wedding invitations created for Maggie’s 2023 wedding!

However, international destination weddings require a lot more advanced planning. Like we said earlier, your guests will need to:

• Renew or apply for passports
• Research visa requirements and process times
• Budget for international airfare and extended travel days

For international weddings, I suggest that it’s best to send save-the-dates at least 12 months in advance—especially if you’re inviting guests from multiple countries or the destination is more remote. The earlier you send them, the smoother the experience will be for everyone involved.

Resort or All-Inclusive Destination Weddings

What if you are planning your wedding at a resort or all-inclusive venue? In this case, you’ll definitely want to coordinate really closely with your planner or venue contact to find out when your room block reservations open and when they expire.

Many resorts require you to book a minimum number of rooms by a specific cut-off date. That means your guests need to receive their save-the-dates well in advance of those deadlines so they don’t miss out on the group rate. It’s critical to make sure you have all of this information as early in your planning process as possible so that you know what to communicate and when to your guests.

In these cases where room blocks are super important to lock in, consider sending save-the-dates 12 to 14 months in advance if possible. Include a line noting that room information is available on your wedding website, or have a separate details card that gives your guests all the key info so guests can begin making arrangements early.

Destination Weddings Near Major Holidays or Events

If your wedding falls near a major holiday—such as New Year’s Eve, Easter weekend, or during the winter holiday season—you’ll probably need to send save-the-dates even earlier. For weddings taking place during peak seasons, the travel demand is higher. When demand is higher, the local and budget-friendly accommodations will fill up fast, and flight prices often surge the closer it gets to the peak season.

Here are three quick pro tips to help your guests plan accordingly.

• Research any local festivals or events that might overlap with your wedding
• Secure accommodations or block out rooms as early as you can
• Send save-the-dates at least 12 to 14 months in advance to give your guests first dibs on the best travel options

Even a quick mention in your save-the-date—such as “This is a popular weekend—book early!”—can encourage your guests to act quickly and avoid inflated travel costs.

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What to Include when You Send Your Destination Wedding Save-the-Dates

Okay, so now that you’ve nailed the timing and you know what info you want your guests to know, it’s time to focus on what your destination wedding save-the-dates should actually say. The way I like to think about wedding stationery as a whole is that these aren’t just pretty pieces of mail that just anyone is mailing out. Nor are they just a helpful planning tool for your guests. Noooooo way, my friend. Whatever you mail out to your guests is a direct reflection of what they should expect from your wedding. I’ve said it once, I’ll say it again (and again and again!). Your wedding stationery (including the save-the-dates!) should be absolutely gorgeous and make it so clear that your wedding is different and an event to remember.

So that means making it super beautiful while including the right details to set expectations and give everyone a clear next step for your wedding. Let’s break down what that looks like.

The Essential Information to Include in your Save-the-Dates

Even if you’re still finalizing the finer details, you’ll want your save-the-date to include the following key pieces of information:

• Your names
• The wedding date
• The city and country of your wedding
• General travel information (such as the closest airport)
• A note about accommodations (even a simple “room block info coming soon” works!)
• Your wedding website URL

The goal is to give guests just enough information to start dreaming and planning—without overwhelming them. Think of it almost like a “coming soon” sneak preview to your full invitation suite, and ultimately to your wedding.

Creating Your Wedding Website

If you’re planning a destination wedding, a wedding website is one of the best ways to communicate the details to your guests. You’ll want to include the URL directly on your save-the-dates, even if the site is still a work in progress.

Your wedding website should include all of the fun details about your bridal party, cute photos of you and your fiancé, etc etc etc. But for the purpose of important communication, I suggest also having the following information easily accessible on your wedding website:

Travel info

Include the closest airport(s), estimated drive time to the venue or resort, and any helpful transportation tips—like whether guests should rent a car or if shuttles/Ubers are readily available. If there’s a ferry or small flight involved, definitely make that clear too!

Accommodations/lodging info

List all the recommended hotels nearby, especially if you’ve reserved a room block. Share details like nightly rates, booking deadlines, and how to reserve under your name. For example, “Mention the Smith-Johnson Wedding to receive the discounted rate!” Don’t forget to add whether breakfast or resort fees are included.

