Category Archives: Party Invitations

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How to Word a Party Invitation (with Party Invite Message Examples)

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You’re throwing a party! Whatever the occasion is – whether you’re throwing a kid’s birthday party, an anniversary bash, a graduation do or something else – it’s time to celebrate, and you’re planning on sending out party invitations.

Even if your party is casual, sending out paper party invitations is one of the best ways to let people know about the upcoming celebration. A party invite will convey all the important information about when and where to go, as well as what you are celebrating in the first place.

There are various different details that you need to include in your party invitation, and it’s important to word it correctly. This guide will talk you through what you need to include on your party invitation, and give you some wording examples that you can adapt to your own needs.

What Do You Put on a Party Invitation?

Before you start thinking about how to word your party invites, you’ll need to familiarise yourself with the important information that you need to get across.

Who’s Invited?

First and foremost, you need to make it abundantly clear who’s invited to the party. This goes for any party, whether it’s a kid’s birthday party or a grand wedding. The last thing you want is to cater for 20 guests, only for 40 people to turn up because everyone’s brought their partner, or has assumed their child’s siblings are also invited.
The best way to do this is to specifically mention the invitee(s) by name on the envelope. For example:

1) “Mr John Smith and Ms Sarah Ellacombe”
2) “Master William Brooks”
3) “Sarah and Nancy McIntyre”
4) “Miss Jade Hewett plus Guest”
That way, there can be no confusion.

Why Are You Having a Party?

It’s important that your guests know why you are having the party in the first place. The wording has to be particular when you are trying to communicate a message to your guests.
For example, if it’s for a birthday party, make sure that you include the name of the birthday person, and how old they’re going to be (especially if it’s a milestone birthday, or a child’s party). Or for a graduation invitations, include who is graduating and which educational milestone they’ve achieved.
For example: “Please join us for Susan’s 8th birthday party!”
Or: “You are cordially invited to celebrate Ashleigh’s graduation from Warwick University”.

Who’s Hosting the Party?

Not only is it important to tell your invitees who the party is for, but you should also let them know who’s hosting the party, and at least one way of getting in touch with them. That way, they’ll know who to contact if they have any questions about the party, and they’ll also know who to ask if they need gift recommendations or anything else.

If you don’t mention who’s hosting the party on the invitation, your invitees will contact whoever the party is for (e.g. the person whose birthday it is). This wouldn’t be ideal if it’s supposed to be a surprise party!
For example: “If you have any questions, please contact the party host Sharon Mitchell on [phone number]”.

When Will the Party Start and End?

Your guests will need to know what day and time the party will be held. Make sure to be extremely clear, and give an approximate end time as well as a start time (especially for kid’s parties, so that parents will know when to come and pick up their children). You can typically expect guests to turn up between 5 and 10 minutes earlier than the start time you list on your invitation, so keep this in mind.
For example, you might write “3:00pm – 5:00pm on Sunday, 28th November 2021”. If there’s no specific end time, you can simply write something like “8pm ‘til late”.

Where Will the Party Be Held?

One of the most important things to include in your party invitation is the location. Whether your party will be held at:

1) The host’s house
2) The birthday person’s house
3) Outside in the local park
4) A booked party hall, such as a town hall
5) A soft play centre, cinema or other venue

It’s vital that you include the full name and address of the venue. Don’t just assume that everyone knows where “Paul’s house” is!
For example: “The party will be held at 123 Blackbird Lane, Newtown, NW1 1TN.”
If the venue is difficult to find, you can also include directions to guide attendees from the nearest motorway or main road, or even a mini map.

What Will Happen at the Party?

Make sure to tell your recipients what kind of party this is, and what is going to be involved. That way, they’ll know what to wear, whether to eat beforehand, and whether they should drive or get a taxi (if alcohol is going to be served).

You could list the theme, any activities you have planned, and what sorts of refreshments you’ll provide. For example: “Join us for a princess-themed celebration involving a royal buffet, face painting and manicures!”

