Send invitations too early and guests forget. Send them too late and the date is already gone. This guide gives you the sweet spot for every kind of event — plus the rules for save-the-dates, formal invitations and reminders.
The timings below assume mostly local Australian guests. Add two to four weeks for international travel, and use save-the-dates whenever guests need to book flights or accommodation.
Recommended timing by event
- Casual party / BBQ / drinks: 2–3 weeks ahead
- Birthday or anniversary: 3–4 weeks ahead
- Milestone birthday or formal dinner: 4–6 weeks ahead
- Baby shower: 4–6 weeks ahead
- Engagement party: 3–4 weeks ahead
- Bridal or buck's / hen's: 6–8 weeks ahead
- Wedding (local): 8–10 weeks (with save-the-dates 6 months out)
- Wedding (destination): 10–12 weeks (with save-the-dates 12 months out)
- Corporate event: 4–8 weeks depending on formality
- Christmas party: 4–6 weeks (early November is ideal)
- Graduation or retirement: 4–6 weeks ahead
Why timing matters more than design
The most beautifully designed invitation can't save a date that's already booked. Modern calendars fill faster than they used to — by mid-November most Saturdays in December are spoken for, and weddings six months out routinely lose key guests to other weddings they've already committed to. Sending earlier doesn't just give guests more notice; it locks in the people who matter before someone else asks.
Save-the-date vs formal invitation
Save-the-date
- Sent 6 months out (local), 12 months out (destination)
- Date, city and ‘formal invitation to follow' — no RSVP yet
- Designed in the same theme as your eventual invitation
- Best for weddings, milestones and destination events
Formal invitation
- Sent 8–10 weeks before the wedding (local)
- Full details — venue, time, dress code, RSVP-by
- Includes RSVP form, dietaries, plus-ones, accommodation
- Always required, even if you've sent a save-the-date
Setting an RSVP-by date that works
- 1
Work backwards from the caterer
Most caterers need final numbers 10–14 days before. Your RSVP-by date should give you a 5–7 day buffer beyond that to chase stragglers.
- 2
Set it early, not late
Two weeks before the event is too tight; three to four weeks gives you breathing room without guests forgetting.
- 3
Tell guests once, in the invitation
Don't bury the RSVP-by in the description. Make it a clear, separate line in the invitation copy.
- 4
Let the tool chase for you
Availi sends a polite reminder automatically a week before the RSVP-by date — you don't have to remember.
Tips for getting timing right
Set an RSVP-by date 10–14 days before
Far enough to confirm catering, close enough that guests still remember.
Use save-the-dates for travel
Anyone flying needs more notice. A save-the-date locks the calendar before the formal invite goes out.
Let Availi do the reminders
We send a polite nudge automatically to anyone who hasn't responded.
Avoid the December crush
If your event is in December, send by mid-October at the latest — calendars fill fast.