Group rate booking links

Provide direct booking links for any hotels, resorts, or travel packages you’ve arranged. Make it easy for guests to click and reserve. And give yourself bonus points for bolding the booking deadline and reminding them to act early!

A full schedule of events

Let your guests know what’s happening and when. From the welcome party to the wedding itself and then the farewell brunch. However, if some events are invite-only, I recommend not to include that info on the website to eliminate confusion.

Packing suggestions

Help your guests pack confidently! Share dress code reminders, temperature/weather expectations, terrain considerations (like if your city is full of cobblestones or sandy beaches), and any special notes like “Bring a swimsuit for pool days” or “Don’t forget bug spray for the jungle hike!”

Local attractions and optional excursions

Highlight a few fun things to do in the area if guests are turning your wedding into a mini-vacation. Include restaurants, sightseeing spots, group activities, or even pre-arranged excursions like a wine tour or catamaran cruise.

RSVP instructions and forms

Make sure guests know how to RSVP, especially if it’s digital! Include a clearly labeled form with your deadline, plus spots for meal selections, guest names, and anything else you need. If you’re inviting guests to multiple events, give them a way to RSVP to each one.

Miscellaneous details like parking instructions or anything else your guests may not know ahead of time

This is your catch-all section. Share anything quirky or important: Is there valet only? Should guests bring cash for tips at the resort? Will there be a long walk to the ceremony site? Help them feel prepared so nothing catches them off guard.

You’ll update your site as details are confirmed, so your guests always have a single, up-to-date place to get the information they need. This way (hopefully 🤞), you’ll eliminate everyone and their uncle texting you and your fiancé for every little question they come up with. Or at the very least, you can politely redirect them to your wedding website.

Set the Stage for RSVP Expectations

Destination weddings require earlier planning on your end, which means you’ll likely need earlier RSVPs than a local wedding might. While the formal RSVP will come later with your invitation suite, it’s helpful to let guests know a general timeframe for confirming attendance.

You might include a line like: “Formal invitation to follow. Please plan to RSVP by November 2025.”

This heads-up helps your guests begin considering whether they’ll be attending—and lets you avoid scrambling last-minute when it’s time to finalize your guest list, seating plans, or welcome bags.

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Design Ideas for Destination Wedding Save-the-Dates

Yes, timing and logistics are important—but let’s talk about the fun part: the design! Your save-the-dates are the very first peek your guests will get into your wedding style, and with a destination wedding, that sneak preview can help create tons of excitement for the trip!

This is your chance to make an unforgettable first impression and get your guests dreaming about the celebration to come.

Embrace the Destination Theme

A destination wedding is an absolute experience, so why not choose a way to make your save-the-dates reflect that sense of travel, excitement, and escape? Here are a few creative ideas that my couples have loved:

• Boarding pass save-the-dates – These are a classic for a reason! They’re playful, recognizable, and instantly communicate the travel vibe.
  
• Watercolor maps – A hand-painted map of your destination (maybe even with a few landmarks you’ll be using for the ceremony or reception) adds a whimsical and personal touch.
  
• Passport booklets – These are perfect for international weddings and can include multiple pages if you want to share additional information.
  
• Destination illustrations – Think tropical florals, olive branches for a Tuscan wedding, or blue and white tile patterns for a coastal Greek wedding.

If you’re working with a stationer (hi, I’d love to!), you can create something totally custom that reflects your location, personalities, and overall wedding vibe.

Add Custom Touches That Reflect You

Destination doesn’t have to mean generic. In fact, the best save-the-dates find a way to tie in both the location and the couple. A few ways to personalize your design:

• Use a favorite engagement photo taken on location (if you’ve done a site visit!)
  
• Include a quote or phrase that reflects your relationship or the setting (“Let’s get lost in love,” “Meet us in paradise,” or “Adventure is calling”)
  
• Use color palettes inspired by the setting: terracotta and blush for desert weddings, cobalt and white for seaside towns, or citrus tones for a Mediterranean garden party feel

While trends are important to note and be inspired by, my goal as a custom wedding stationer is to really find gorgeous ways to make your guests feel something. Whether that’s excitement, joy, or pure wanderlust, your save-the-date can be the start of that emotional connection.