How to Write a Party Invitation: 6 Top Tips

Now that you know what to include on your invitation and how to word it, it is time to put it all together. Here are our 6 top tips for writing and designing the perfect party invite, whatever the occasion may be.

1. Choose a Themed Invitation

One of the most fun things you can do when you are preparing for a party is picking the theme. Having a theme throughout the entire celebration – dress code, food, gifts, entertainment, decorations – will help the party have a cohesive aesthetic that will make for great photos, and which your guests are sure to remember for years to come.

A great way to tie the party theme together and to help spread the word to guests is to choose a party invitation that also features the same theme. For example, if you’re hosting a child’s birthday party with a clown or circus theme, this Party Clown invitation would be perfect. For a more grown-up girly-themed party with manicures and cocktails, this Fun ‘n Fancy design fits the bill.

2. Use the Right Tone

The tone of voice you use on your party invite will affect how guests are going to view the invitation, and their first impressions of the party itself. That’s why it’s important to use the correct tone when you’re writing the party invitation’s wording.

For example, if your party is going to be a super-formal black tie graduation event or wedding, you’ll want to write the invite in the third person, and avoid using any abbreviations or slang. For example, “Mr and Mrs John Smith invite you to celebrate their sixtieth wedding anniversary.”

For a casual party such as a child’s birthday or a house party, you can use the first person and can use a more informal style of writing that’s closer to normal speech. For example: “Come and join us for little Tom’s 3rd birthday! We hope to see you there!”

3. Address Your Recipients Correctly

When you send out the invitations, it is important to address your guests properly. The envelope should include their titles, along with their first and last names. For example, you can use Mr, Mrs, Miss or Ms. You should ensure you spell their first and last names correctly, as well as mentioning if they’re permitted to bring a guest of their own, or bring their child’s siblings along to the party too.

4. Include the 5 Ws

Remember what we discussed previously: who, what, when, where, and why. Don’t forget to include the 5 Ws when you’re writing your invitation! These details are important because they are how your guests are going to know exactly what is going on, what to do, where to go and at what time.

And if there is a certain dress code, if the party is catered, or if your guests need to bring anything extra – let them know. It’s important to keep that line of communication clear for your guests.

There’s nothing worse than forgetting to put vital information on your custom party invitations. Whether it’s a name, date or number, leaving out even a single piece of information can cause invitees to get confused (and then you’ll be inundated with phone calls).

5. Don’t Forget RSVP Instructions

Lastly, remind your invitees that they are going to need to RSVP to your invitation. RSVP stands for “répondez s’il vous plait”, which is French for “please reply” – in other words, “Let me know whether or not you’re coming”. If your guests don’t RSVP, you aren’t going to know who’s coming and who isn’t – and this can have an impact on certain elements of party planning, such as how many guests you need to provide food for.

So, at the end of your invitations you should include either a phone number or an e-mail address that your guests can use to RSVP. Alternatively, you can include a reply card in the envelope with the party invitation. This is a paper slip that invitees can fill out and send back to you to indicate whether or not they’re attending.
And don’t forget to include an RSVP deadline! For example: “RSVP by Monday 29th November”.

6. Order More Invitations than You Need

One of the mistakes people make when ordering party invitations is accidentally ordering too few of them. Chances are, you’ve planned out the guest list in advance, and so you’ll know how many people you’re inviting. But it’s always a mistake to order exactly 13 invitations if you’re inviting 13 guests.

Here’s why:
1) If you’ve accidentally forgotten somebody on your guest list, you won’t have a spare invitation to give to them
2) You may lose or misplace one or more invites, or they may get lost in the post, and you won’t have any spares as backups
3) You might make a mistake while addressing an envelope, spill something on an invitation or damage it in some other way

A good rule of thumb is to order 10% more invitations than you think you’ll need, or round up to the nearest 10 (whichever number is more). So if you think you need 16 invitations, round it up to 20, to give you at least a few spares.

Where Can I Order Personalised Party Invitations in the UK?

