[Invitation Cards] Must-Read Before Ordering: A Complete Guide to Content, Styles, Quantities, and Timelines
Foreword
Invitation cards are formal invites printed for weddings, 100-day banquets, birthday parties, graduations, or corporate events. This guide covers the essential details you need to include, style options, how to calculate the right quantity, and the timeline for ordering.
Ordering invitation cards: Fotomax Greeting and Invitation Card Collection
Key Takeaways
- Six essential details to check so you don't miss any important information.
- Count by family or household, not per person; it is highly recommended to order 10% more than your exact count.
- Personalised photo cards are the most popular choice for 100-day banquets and birthdays, letting guests instantly recognise whose big day it is.
- Wedding invitations should be prepared 2–3 months in advance; regular parties usually need 1–2 weeks.
- Printing starts immediately once the design proof is confirmed.
目錄
1. What Occasions Need an Invitation Card?
Any event where guests need to save the date and you need to track the number of attendees.
| Occasion | Formality | Special Notes |
|---|---|---|
|
Weddings |
Highest |
Must include the names/titles of both sets of parents, reception time, and seating time. |
|
100-Day / Full Moon Banquets |
Medium |
Perfect for featuring a photo of the baby as the main focus. |
|
Kids' Birthday Parties |
Casual |
Must clearly state drop-off/pick-up times and parents' contact numbers. |
|
Graduation / Farewell Dinners |
Medium |
If sharing costs, clearly state the amount and payment deadline. |
|
Corporate Events |
Highest |
Must follow brand guidelines; remember to leave time for internal approval. |
|
Housewarming / Anniversaries |
Casual |
Photo cards work well here for a more personal touch. |
The common thread: All these events require a confirmed headcount to arrange the venue or catering. A formal invitation with an RSVP method is designed exactly for this purpose.
2. What Must Be Written on an Invitation Card?
- The Host: Who is inviting them (e.g., the couple and parents, the birthday person, or the company).
- The Purpose: What you are celebrating.
- Date and Time: For weddings, separate the reception time from the dinner/seating time. For parties, state the start and end times.
- Location: The full name and address of the venue. It is best to include the floor or specific banquet hall name.
- RSVP Method and Deadline: This is the most easily forgotten detail! If you just write "Please RSVP" without a deadline, you will be waiting until the last minute for final numbers.
- Dress Code: If there is a dress code or theme colour, you must state it clearly so guests know what to wear.
Three common mistakes to avoid:
- Date and day of the week do not match: Writing a date but the wrong day of the week is the most common error.
- Same venue name, wrong district: Many venues in Hong Kong have branches in multiple districts. Always write the full address.
- Only providing one contact method: It is best to provide a Phone number, WhatsApp, and Email so older relatives and younger friends can reply however they prefer.
3. What Styles Are Available?
This mainly depends on two things: how formal the event is, and whether you want to include a photo.
| Style | Features | Best For |
|---|---|---|
|
Folded Greeting Cards |
Folded design, allows for more text inside. |
Weddings, corporate events, formal occasions. |
|
Photo Cards |
Single flat card, features a photo as the main focus. |
100-day banquets, birthdays, housewarmings. |
|
Postcards |
Single flat card, design on the front, text on the back. |
Casual events, event promotions. |
If you have a lot of text and need a formal feel, use a folded card. If you want the main subject to be seen instantly and have less text, use a photo card.
To compare different styles, photo layouts, and designs, you can browse the Fotomax card collection and choose based on your event, photo ratio, and text length.
4. How Do I Choose a Photo for the Card?
An invitation card is small, so the rules for choosing a photo are very different from printing a large wall poster.
- Use close-ups, not wide shots: If you print a full-body wide shot on a small card, the person's face will only be a few millimetres wide. Close-ups or half-body shots work best.
- Avoid dark photos: Phone screens light up, but paper does not. A photo will usually print one to two shades darker than it looks on your phone. Turn your phone brightness all the way down to check the photo before choosing it.
