When to send save-the-dates: the UK timeline

Save-the-dates exist for one reason: to tell your guests "block this out in your diary now" before you're ready with all the details. Send them too early and people forget. Send them too late and you've wasted the purpose.

Here's the exact timeline UK hosts should follow, depending on what kind of event you're planning.

Weddings (domestic UK)

For a wedding happening somewhere in the UK with mostly UK-based guests:

• Low-demand months (January, February, November, early December): Send save-the-dates 6 months before.
• Medium-demand months (March, April, October): Send 8 months before.
• High-demand months (May-September, bank holiday weekends): Send 10-12 months before. UK summer weekends book out fast.

Weddings (destination or abroad)

If guests need to book flights, accommodation, time off work, or coordinate children's school holidays, you need to give them more notice:

• European destination (France, Italy, Spain): 10-12 months.
• Long-haul destination (US, Caribbean, Asia): 12-14 months.
• Peak holiday season (Christmas, Easter, UK school summer): 14-16 months.

You'll pay in no-shows otherwise. Destination weddings have the highest decline rates, often 25-40% , and short notice makes it worse.

Corporate events

For client dinners, conferences, and internal galas:

• Internal team events: 3-6 weeks is usually enough. Most UK companies have Outlook calendars that make this easy.
• Client-facing dinners/receptions: 6-8 weeks. VIP clients often have PA-managed calendars with long lead times.
• Industry conferences: 3-6 months. Early save-the-dates give you momentum for ticketing and sponsorships.
• Flagship annual galas: 6-9 months. This is standard for charity balls, awards nights, and big industry events.

For corporate RSVPs, always enable EA forwarding, your senior guests will appreciate it. Insendy's Corporate platform includes this as standard.

Milestone birthdays and parties

• 50th / 60th / 70th birthdays: 6-10 weeks. Longer if guests are travelling.
• Big anniversaries (25th, 50th): 8-10 weeks, especially if family is travelling.
• Baby showers: 4-6 weeks. Doesn't usually need a save-the-date; a direct invitation works.
• Engagement parties: 4-6 weeks.
• Themed parties (Halloween, New Year's Eve): 4-8 weeks. Competing with other parties on the same date.

Should you send a digital save-the-date?

Yes, unless you have a specific reason to send paper. Digital save-the-dates:

• Cost a fraction of printed cards (typically £10 total vs £80-£120 for printed)
• Are delivered instantly
• Can be forwarded by guests, useful for plus-ones you haven't confirmed yet
• Include a link to your wedding website or calendar event
• Don't get lost in piles of post

Insendy's Save the Date is £9.99 flat. AI-designed, sent as a shareable link for WhatsApp, iMessage, or email.

What to include in a save-the-date

Save-the-dates are the opposite of the main invitation, keep them short. Include:

1. Names of the couple or host
2. The date (year is essential)
3. The city or region (full venue not required yet)
4. A line: "Formal invitation to follow"
5. Optional: a link to your wedding website

Do not include:

• RSVP link (save that for the main invite)
• Dress code (can change)
• Full venue details (often finalised later)
• Timing or schedule

What to do when you send it

1. Deliver via WhatsApp, iMessage, email, whatever channel suits your guest group
2. Follow up with a short personal message for close family/friends
3. Start building your guest list alongside so the main invite is ready to go 2-3 months before the event