It’s important to show your guests that you know what you are doing and give them the right information so that everyone has a fun time. If you follow this guide while writing and designing your party invitations, you have no need to worry. You will have included everything that they need to know, and given them contact details just in case they have any more questions.

As to where you can order your party invitations, we suggest a professional stationer such as 123Print. On our website, you can browse through a collection of over 300 party invitation templates – far more than you’d find in any ordinary party shop! You’re bound to find a design that works for your party theme.

Within minutes you can edit your chosen theme online, add all of your party details, and place your order. Your invites will be printed and dispatched within 48 working hours. All that’s left is to address the envelopes! Start your party planning

How to Plan a Small Birthday Party: 9 Tips for Intimate Gatherings

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Whether you are hosting a kid’s birthday party or an adult’s, you don’t need to hire a huge venue and invite dozens of guests for everyone to have a good time. Sometimes, smaller gatherings can be just as much fun – or even better.

For one thing, it’s cheaper to host and cater for fewer people. So, if you’re on a tight budget, having a more intimate gathering is a useful way of helping you save money. They’re also safer, as they allow for better social distancing. But best of all, small parties allow everyone to connect with one another, as the person whose birthday it is can spend more one-on-one time with each guest.

But if you’re used to hosting huge parties, you might scratch your head at the idea of planning a tiny birthday party. How do you keep things fun and festive with so few people? Here are nine valuable tips for planning a small birthday celebration that your guests will love.

1. Find a Small Venue or Host at Home

When it comes to small birthday parties, it’s best to scale back on the size of your venue. Booking a huge party hall for only 10 people is unnecessary and over-the-top; not to mention, a waste of money. The trouble is that it can be difficult to find smaller birthday party venues that won’t make your small gathering seem somewhat empty or lacking.
If you’re having fewer than a dozen guests, it makes more sense to host the party at home. It doesn’t matter if your house doesn’t look as perfect as a prop home out of an interior design catalogue: your party guests won’t care! As long as there’s food, drink, games and fun, everyone will have a great time anyway. Your guests will feel included and are happy they were invited.

You could even host the party outdoors – in your garden, or a local park. It’s free, there’s no need to decorate (as you’re surrounded by the beauty of nature), and it’s more pandemic-friendly, too.

2. Send Out Personalised Party Invitations

One of the great things about cosier birthday gatherings is that you can afford to spend more time on the little details. Sending out custom-designed party invitations adds a great personal touch to the occasion.

Professionally printed personalised party invitations may look fancy, but they aren’t expensive (especially because you don’t need to order very many of them for a smaller gathering). They’ll certainly make a great first impression on your invitees, compared to inviting them via text or buying a generic pack of party invites from the shop. You can design party invitations to suit almost any theme imaginable, and personalise them within minutes with the details of your party.

One huge benefit of sending out paper invitations is that it will encourage guests to take the party more seriously. They’re more likely to RSVP if they receive a physical invitation, especially if you include a reply card with it. This will help you get a more accurate head count, which is all-important for smaller gatherings.

3. Invest in Good Party Food

Virtually everyone loves food – especially when it comes to parties. If you asked the average person what’s the thing they’re most looking forward to about an upcoming birthday celebration, they’d probably answer “food” or “cake”!

So, don’t skimp on the food when you’re hosting your small gathering. Because you’ve got fewer guests, you don’t have to worry so much about catering costs, or prioritise serving the cheapest food possible. You can afford to be a little ‘extra’ if you want to, whether that’s by hiring a caterer, ordering a takeaway for everyone, or simply going all-out with a fancy home-made party spread.

You could even turn the food into a fun activity for everyone to get involved in. For example:
1) Have a make-your-own pizza party, with a selection of toppings
2) Cheese fondue
3) Chocolate fountain
4) Bake a few batches of cupcakes in advance, and set up a decoration station with different icings and sprinkles

Remember: well-fed guests are happy guests! And if this is an adult party, don’t forget the booze, too. This can really help ease the initial awkwardness of small parties.

