What format should you use when submitting your guest list to your calligrapher? Submitting your guest list in the correct format ensures that your calligrapher can do their best work in a timely manner with minimal errors. After all, that’s why you hired them, right? Well, maybe that and the amazing envelopes that will wow your wedding guests.

Each calligrapher has their own preference for how you format your guest list. I have found a few things to be fairly universal across the board:

• • Submit your list typed in either spreadsheet or document format. Some calligraphers will only accept document format so be sure to check first. I will accept either because I can mail merge a spreadsheet into a Word document fairly quickly.

• • Type your list. Typing ensures that your list is easy to read and helps avoid errors. By the way, all the calligraphers I know will fix any mistakes that they make at no cost. If the mistake is yours, it usually means you will be charged the cost of an additional envelope.

• • Number your list. If you submit a spreadsheet, this will already be taken care of for you. If your calligrapher prefers a Word document, it is helpful to number those as well. Taking this extra step can save a lot of time and confusion if a change needs to be made to the list. For example, if you can tell your calligrapher you need to change the zip code on Address #21, it’s a lot easier and more efficient than searching haphazardly through an unorganized list.

• • If you do submit a spreadsheet, make sure to make a separate field/column for each line of the address. Ultimately most calligraphers will convert it to a document so it is easier for them to read as they are writing. Having a separate field/column makes it easy for them to mail merge and format it to fit their needs.

• • Type everything just like you want it written on your envelope. Do not use abbreviations (Mr. and Mrs. are the exception). Your calligrapher needs to work carefully, yet efficiently to get your envelopes back to you on time. If there are abbreviations, it slows down the rhythm. It can also lead to spelling errors. Additionally, a lot of calligraphers use the address list as a visual aid for how the finished address will be spaced on your envelope. If you have CA written instead of California, it can throw things off. Which leads me to the next point…

 

• • If you would like your addresses centered on your envelopes, please center them on your Word document. Although some measuring will still be involved to get the spacing just right, seeing the addresses centered on the list is extremely helpful.

 

• • Check your etiquette. It’s fine if you want to be more formal or more casual, but your calligrapher is going to write exactly what they see on your list. So, if you want to use formal etiquette don’t type “John and Sue Stevens”. Instead type “Mr. and Mrs. John Stevens” and vice versa for a more casual style. Most calligraphers are knowledgeable and willing to help when it comes to etiquette, but the time to do that is before your list is submitted. See my post here that includes tons of tips and examples of the correct etiquette to use while pulling your address list together. You can also check out “Crane’s Wedding Blue Book” by Crane & Co. It is the gold standard when it comes to envelope etiquette.

Don’t forget to grab your FREE envelope addressing spreadsheet template here. Trust me, it will make submitting your guest list to your calligrapher much easier.