The Ultimate Wedding Planning Checklist: From Engagement to ‘I Do’

Congratulations, you’re engaged! 🎉 Now that you’ve said “yes” to forever, it’s time to start planning your big day—a celebration that’s uniquely you. While wedding planning can feel like an endless list of to-dos, with the right roadmap (and a touch of creative magic), it can be an unforgettable journey. Let’s walk through the essential steps, with a special spotlight on one of the most exciting parts (as a stationery addict!)—your stationery!

Step 1: Set Your Wedding Date and Budget

Your wedding date sets the timeline for everything else, including when to send out your invitations. Your budget? That’s your guiding compass. It helps prioritise what’s most important to you. Want to wow your guests with personalised, playful stationery? Factor that in early—you’ll thank yourself later!

Choosing a Date

Picking a wedding date is one of the first and most exciting steps! Instead of going for a random weekend, consider a date that holds special meaning for you as a couple. Perhaps it’s the anniversary of your first kiss, your first date, or even the day you said, “I love you.” Celebrating two meaningful milestones on the same day makes your wedding even more memorable.

Don’t worry if that date falls in an unconventional season like winter. A cozy, romantic winter wedding can be magical, often with lower venue costs and more availability. Just imagine twinkling fairy lights, roaring fireplaces, and warm drinks—pure magic! (I did myself a winter wedding and it was so unique and so much cheaper!)

Also, think about practicality: Bank holidays or long weekends are great for guests traveling from afar, but they might also mean higher costs for venues and accommodations. The key is to balance meaning, convenience, and your vision for the big day.

Setting a Budget

When it comes to budgeting, don’t stress if you’re unsure of what weddings typically cost—it’s normal at this stage. Start with a figure you’re comfortable spending, based on your savings or contributions from family. Having an open conversation with loved ones about financial help can provide clarity early on.

Once you have a general number, it’s easier to prioritise. What matters most to you? An unforgettable venue, interactive and unforgettable stationery (like mine!), fantastic entertaining or a dream photographer? Focus your budget on the elements that will bring you the most joy. As your planning unfolds, you can revisit and adjust your budget to reflect these priorities.

A tip? Always leave some wiggle room for unexpected costs. This way, your budget remains a helpful guide, not a source of stress, as you plan the day of your dreams.

Step 2: Dream Up Your Wedding Vibe

This is where the magic begins—creating the vision for your big day! Start by diving into Pinterest boards and real wedding blogs for inspiration. You’ll find endless ideas for themes, decor, and unique details. But here’s the thing: some of those picture-perfect Pinterest shots come from styled photo shoots, not real weddings, and can cost a fortune. Dream big, but stay realistic—your wedding should reflect your love story, not someone else’s staged fantasy.

Think outside the box. What makes you you as a couple? Could your shared love of hiking inspire a woodland wedding? Or maybe your passion for music could lead to a festival-style celebration? From activities to entertainment, integrating your hobbies and passions will create a truly unique and meaningful day. In my design process, I include an extending fun questionnaire that will help you define your style and identify the key elements of your love story and the things you really want.

While it’s tempting to run wild with ideas (and it is exciting to dream!), don’t overwhelm yourself. Stay connected to your true personalities and prioritise what feels authentic. If your love of nature calls for a forest ceremony but it’s not a fit with family traditions, remember: this is your wedding, not theirs.

It’s also the perfect time to think about wedding traditions. Do they resonate with you? If not, skip them, or give them a personal twist. For example, swap a traditional cake cutting for a donut tower or do a first look with a surprise element. Breaking the mould often creates the most memorable experiences for both you and your guests.

In the end, your wedding vibe should feel like stepping into your shared world. The more personal and unique, the more your guests will enjoy the celebration—and they’ll remember it for years to come. Your wedding vision will influence everything, including your invitations. Your stationery is the first glimpse guests will have of your day, so let it set the mood. (Think origami hearts for romance, or maybe a quirky airplane invite for a destination wedding!)

Step 3: Build Your Guest List

Here’s where it gets real: deciding who’s on the list! Creating your guest list is a big step, but remember: there are no rules. Invite the people who truly matter to you—the ones you love, who’ve supported you, and who you feel close enough to share your big day with. Forget about third cousins you haven’t seen in a decade or the aunt who always complains. Think about the special connection you have with each guest. Your wedding is about celebrating your love story, surrounded by those who care about you most.