4. Make Your Own Cake

No birthday party is complete without a birthday cake. But because you’re having a small party, it would be a bit unnecessary to order a custom birthday cake from a professional baker. These cakes are usually quite expensive, and big enough to feed at least 16-20 people, if not more.

You don’t have anywhere near that many guests, so to avoid wasting your money (and a lot of food), why not bake your own birthday cake at home? That way, you can control the size of the cake and ensure you only make enough for your party guests. You’ve also got free reign to flavour and decorate the cake to your exact liking.
If you’re no great shakes in the kitchen, no-one will begrudge you popping to the supermarket and picking up a little pre-made cake from their bakery. All you need is some party candles (and maybe a sparkler)!

5. Choose a Party Theme

Most birthday parties these days have a “theme”. Pirates, unicorns, dinosaurs and princesses are popular party themes for the little ones. A teenager might prefer a party based around their favourite book, video game, or movie. And as for the adults, your choices are almost endless – from “spa day” to “board game night” to “evening at the Oscars”. Themes always make party planning easier, as you have a central motif around which to base your decorations, activities and food. It will also make the whole thing feel more like a party, which is helpful if there won’t be many guests.

Themed paper plates, straws and balloons can really tie a kid’s themed party together. For more grown-up celebrations, you might invest in themed table centrepieces and crockery, a photo booth or tasteful buntings to hang on the wall.
Whatever theme you choose, ensure you forewarn your guests by picking a matching themed party invitation – and be sure to specify on the invite if you want your guests to dress up!

6. Think Carefully About Who to Invite

You don’t have to invite absolutely everyone you know to your birthday party to have a good time. This is something that a lot of people learn as they get older. However, what matters is who you invite.
If you know that you’re only going to invite a few guests this time – whether that’s for budget reasons, personal preference, or because of government restrictions – you should ensure you choose the right people. Pick those who you are closest to, and who you couldn’t imagine spending the day without. It’s also a great opportunity to invite people who are a little shyer, and don’t feel comfortable in big crowds.
Be sure to specify on your invitations if you don’t want guests to bring their children, or if plus-ones aren’t allowed. Having a head count twice as large as you’d planned may be a disaster at a smaller party.

7. Accept Help If You’re Offered It

You may think that a small birthday party will be quick, easy and stress-free to organise compared to a huge celebration with dozens of people in attendance. However, you might be surprised to learn that planning a smaller party can take just as much time to plan. And because there are so few guests, you may feel as though there’s a lot riding on you to make everything perfect.

So, if there are people that you’ve invited that want to extend a helping hand, let them. Whether they want to bring a side dish for your party table, pick up some decorations for you, or bring along their favourite board game to play, accept any help you’re offered. Don’t feel like you’re failing as a host just because someone else wanted to help out.

8. Plan Plenty of Party Activities

One of the problems with smaller birthday parties is that you have to plan specific activities for everyone. At larger gatherings, there are so many people there that you can almost get away with letting the party run itself – everyone will spend so long chatting and catching up that it’s an activity all on its own.

But if you’ve only got 6 people coming, you can’t rely on socialisation to take up more than a few minutes. So, plan some activities in advance that you can suggest if things start to get a little boring. For example:

1) Classic party games, such as pin the tail on the donkey, charades, musical chairs, and blind man’s buff
2) Manicures, pedicures and facials
3) Board games
4) Dance-off
5) Karaoke
6) Trivia
7) Wine tasting
8) Scavenger or treasure hunt
9) Put on a good film (with popcorn!)
10) Cocktail or mocktail making
11) Card games e.g. poker

You should base these activities around your party theme, as well as taking into consideration the personalities of whoever’s coming. If they’re party animals, they may not be interested in playing scrabble or trivial pursuit. But steer clear of dance-offs and karaoke if your friends are shy, or don’t like being the centre of attention.

