How to (and why you might want to)

With a multitude of ways to dress-up your event invitations both outside and inside of your envelopes, one thing you may not be thinking about is ensuring your suites arrive to guests as they were intended⁠ — undamaged and with minimal fuss.

Let’s start at the Beginning —

What actually happens to your envelopes once they've been mailed?

All envelopes are generally processed and sorted via electronic postal machines. These machines separate mail by shape and size, then scan, orient, and 'cancel' the postage on each mail piece with a printed postmark to prevent the stamps from being re-used. Mail is usually sorted by ZIP code in the first instance (hence the importance of making sure your ZIP codes are correct!), sending your mail pieces to regional processing plants which will sort locally and deliver to your mailbox.

This is where 'hand-cancelling' comes into the picture. As a general rule, unless you specifically request to have your invitation envelopes 'hand-cancelled' (or use non-machineable postage stamps) they'll be processed automatically via postal machines. This can increase the likelihood of your mail arriving to guests torn, smudged, or damaged. Simply put, by requesting this service at your local post office your envelopes will instead be date-stamped (cancelled) and sorted by hand, avoiding the first round of automated machines.

Packed, sealed, stamped, and ready to mail — How to:

After your envelopes are addressed and sealed with postage attached, bundle your invitations into easily manageable stacks and take them along to your local post office. Once requested, the postal clerk will either cancel your pieces with a date-stamp as you wait, or they will put your pieces aside to be processed later — be aware that a large stack of envelopes will take time to get through and they may not have the availability to do this while you wait. Alternatively, they may give you the option to DIY cancelling using a post office date stamp, in which case stamp away! Just make sure you cancel each envelope correctly as per USPS requirements, and always allow sufficient time when mailing to cover all potential situations.

Points to Note:

• Check (and double-check!) your postage to ensure you have the correct amount on each envelope. Multi-piece suites, thick cardstock, wax seals, and ribbon make envelopes bulky, and will require additional postage from the outset. Remember that you may also use stamps in a quantity over the required amount rather than exact postage, this can be useful if particular stamp designs or colours/aesthetics are important.

• Square, oversized (and thicker than 0.25”), or unusually shaped envelopes are automatically considered 'non-machineable', and pricing incurs a surcharge per envelope on top of regular per ounce pricing. Be aware that invitation suites that fit ‘regular’ sizing may still incur the surcharge due to envelopes being rigid — according to USPS a ‘letter’ should easily bend to at least 20 degrees, otherwise non-machineable pricing will apply.

• Invitation suites often weigh more than the 1oz limit for standard mail pieces adding additional fees per ounce to your base postage.

• For your international guests be sure to confirm postage for each country individually as costs vary.

• Taking a complete sample of your invitation suite to your local post office for weighing is the easiest and most accurate way to make sure you're covered!

Pro Tip

Visit your post office during off-peak hours. A general rule is to avoid Mondays and Fridays, first thing in the morning, lunchtime, and the hour before closing. Postal clerks are busy people and it pays to take advantage of low-traffic hours, and always remember to be kind!

Buyer Beware

Some postal locations may refuse to hand cancel your mail or attempt to charge you a fee in addition to the postage already paid — this is not the norm. You may just need to try a different post office or speak to someone higher up the chain.

Consider making the most of the postage available, eg. using x2 Forever stamps to cover 2-3 ounces and ‘rigid’ contents.

Additional ‘Good-To-Know’s:

• Even after all steps are taken, there is no guarantee your envelopes will be treated as as non-machineable the whole way through the postal system. Mail travels through various locations and sorting plants from start to finish and not all systems are created equally, however by following the steps above you should give your envelopes the best chance of arriving to guests in good condition.

• Allow an extra week or so for your hand-cancelled mail to be delivered. In most cases you won't notice a difference, but the extra steps involved may delay delivery in some regions.

• Large mailings = more chances for something to go amiss. If you're mailing 150+ pieces in one go it can be helpful to break up your mailing into smaller, more manageable quantities over 2-3 days, both for yourself and the postal workers who will be handling them.

• Be sure to use sturdy, quality envelopes for your invitations to lessen the chance of paper being torn if pulled unceremoniously from a sorting machine. At FPCo. typically go for 80lb text weight outer envelopes whenever possible.

• Seal your envelopes fully, even when using a wax seal or sticker closure.

• If in doubt, ask your stationer!

If this all sounds a bit overwhelming you can always check with your stationer for postage and/or mailing services on offer, and also for estimates on how much postage your suite may require. For example, here at FPCo. your postage is estimated on request for all orders, and if preferred we can curate and source stamps as part of your stationery package. Suite mailing available as an add-on for the semi-custom range, and is a complimentary service for all custom clients.

Happy mailing!