Your budget and venue will also help shape your list. If your dream location has a guest cap, you’ll need to prioritise. This is also the time to decide if you’ll have kids at the wedding (all, none, or just a few) and whether plus-ones are invited. Always remember: your wedding, your rules. Some people say, “If you haven’t spoken to someone in a year, they shouldn’t be on the list.” That’s a fine guideline—but if you want them there, invite them!

Need help deciding? Check out my blog “How to Create Your Wedding Guest List” for a fun way to figure out who makes the cut.

Your guest list also determines how many save-the-dates and invitations you’ll need. Pro tip: You only need one per household, but always order a few extras for keepsakes, last-minute additions, or invitations that get lost in the post. Having those spares can save you a lot of stress later!

The guest list is your chance to create a meaningful gathering of your closest connections. It’s not about numbers—it’s about having the right people there to share your unforgettable day.

Step 4: Save the Dates and wedding invitations—When to Send Them

Alright, let’s talk timing for your stationery like we’re two besties planning over a cup of coffee (or maybe a glass of bubbly!). Once you’ve nailed down your venue and date, it’s time to let the world know, or maybe just your family and friends, about your wedding day!

Save-the-Dates - when to send them out

Save-the-dates are like the teaser trailer for your wedding—just enough to excite your guests and help them plan ahead! These little beauties are best sent out 12-18 months in advance, but a minimum of a year is ideal. Don’t rush to send them too early—your guests won’t even have their calendars yet, and by the time they do, they might have forgotten.

Do you have to send save-the-dates? Nope, but if you’re having a destination wedding or tying the knot during a busy season, they can be a lifesaver for your guests. And let’s be honest—I absolutely love designing them! Save-the-dates are the perfect excuse to get creative, whether it’s playful origami or something that screams you.

Wedding Invitations - best time to start creating them

Here’s where the magic really happens. Your invitations are more than just details on time and place—they’re a sneak peek into your story. When should you start thinking about them? When it’s time for the big guns (aka your wedding invitations), timing is everything. In the UK, the sweet spot is 4-8 months before your wedding. Here’s why:

• Send them too early, and your guests will procrastinate RSVPing.

• Send them too late, and you’ll be in a mad scramble for final numbers (decor, catering, seating plans—you get the picture!).

So here is the "ideal no stress" time process for your wedding invitation:

• 12-10 Months Before the Wedding: Begin brainstorming ideas and choosing your designer. (Psst...this is where I come in!)

• 10-6 Months Before: Finalise your design and order your stationery. Custom designs, especially unique origami formats, take time to craft, so don’t leave it to the last minute!

• 4-8 Months Before: Mail them out. Your guests will need time to RSVP and make travel plans.

Give yourself about 2-3 weeks to chase those guests who haven’t RSVP’d—because let’s face it, there will always be a few! You’ll need to finalise your numbers for caterers, venues, and your stationery designer (hello me designing your table plans, menus, and place cards!).

Add Personal Touches to Your Stationery

This is where the fun begins! Your stationery should feel like a slice of your personality. Love travel? Consider invitations that fold like passports. Obsessed with music festivals? How about VIP lanyards for your guests? Origami can weave in your love story—literally—with folds that reveal snippets of your journey together.

As a graphic designer, I love creating something meaningful and personal—whether that’s through my semi-custom collection or a completely bespoke design. Exceptional and unusual stationery takes time because we’re not just creating invitations; we’re crafting a little piece of your wedding story together.

Designing Time Process of your wedding invitations and Save-the-Dates - Plan Ahead

Here’s the thing: don’t expect to order your wedding invitations or save-the-dates and have them ready in a week or two. If you’re here, it’s because you want unique stationery that truly represents your personalities and your love story.

Here’s a quick recap of how long the process might take:

• Template designs: ~3 weeks.

• Bespoke designs: ~2 months.

• Add another 1-2 weeks for printing and postage.

The earlier we start, the smoother everything will be—and the less stress for you! By giving your stationery the time and love it deserves, you’ll end up with something that feels truly you. Let’s create something unforgettable!