9. Don’t Forget the Music

Some sort of music is absolutely vital at any party – but particularly a small party where you can’t rely as much on general chatter and babble for background noise. The last thing you want is for everyone to turn up and stand around awkwardly making small talk with no music playing help ease the awkward silences.

For a tiny party with only a few people, it’s not really feasible to hire live music or a DJ. So, make sure you at least invest in a good sound system (if you don’t have one, ask around – someone in your family or friend group will have one you can borrow) and make a great party playlist to have playing in the background throughout the day/evening. And clear a space for people to dance, just in case!

Order Your Personalised Party Invitations Today with 123Print

When you’re ready to order your personalised party invitations, head over to 123Print and browse our fantastic range of templates. We have designs suitable for a whole range of occasions, including kid’s parties, boozy grown-up bashes, baby showers and everything in between. And don’t forget the RSVP cards, especially if it’s important for you to have an accurate head count before the big day.

While you’re there, did you know that we also stock a fabulous range of fully customisable birthday cards? They’re perfect for milestone birthdays, or if you simply want to show the birthday person just how much they mean to you. You can edit the message inside with your own wording, and even add your own artwork or photograph to the card for a special touch.

We aim to dispatch and ship out all orders within 2 working days of customer proof approval. So what are you waiting for? Start preparing for your perfect birthday party today!

Hen Party Invitation Wording (with 5 Creative Examples)

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It doesn’t matter if your best friend is getting married by the beach, in a garden or a traditional church: you need to throw her an epic hen party!

The hen party, also called the hen do or the hen night, is a long-established British tradition designed to celebrate the bride’s transition from the single life to marriage. Traditionally, hen parties are attended solely by female guests (e.g. the bride’s sisters and girlfriends) – however, there’s nothing stopping you from inviting other genders in this day and age!

A hen do can be as big or as small as you’d like, and involve every kind of activity – from pub crawls to archery to pampering spa days. So when it comes to planning such an event, it’s an absolute must to send out hen party invitations to let guests know what’s going to happen and when.

But the question is: what exactly should you write on a hen party invitation, and how should you word it? Let’s find out.

What Information Do You Include on a Hen Party Invitation?

There are certain things that the hen party guests will need to know about the celebration. So, it’s important to take note of these details that should always be included in your hen party invitation. Double check you’ve included everything in this list to avoid being bombarded with phone calls from confused invitees!

The Date and Time

A hen party could be just a simple cocktail event or it could be an all-day event with different activities involved. This is why it’s very important to let guests know the exact date and time of the event and include a proper timeline if you’re doing multiple activities within it.

This will not only help guests navigate their way throughout the event, but also allow those who can’t make it in the beginning to know exactly where and when they can join in on the celebration.
You should also include an approximate end time. That way, people who need to book childcare or transport home will have a rough idea of when the party will finish.

The Name of the Bride and the Host

Obviously, everyone who’s invited to the party will need to know who the bride is, so make sure this information is prominent on the invitation!
Most hen parties are planned by the maid of honour, or someone else close to the bride. It’s vital to also mention the host’s name and contact details (such as a phone number or e-mail address), so that everyone knows who to contact if they have any questions. You don’t want them contacting the bride, because it may be a secret!

What’s Going to Happen

People will need to know what to expect at the party. Will it be held outdoors? Then you’d better mention it, so people know to bring appropriate footwear and wet-weather gear, just in case.

Will the party be held somewhere there’s a pool? People will need to know to bring their swimming costume. Are you going to be serving food? This will help everyone decide whether or not to eat beforehand. You get the idea!

The Location

Of course, it’s very important for you to let the guests know where you’re going to hold the hen party. Be specific about the exact location of the event (with the full address and post code), and give directions if possible, especially if it’s a remote or new location for most of your guests.

You should also include the travel time from the city to the location to give your guests an idea of how early they need to go to make it one time. Include information about parking and public transport if relevant.

The Dress Code

Most hen parties don’t usually require formal attire, but it’s still important to be specific about what you’d like guests to wear. This usually depends on the theme or vibe that you’re going for.

