When to send invitations: the timeline by event
Too early and the invitation is forgotten; too late and diaries are full. Here are the usual lead times for each kind of event, the RSVP deadline to set and the right moment to nudge.
How far in advance should you send an invitation?
For a party with friends, the usual habit is 3 to 4 weeks ahead; for a wedding, several months. The more planning your guests need (travel, childcare, accommodation), the earlier you should tell them.
The table below sums up common lead times. They're guidelines, not rules: adapt them to your situation.
| Event | Send the invitation | RSVP deadline |
|---|---|---|
| Kids' birthday party | 2 to 3 weeks before | 1 week before |
| Adult birthday (party) | 3 to 6 weeks before | 10 days to 2 weeks before |
| Milestone birthday or weekend away | 6 to 8 weeks before | 3 weeks before |
| Housewarming | 2 to 3 weeks before | 5 days before |
| Baby shower | 3 to 4 weeks before | 10 days before |
| Leaving do | 2 to 3 weeks before | 1 week before |
| Wedding | 6 to 8 weeks before, after a save-the-date months earlier | 3 to 4 weeks before |
Do you need a save-the-date?
Yes for a wedding, a weekend away or anything that means guests booking leave or travel. For an evening party or a kids' party, no.
A save-the-date only gives the date and place; the full invitation, with the schedule and RSVP request, follows later. For weddings, see digital wedding invitations.
What RSVP deadline should you set?
Set it just before you have to commit: booking the caterer, the venue or doing the shopping. On an online invitation, guests see it, and replies close once it's passed.
A clear deadline gives guests a cue and lets you nudge without awkwardness the day after.
When should you chase guests who haven't replied?
A few days before the deadline, then once more just after if needed. A short, friendly message with the same link is enough.
With an online invitation, you know exactly who hasn't replied, so you only nudge them. Templates are in chasing RSVPs.
- "Quick reminder: I'm counting heads for Saturday, can you let me know? [link]"
- "Last call for the housewarming! Shopping tomorrow: [link]"
Can you send an invitation on WhatsApp?
Yes, it's now the norm for most parties with friends and family. Send a link rather than just an image: guests reply in one tap and you keep every reply in one place.
For a kids' party, avoid the class group if you're not inviting everyone. Everything is explained in WhatsApp invitations.
What if the date or venue changes after sending?
Tell guests as soon as possible, with a message that clearly says what's changed. With an online invitation, you edit the card and everyone who reopens the link sees the new version.
If the change is big (a new date), ask everyone to confirm again. For event-specific timing, see also housewarming or leaving do.
Does timing change for parties in the festive season?
Yes, invite earlier around Christmas, New Year and school holidays. Diaries fill up fast with work parties, family visits and travel.
For a December party, many hosts send invitations in early November. The same goes for bank holiday weekends and summer holidays, when guests may be away.
Frequently asked questions
Is three weeks too late for a birthday?
For a kids' party or a simple evening, three weeks is usually fine. For a weekend away or guests travelling far, give six to eight weeks.
Should I chase guests who don't reply?
Yes, a polite reminder before the deadline is normal and often expected. Many guests simply forget.
When do wedding invitations go out?
Common practice in the UK and US is six to eight weeks before, after a save-the-date sent months earlier, especially if guests travel.
Is an invitation by link polite enough?
For parties with friends or family, yes. For a wedding or older guests, add a paper card with a QR code leading to the same invitation.