Don’t Forget the Envelope!

And oh my gosh, please let’s not underestimate the power of a gorgeous envelope! Especially for destination weddings, your envelopes can really communicate the excitement in a unique way. A colorful envelope sets your invitation apart from the stack of bills and junk mail. It’s a moment of beauty right at the mailbox.

Some other favorite elements to consider for your envelopes:

• Custom envelope liners with destination illustrations or florals
• Hand-lettered calligraphy for a touch of romance
• Vintage stamps curated to match your theme (yes, even those can be part of the aesthetic!)

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Mistakes to Avoid When You Send Destination Wedding Save-the-Dates

When it comes to save-the-dates, timing is everything—but so is communication. If you’re planning a destination wedding, a few small oversights can snowball into major headaches for you and your guests. Here are the most common mistakes couples make when sending destination wedding save-the-dates, and how to avoid them.

Mistake #1: Sending Save-the-Dates Too Late

This is the big one. If your guests don’t have enough time to plan, they may have to decline… no matter how much they’d love to be there.

For destination weddings, especially international ones or those during peak travel seasons, late notice means:

• Higher travel costs for your guests
• Limited flight and hotel availability
• Stress and uncertainty for everyone involved

Avoid it by: Sending save-the-dates 9–12 months in advance (or even 14 months for international or holiday weekend weddings).

TLDR: The earlier, the better.

Mistake #2: Not Including Enough Information

Your guests don’t need every single detail just yet, but they do need the basics to begin planning. A save-the-date without location info or a wedding website link is honestly more confusing than helpful.

Avoid it by: Including the city, country, date, and a wedding website with more information. If you’ve secured a hotel room block or know the closest airport, include that too, even if it’s just a quick note that more info is coming soon.

Mistake #3: Overlooking Peak Season Conflicts

If your wedding is during spring break, a national holiday, or a destination’s peak season, travel will be more expensive and accommodations will book up faster. If your guests don’t know about it early, they may end up priced out, completely overwhelmed, or both.

Avoid it by: Researching local holidays and events at your destination and sending save-the-dates earlier than usual. Include a gentle nudge on the save-the-date itself for guests to book early if you anticipate high demand.

Mistake #4: Skipping the Wedding Website

Destination weddings involve way more moving parts than a local event. Your guests will likely have questions and lots of them. If you don’t have a central place to send them for updates, your inbox will fill up quickly, and important info may get missed.

Avoid it by: Creating a simple, easy-to-navigate wedding website and including the link in your save-the-dates. It’s the single best place to share hotel info, travel suggestions, schedules, attire, and anything else they might need to know.

Mistake #5: Being Too Casual or Vague

Save-the-dates that read like a suggestion (“We might be getting married in Mexico, stay tuned!”) can leave guests confused about whether they should be booking flights or waiting for more info.

Avoid it by: Being confident and clear in what you put in writing. This is your wedding for crying out loud, and you’re inviting them to be part of it! If you’re excited and organized, they’ll feel much more secure in saying yes.

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Frequently Asked Questions About Destination Wedding Save-the-Dates

Still have a few lingering questions? That is totally normal. This part of the planning process comes with a lot of “wait… is this what I’m supposed to do?” moments. Here are answers to the some of the most common save-the-date questions I hear from destination wedding couples.

When should we send save-the-dates for a destination wedding?

The golden rule: send them 9 to 12 months in advance. If your wedding is during a busy season or falls on a holiday weekend, aim for 12 to 14 months. Earlier is better because it gives your guests time to save, book travel, and coordinate logistics without stress.

Is it ever too early to send save-the-dates?

Not really, but if you’re thinking about sending them more than 14 months in advance, make sure you have your venue and date 100% confirmed. Sending them too early without key details can cause confusion (or guests might forget!).

Should we send printed save-the-dates or digital ones?

