Wedding Guest List: How to Format it and When to Book a Calligrapher


{Your Wedding Guest List}

So how long will it take to have my envelopes addressed?

This will vary from calligrapher to calligrapher because some work full-time while others work part-time, some work on multiple projects at a time, etc.

For me, turnaround time depends on quantity of envelopes or complexity of your project, and availability on my calendar. I book my calendar on a first come first serve basis. Typically, it's about 1 week for 100 envelopes.

It's best to send an inquiry about two months in advance of the date you wish to mail out your invites (not the date of your wedding). More if your getting married in the peak wedding months as those months tend to book faster for wedding professionals including calligraphers.

The best way to determine current turnaround times is to send an email with your specifics (total guests and desired completion date). And if your in a pinch ask about rushed options. Most calligraphers will accommodate if possible, but some will charge a fee to do so.

It's never too early to reach out and check availability. Plus doing so early is a good way to make sure you get a spot on the calligrapher's calendar. So drop a line just to say hi and follow their social accounts to stay in touch and on top of their bookings.


What format should I send you my guest list?

Calligraphers want to see the names and addresses presented vertically rather than horizontally. At Raleigh Calligraphy & Design we ask that the address lists is typed in label format and center aligned (two or three columns per page is ideal).

Avoid submitting your list in spreadsheet format. Why? Data presented horizontally across a spreadsheet is very difficult to translate to the best placement on an envelope.

But there's no need to panic if your guest list is already in a spreadsheet. Depending upon your software, the address data in most spreadsheets can be imported to a Word document and converted to label format via the “mail merge”.

And remember to proofread your list carefully!


What about wedding etiquette?

Follow these simple examples of formal wedding etiquette of the three most common recipient types when compiling your list:

Couple with Same Last Name

Mr. and Mrs. John Smith

123 Fairytale Way

Raleigh, North Carolina


Couple with Different Last Names

Ms. Anna Murphy

Mr. Marcus Levin

222 Love View

Cary, North Carolina



Ms. Samantha Wise

2015 Ever After Court

Raleigh, North Carolina



Ms. Megan Holliday

2015 Ever After Court

Raleigh, North Carolina


When in doubt... contact your calligrapher ;)


Are you getting married in 2017? Congrats!! I'm currently booked through February 2017 but still have availability in March. If you'd like to book my calligraphy services for your wedding or event send me an email at and let's hand letter your big day!

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