Pro Tip: Allow extra time if you have a packed schedule or anticipate delays with guests responding. With careful planning, you can send out beautifully designed stationery that sets the stage for your perfect day.

Step 5: Stationery of the Day – The Final Touch

Alright, lovebirds, let’s talk about the stationery that will bring your wedding day to life! From table plans to welcome boards, stationery of the day is like the cherry on top of your wedding décor, tying everything together with style and personality.

When to Order your stationery of the day

The magic number here is three months before your wedding day. This gives us plenty of time to design, print, and deliver everything with no last-minute panic. That said, you can (and absolutely should) pre-book early—especially during wedding season (April to September), when everyone wants their hands on gorgeous stationery of the day.

Already Worked Together? Yay!

If I’ve already created your Save-the-Dates or invitations, your stationery of the day will already have a spot in my schedule. We can even start designing early (like in the same time as your wedding invitations) and finalise details (like table plans and menus) closer to your big day.

New Here? Welcome!

Even if we haven’t worked together yet, I’d love to help! I can create designs that match your wedding’s style and vibe perfectly. Whether it’s elegant, quirky, playful, or rustic, I’ll make sure everything feels like you.

The Process of creating wedding stationery of the day

Here’s how it works:

• The design process takes 2-4 weeks, depending on how detailed your stationery is.

• Add another 1-2 weeks for printing and postage.

• I deliver everything about 2 weeks before your wedding, so you have time to relax—or handle any surprises, like a last-minute reprint if needed (though, fingers crossed, that won’t happen!).

What’s wedding stationery of the day?

Here are some of the most popular picks:

• Welcome boards

• Program of the day

• Signage and directions.

• Table plans,

• table names/numbers.

• Place cards and menus.

• Order of service.

Got something totally unique in mind? The options are endless! I’m all ears! Whether it’s a creative seating display or personalised signage, I love turning your ideas into stationery magic!

Booking early ensures your big day is as gorgeous and stress-free as possible. Let’s create those finishing touches that will wow your guests and make your wedding truly unforgettable!

Step 6: What Comes After the Wedding?

The wedding might be over, but the love doesn’t stop there! Let’s think ahead and plan your thank you cards—the perfect way to wrap up your celebration with heartfelt gratitude.

You might be thinking, “Another piece of wedding stationery?” Oh, yes! But this one isn’t just a card; it’s a keepsake most of your guests will cherish forever.

Why Thank You Cards Matter

Thank you cards are a chance to relive the magic of your day and share it with your loved ones. Add a favourite wedding photo, and suddenly it’s more than a card—it’s a memento they’ll treasure. I specialise in origami formats that feel like unwrapping a little gift. Each design is a tiny masterpiece, revealing your beautiful photos and leaving space for a heartfelt message that will bring all the emotions flooding back. You can read my other blog "The Power of gratitude, why sending Thank You cards are a must have post wedding" to discover more why Thank you cards are so meaningful.

Designed to Match Your Wedding

Your thank you cards will carry the same style, tone, and vibe as your wedding stationery, acting as a final ribbon tying everything together. It’s like the cherry on top of your love story, leaving your guests with a tangible piece of your big day.

Just like your other stationery, these beauties take time. Here’s what to expect:

• Design process: 2-4 weeks (depending on the complexity of the design).

• Add 1-2 weeks for printing and postage.

If you’re super organised, we can pre-design your thank you cards months before the wedding, matching your stationery suite. Once your stunning wedding photos come in, I’ll pop them into the design, and voilà! Your thank you cards will be ready to spread the love again, without delay.

Let’s turn your gratitude into something magical, meaningful, and unforgettable. Because your love story doesn’t end at “I do”—it keeps shining through the little moments like this. 💌

Why Your Stationery Deserves the Spotlight

Your wedding stationery is more than paper—it’s the start of your wedding story. It sets the tone, sparks excitement, and creates a lasting impression. So, whether you’re dreaming of elegant simplicity or playful quirkiness, make it uniquely yours.

Need help designing invitations that capture your love story? Let’s chat and turn your wedding dreams into one-of-a-kind stationery that leaves your guests smiling (and maybe a little jealous).

Planning a wedding is a journey, but with a little creativity and the right guide, it can be as memorable as the day itself. Let your stationery be the rebel romantic piece that makes your wedding unforgettable. 🖤