For instance, if you’re holding a hen party on the beach in the summer, you’ll want to let guests know to wear beach-appropriate clothes and footwear that won’t sink in the sand. They’ll also need to know to bring a bathing costume if they want to go in the water. This will help make choosing outfits easier for your guests.

Is It a Secret?

Most of the time, a hen party is a surprise for the bride – she won’t know exactly what’s happening or where the party will be held until she gets there. If this is the case you need to let the guests know on the invitation that it’s a secret, and not to tell the bride. Otherwise, they may casually mention it in conversation with the bride and this will spoil the surprise.

How to Word a Hen Party Invitation

Now that you know the most important details that you need to include on your hen party invitation, you can draw inspiration from these creative wording examples:

Our beautiful girl Anna Brown is tying the knot
Let’s celebrate her upcoming wedding with a night of fun!
On 21 March 2022
8:00PM ‘til Late
Forever Night Club
Brentwood, Essex
Dress Code: Cocktail
Any questions? Please contact the host Andrea Green on [number]

===

Let’s join our dear friend Amanda as she says goodbye to the single life!
A surprise party will take place on 15 December 2021, 06:00PM in her honour and we want you to be there.
Join us for dinner and drinks at Joe’s Italian Restaurant
London, United Kingdom
Dress Code: Semi-formal
Hosted by Madison Rogers
Please don’t tell the bride!

===

Let’s party!
Michelle is getting married soon! Let’s join together to honour her last few days of being a single woman, as we surprise her with an epic hen party on 11 September 2021, 07:00PM.
Ramsay Steak House
Savoy Hotel, London, United Kingdom
Dress code: Formal
Hosted by: Rachel and Jessie

===

Bon voyage! Lizzie is saying goodbye to singlehood!
Join us for a weekend filled with sun, sand and sea as we celebrate Lizzie’s upcoming wedding. A day of manicures and mimosas await you at the amazing Ibiza Beach Club on 07 June 2021.
Dress Code: Beach/Summer
Don’t forget to bring your swimwear!
Please book your hotel room ahead of time
Contact Jessie Richards with any questions on [number]

===

Here’s to one final drink to single life!
A hen party honouring Jane Smith, who’s about to become a wife!
21 April 2021
The fun begins at 06:00PM with welcome drinks
Dress code: Cocktail
Hosted by: Nicole and Christina

===

Feel free to play with different catchy phrases to make your hen’s party invitation more fun and exciting.
You can try lines like “Let’s put the party in bridal party,” “It’s almost time to kiss the miss goodbye,” “A hen weekend in honour of the bride” or “Let’s have one last fling before the ring.”

The Best Theme for a Hen Party

Now, if you’re still stuck with choosing the right theme for a hen’s party, here are some ideas to help spark your imagination:
1) Bubbly and brunch
2) Manis and mimosas
3) Slumber party
4) Glamping weekend
5) The 70’s
6) Flings and films
7) A relaxing spa day
8) Disney princesses
9) Glamour
10) Vintage afternoon tea party

To help you decide on the best theme to choose for the hen party, try to think about the bride’s personality or interests and plan the theme around that.
This party will be all about the bride, after all, so it’s very important to relate the theme to her own interests. You should also choose a themed hen night invitation that expresses the vibe of the party

Where Can I Order Hen Party Invitations in the UK?

A hen party may be just for fun, but it’s an important way of honouring the woman who will soon become a wife, especially if she’s waited a long time to be married to the partner of her dreams.

When it comes to writing the perfect hen’s party invitation, you need to keep things simple but concise. Make sure that you have all the most important details done right, and be as creative as you want to be with the wording.
Feel free to draw inspiration from our examples and have fun planning the most epic hen party for the bride-to-be. And when you’re ready to start designing your hen party invitations, head to 123Print to browse our range of templates.