I’m going to be suuuuper real with you here. I’m firmly team print. A beautifully printed save-the-date is your wedding’s first impression. It sets the tone, builds excitement, and gives your guests something tangible to hold onto and remember. Think of it as a keepsake. It’s not just a quick email to be swiped away or buried in an inbox.

Digital save-the-dates might feel like a shortcut, but they will never be able to deliver the same sense of significance or occasion. If you’re planning a destination wedding — where your guests are already investing time, money, and energy to celebrate with you — your save-the-date should reflect that same level of care and thoughtfulness. Every piece of paperie you send is part of your wedding’s story. Let’s make it unforgettable from the very first envelope.

And while we are on soap boxes, I will never recommend digital invites, and I will also never recommend that you just DIY your invites if you don’t know what you don’t know about wedding stationery. But that’s another rabbit hole for another day.

What if we’re still finalizing travel or hotel information?

That’s totally okay! Your save-the-date just needs the essentials: your names, the date, and the location, plus a link to your wedding website. You just need to make sure to keep that website updated in real time with hotel info, flights, RSVP deadlines, and any other helpful travel tips as you finalize them!

Do we need to send save-the-dates if we have a small guest list?

If your wedding is happening out of town or overseas, even with a smaller guest list, my answer is still yes, absolutely. Your guests still need extra time to plan. A save-the-date is a thoughtful way to give them notice and set expectations, no matter how intimate your day will be.

Can we use an engagement photo on our save-the-date?

Oh my gosh, of course! It’s one of my favorite ways to make your design feel personal and warm. If you’ve done an engagement session at your wedding destination, that’s even better! I personally love to combine a sweet photo from your engagement session with watercolor elements that will still communicate your wedding aesthetic in a beautiful and meaningful way.

When should we send the actual formal invitations?

For destination weddings, aim to send your formal invitations 3 to 4 months before the wedding date. This gives your guests time to finalize travel and RSVP in plenty of time for you to plan seating, meals, and welcome gifts.

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Bonus: Destination Wedding Save-the-Date Checklist

I hope you are feeling way more confident now that we have broken everything down together!

Now, let’s wrap it all up with a quick-glance checklist you can use as you plan, design, and send those save-the-dates. Whether you’re jetting off to the Amalfi Coast, saying “I do” in the Rockies, or planning a beachfront vow exchange in the Caribbean, this guide will help keep you on track.

Save-the-Date Timing Checklist:

• Send save-the-dates 9–12 months before your destination wedding
• If your wedding falls near a holiday or peak season, aim for 12–14 months
• For international weddings, 12 months is the minimum—the more notice, the better

What to Include:

• Your names
• The wedding date
• City and country of the wedding
• Closest airport or general travel guidance
• Room block info or a note that more info is coming soon
• A link to your wedding website
• RSVP heads-up (e.g., “Formal invite to follow. Please plan to RSVP by X-Date.”)

Final Touches:

• Choose a design that reflects the destination and your personality as a couple
• Consider fun formats: boarding passes, maps, or passport-style cards
• Don’t forget the envelope—vintage stamps, colorful liners, or custom calligraphy can make it magical
• Keep your wedding website updated and easy to navigate
• Have fun with it—this is the first official taste of your celebration!

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Your Destination Wedding Deserves a Grand Entrance

Your love story isn’t cookie-cutter—your save-the-dates shouldn’t be either.

From your very first save the date to your final day-of details, I’ve got your back. Your stationery should feel like you: thoughtful, elevated, and completely unforgettable. Whether you’re planning an intimate celebration or a destination wedding weekend your guests will be talking about for years, you need someone on your side. I’m here to bring that vision to life with intentional design, meaningful details, and a whole lot of heart!

So if you’re dreaming of custom wedding stationery that makes a statement, I would be absolutely honored to work together!

If you’re ready to make some magic, just hit the link below and let’s get to chatting!

Custom Wedding Stationery: E Stokes Creations
Invitation Flatlay Design and Photography: Peterson Design Photos
Branding Photography: Monica Ann Photography and Glorianna Chan
Wedding Photography: Olivia Rae James, Diana Coulter, Jess Leigh Photographer, Ember and Earth Photography, Tres Pisos Fotografía