Wedding Stationery Checklist: What to Order, and When

A wedding stationery checklist has six items, in order: save-the-dates, invitations, an RSVP method, the ceremony program, day-of table stationery, and thank-you cards. Nationally, couples book invitations 22nd out of 30 wedding categories, well behind almost every supplier that has to lock in a date first.¹ Stationery finishes late in the process because it needs almost everyone else's answers before it can go to print.

The six items, in the order they actually get made

Each item on this list waits on a decision made somewhere else. That is the shape of a stationery checklist: downstream of the venue, the guest list and the run of the day, never upstream of them.

The average Australian engagement runs 24 months, and the categories couples lock in first, venue, catering and a wedding planner, are booked long before stationery gets touched.⁴ By the time invitations reach the top of the list, most of what they need to say is already decided.

Save-the-dates are the exception to the late-and-downstream pattern, and the reason is guest logistics rather than paperwork. Once the date and venue are locked in, a save-the-date goes out early enough for guests to book flights, accommodation or leave, which matters most for a destination wedding or a guest list heavy with interstate and overseas travel. It carries none of the detail an invitation does: no dress code, no RSVP method, no ceremony order, just the date, the general location and a wedding website link if one exists yet.

What invitations cost, and where that number swings hardest

The national average spend on wedding invitations is $1,001, up 6% on the year before.² That average hides a wide state-by-state spread: Western Australia sits at $1,664, nearly two and a half times the Australian Capital Territory's $674.²

Print run size is the biggest lever inside that number. Every extra household on the guest list is an extra invitation, an extra envelope, and, if a couple is printing RSVP cards separately, an extra RSVP card. A guest list still moving when invitations go to the printer is the most common reason the final bill runs past the quote.

Paper or digital, and why most couples still do both

Two-thirds of Australian couples send physical invitations, 23% send them by email, and 11% build a dedicated e-vite website for the purpose.³ None of those are rare choices, and none of them rule the others out: 59% of couples also set up a wedding website alongside whichever invitation format they choose.³

A physical invitation and a wedding website are not competing for the same job. The card is the formal ask; the website is where the RSVP, the venue map and the gift registry actually live, and it is the page a guest returns to more than once.

Locking the guest list before anything goes to print

Every stationery item downstream of the invitation depends on one thing: a guest list that has stopped changing. Table stationery, place cards, table numbers and menus can only be built once the RSVPs are in and the seating chart is final.

"Day-of table stationery" covers a handful of distinct items that get lumped together and shouldn't be ordered as one batch. Escort cards tell a guest which table they're at and sit on a table near the entrance; place cards go further and mark an exact seat, which only matters for a plated meal with assigned seating rather than a shared table. Table numbers or names identify each table itself, and menus, where a couple prints them, need the final dietary count as much as the caterer does. Signage, the welcome sign, the seating chart printout, any table plan display, is really an oversized version of the same guest data, just formatted to be read from further away.

PlannedBy's seat planner takes that final RSVP list and turns it into a table plan, the same names a place card or a table number needs. Building the seating chart from the guest list that already exists means the names on the day-of stationery match the names on the invitation list, instead of being retyped from a spreadsheet a third time.

The ceremony program, and the rest of the day-of set

A ceremony program is a printed version of a sequence that already exists somewhere else: processional, readings, vows, rings, pronouncement, recessional. PlannedBy's run sheet generator holds that same ceremony sequence, because a celebrant, a photographer and an MC all need the identical order the printed program hands to guests.

Table numbers, menus and place cards follow the same rule as the program. Only once the seating chart is final can any of them be finished, because each one names a specific table or guest that only exists once RSVPs have closed.

Not every wedding needs a printed program. A small ceremony or an elopement can run from a celebrant's script alone, and a couple skipping a formal reception has fewer table items to produce in the first place. The program earns its place on the checklist when there is a guest list large enough that people genuinely don't know the order of events, or a wedding party and readings worth naming in print.

After the wedding: thank-you cards

Thank-you cards are the one item on this checklist with no deadline attached to the wedding day itself, only to the gifts they are answering. The addresses are the same ones already collected for the invitations, which is the argument for keeping that list in one place for the whole process rather than starting a new spreadsheet for the reply.

Frequently asked questions about wedding stationery checklists

What order should wedding stationery be done in?

Save-the-dates first, once the date and venue are confirmed, then invitations once the guest list and ceremony details are settled, then an RSVP method, then the day-of set once the seating chart is final, and thank-you cards last.¹

How much does wedding stationery cost in Australia?

The national average spend on invitations is $1,001, ranging from $674 in the ACT to $1,664 in Western Australia.² See PlannedBy's pricing page for what the planning tools cost, separate from print costs.

Do couples still send paper invitations, or is it mostly digital now?

Mostly paper still: 66% of Australian couples send physical invitations, against 23% by email and 11% through a dedicated e-vite website.³

Do you need a wedding website if you're sending paper invitations?

Most couples run both. 59% of Australian couples set up a wedding website regardless of invitation format, using it to carry the RSVP, the venue details and the registry a printed card has no room for.³

When can table stationery like place cards and menus be finished?

Only once the seating chart is final. Table numbers, place cards and menus all name a specific table or guest, so none of them can be finalised until RSVPs have closed and the seating chart reflects who actually said yes.

Is it normal to book invitations this late in the planning process?

Yes. Nationally, invitations are booked 22nd out of 30 wedding supplier categories, behind the venue, the caterer and the celebrant.¹ Stationery finishing late is not a sign of falling behind; it is the order the rest of the day forces on it.

Invitation spend has already climbed 6% in a single year², and the format split is moving too: a third of Australian couples already send invitations by email or a dedicated e-vite website rather than paper.³ Neither number looks likely to reverse over the next 12 months. The one item on this checklist worth deciding early, even while everything else waits on the venue and the guest list, is which format the invitation itself will take.