We have hundreds of different designs to suit any hen night theme or colour scheme imaginable. Simply choose the design that speaks to you and click on it to begin the personalisation process. You can add photos or images, alter the wording and add details of the party quickly and easily from your device.
Always order more invitations than you think you’ll need, just in case! When you’ve approved the preview and placed your order, we’ll have it printed and dispatched within 48 working hours. What are you waiting for?

How to Reschedule a Party: A Step-by-Step Guide

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The venue has been booked, the invitations sent out, and the food is being organised, but all of a sudden, you have to cancel the party. What a nightmare!

Whether it’s a kid’s birthday party, an anniversary party or a baby shower, one of the most challenging things to be faced with is having to postpone and rearrange a party or other celebration. Not only do you have to face the chaos of re-booking the party venue, catering, and everything else, but you also have to somehow communicate the new date to all of the guests -and hope that they don’t take umbrage to it.

Never fear, however: rescheduling a party doesn’t have to be a logistical nightmare, as long as you follow this simple step-by-step guide. We will take you through the process of cancelling and rearranging a party, and explain the etiquette of sending out new invitations with the revised date and venue information.

Why Might You Need to Reschedule a Party?

Nobody wants to have to rearrange a party, especially if it’s at the last minute and you’ve spent so long planning and organising it. However, there are many good reasons why you may have no choice but to postpone the celebration. For example:

1) Illness or injury
2) Family emergency or bereavement
3) Bad weather preventing you from accessing your party location, especially if you’re holding the celebration outdoors
4) Double bookings for the date of your party
5) Government guidelines coming into effect that prohibit large gatherings (due to COVID-19, for example)

No matter the reason, it is essential to keep your guests informed on the changes so that they can be prepared and not inconvenienced. In addition, it’s crucial to have a rescheduling plan in place just in case there are any changes to your party.
For this guide, we will go step by step on how to cancel and reschedule a party due to unforeseen circumstances.

How to Cancel and Reschedule a Party

While cancelling a party is never easy, sometimes it simply cannot be avoided. Factors to consider include: if the venue is double-booked on the new date, or there’s been a pandemic warning or bad weather warning, which might tip your decision over whether to reschedule or cancel the event.

From here, you should examine every possible option to avoid rescheduling if possible. For example: if the issue is bad weather, could you simply move the party to an indoor location, rather than moving the date of the party?
If there’s no way to avoid rescheduling the party, here are the steps you should follow.

Step 1 – Contact the Venue and Suppliers

The first step is to contact the party venue, as well as any and all suppliers you may have booked for your party, and let them know that you have to cancel. For example:

1) Caterers
2) Entertainers
3) Live music
4) Rental companies for decorations, chair covers, cutlery and crockery, etc
5) Cake baker

The sooner you contact everyone, the more likely it is that you won’t lose your deposit. Hopefully, they’ll let you reschedule the booking for a new date, without charging you any extra. Unfortunately, this may not be the case if you’re cancelling the party at very short notice. If you have a very good reason for rescheduling the party, though (such as a bereavement in the family) you may find that they’re more understanding.
Obviously, if you’re simply hosting the party at home and preparing all of your own decorations and food, this is a step that you won’t have to worry about. Phew!

Step 2 – Decide on the New Date

Once the venue and suppliers have been contacted, it’s now time to liaise with them all to find a new date that works. If you can’t find a date that works for every supplier, unfortunately you may have to prioritise some over others.

Don’t forget to speak to the most important party guests to make sure that the new date works for them. For example, if it’s a baby shower, speak to the pregnant person. You wouldn’t want to book a new date without checking with the VIP!

Try to choose a new date at least two weeks later than the original one so that your guests have sufficient time to rearrange their schedules and not be inconvenienced. Then, re-book the venue and suppliers as soon as possible.

Step 3 – Communicate with Your Guests

Once you’ve officially cancelled the party and re-booked it for a future date, it’s time to let all of your guests know.
Of course, the best and most formal way to do this is to send out a new party invitation with the revised date. However, if the original date of the party is coming up very soon, you may have to contact them using a quicker method first, to ensure that they don’t get the memo too late.