- Always use the original file: Photos saved from WhatsApp or Instagram have been compressed and may look pixelated when printed. Use the original file from your camera roll.
- Leave room for cropping: The edges of the photo will be trimmed slightly during printing. If your subject is too close to the edge, they might get cut off.
- Watch the text placement: Do not place text over the darkest parts of your photo, or it will be very hard to read.
5. How Many Copies Should I Print?
Count by family or household, not per person.
A family of four usually only needs one invitation card. For colleagues at the same company, you might give one per person or one for the whole office, depending on how close you are.
Always order 10% more than your exact count.
You will need extras for writing mistakes, lost mail, or last-minute guest additions. The cost of printing a few extra cards upfront is much lower than ordering a reprint later—reprints require setting up the order again, waiting for a new delivery date, and often won't arrive in time.
Practical trick: Write out your guest list, group them by household, count that number, and add 10%. That is your final order quantity.
6. When Should I Start Preparing?
The printing process itself is fast; what takes time is the design, proofreading, and handing them out.
|
Occasion |
Suggested Start Time | Reason |
|---|---|---|
|
Weddings |
2–3 months before |
Guests need to plan, and overseas friends need to book flights. |
|
100-Day / Full Moon |
4–6 weeks before |
Guests often bring kids and need time to arrange schedules. |
|
Kids' Birthdays |
3–4 weeks before |
Parents need to coordinate their weekend schedules. |
|
Corporate Events |
4–6 weeks before |
Internal company approvals usually take up half the time. |
Fotomax printing takes 3 to 7 working days, starting from the day the order is placed. Delivery times may be slightly longer during peak seasons.
7. Ordering Process and Practical Notes
-
Decide the content.
Go through the 6 essential items in Section 2 and write them down on a piece of paper or a digital document first
-
Choose style and quantity.
Refer to Sections 3 and 5.
-
Prepare the photo file (if choosing a photo card).
Remember to use the original file.
-
Layout and design.
-
Proofread.
It helps to have two people check it separately: one person checks the dates and times, and the other checks the location and names.
-
Confirm the order.
Once confirmed, printing starts immediately. No returns or exchanges can be made after this point. -
Pick up and distribute.
A note on colour differences: Digital screens use RGB light, while printers use CMYK ink. Bright blues, bright purples, and neon colours will naturally look slightly duller when printed on paper. This is a physical limitation of colour spaces, not a printing error.
8. Frequently Asked Questions (FAQ)
Q1. What is the minimum order quantity?
Minimums vary by company, usually starting at 10 or 50 cards. Fotomax allows small batch orders, with party invitations starting from just 4 cards.
Q2. Are there ready-made templates I can use?
Yes. Fotomax offers a wide variety of greeting and invitation card templates. You can choose a design that fits your occasion, photo, and text.
Q3. Are envelopes included?
This depends on the style, but most card options come with envelopes included.
Q4. Can I print a photo on the card?
Yes. Personalised photo invitations are especially popular for 100-day banquets and birthdays. Please see Section 4 for tips on choosing the right photo.
Q5. How long does it take? Can I expedite the order?
Printing takes 3 to 7 working days from the date of order. Expedited rush options are available.
Q6. Can I get a refund or exchange if there is a typo?
Custom products are printed exactly as the confirmed proof. Once confirmed, there are no returns or exchanges, so please proofread very carefully!
Q7. Can I order matching stickers at the same time?
Yes. Many customers order matching envelope seal stickers or name tags at the same time to keep the theme and colours consistent. See our Custom Sticker Guide for more details.
A Whisper from the Fotomax Editor
After an event is over, the cake is eaten, the balloons deflate, and the venue is cleared out.
What stays behind is usually that invitation card. People tuck them into books or stick them on their fridges, where they stay for years. The thought you put into your printed stationery lasts much longer than you might think.