There are several ways of doing this:
1) Call each guest personally to tell them
2) Send out a mass text message
3) Send out a mass e-mail

Obviously, tailor this to your guests. For example, if you know that Aunt Susan never checks her e-mails, it would probably be best to call her.
If you’ve created a Facebook event or a website for the party, update it with the new date and time as well. However, your guests may not get a notification about this, so be sure to contact them personally to make sure they know.

Step 4 – Send Out New Party Invitations

Once you’ve let your guests know that the party date is going to be changed, you should send out a new party invitation to formally communicate the new date. This is especially important if you’re moving your party from one venue to another, or changing any other details about the party (such as the start time).

Choose a party invitation that matches your theme, and include the new date and time. Even if the party location hasn’t changed, include the venue on your new invitation anyway, otherwise your guests will all be calling you up to check that it’s still in the same place.

People may have planned around coming to your party on a specific day at a particular time in a specific place, so having this information included on the invitation is essential. In addition, this will allow your guests to rearrange their schedules or let you know if they can no longer attend.

How to Word a Rescheduled Party Invitation

So, when you’re informing your guests that you’ve had to reschedule your party, how do you actually word it? Here are some examples to help you find the perfect phrasing.

Party Rescheduling Email Example

If you’re informing your guests through email, it’s easiest to send a mass message to everyone, rather than contacting them all individually. For example:

Hi Everybody!
I hope this message finds you well. Unfortunately, I need to change the date of my party due to (insert reason or situation). The new date is on (insert new date) and will be held at (location) starting at 8:00. I apologize for the inconvenience and hope that you can still make it!
Regards,
Sam
However, if you’ve only got a few guests, you might want to personalise the email for each individual.
Dear __________,
I hope you’re well! I’m sorry to tell you that our party is being rescheduled due to (insert reason or situation). I’ve attached the new date below. Please let me know if you can still attend or if the new date doesn’t work for you.
I look forward to seeing you soon!
Regards,
Sam
Cc: (host’s contact info)
Attachment: New Date & Location of Party

Party Rescheduling Facebook Post Example

If your party has been mainly planned online (like in a Facebook group, for example), then you can communicate the new date and location of your party in the same way. Just be sure to tag whoever is hosting, so they receive notification of your post.

Hi Everybody!

I’m sorry to say that I need to change the date of my party due to (insert reason or situation). The new date is on (insert new date) and will be held at (new location) during the same time. I hope you’re all well and, again, apologize for this inconvenience!
Don’t forget to change the date of the Facebook event as well as creating a post in the group.

Rescheduled Party Invitation Wording

It’s vital that you send out a new party invitation as soon as possible with the amended details. The most important thing is to make it clear that this is a postponement notice, so that your guests pay attention to the new date. For example:

Jen’s baby shower
Has been rescheduled
For 20th April 2022
At one o’clock in the afternoon
We apologise for any inconvenience
Or alternatively, for a less formal feel:
Let’s try that again!
Due to unforeseen events, Jackson’s birthday party
Will now be held on:
20th April 2022
At 1pm
Thanks for understanding!

Where Can I Order Party Invitations?

When you reschedule a party, the most important thing to do is to ensure that your guests are all notified as soon as possible. You can send out invitations or tips announcements with the new date, time, and location of your party so that they’re aware of the changes. Whatever you do, don’t leave your guests in the dark!

At 123Print, we offer a huge range of party invitations suitable for any theme – from kid’s birthday parties to weddings, engagement parties and more. For example, this sweet owl design would be perfect for any baby shower.

Simply have a browse through our extensive selection of party invitation templates to find the perfect choice for you. Then, use our easy editor to add your details and alter the wording to your liking.

We’ll dispatch your order to you within 48 working hours, so you can send those all-important invitations out to your guests as soon as possible. And with our 100% satisfaction guarantee, you can rest in the knowledge that should anything go wrong, we’ll do whatever we can to make it right!