How it Works
The process begins with an in-person, phone or email consultation. This is when we can discuss all of the details of your event. We’ll ask for as much information as possible about you personally and your event, including any Pinterest boards, color swatches, magazine tear sheets and anything else that can help us visualize the style of your event. You will be able to see all paper color swatches we have access to and samples of other invitations we have done. If you are not able to meet for a face to face consultation and you know what you want, you have the option to fill out our Custom Invitation Request.
Estimate & Booking
Within a week of our consultation or online request, you will be emailed a detailed estimate contract based on specifications given. In order to start any process of your invitation, we must have a signed contract and a 50% non-refundable deposit. We will email an invoice that includes a secure link for payment. If local, we will also accept a Certified Checks. Depending on the invitation ensemble, you may be provided a production timeline of scheduled due dates and a breakdown of timing for the design process.
In this phase, we are there with you every step of the way to bring your ideas to life and create the perfect work of art for you. We collect all the basic verbiage from you. In our experience, we understand that specific details you may want to change. This is why we send up to 2 PDF proofs for you to make any necessary changes. If you decide after the 2nd proof there are still changes, we can make those changes for a re-design fee of $20 (or $35 an hour) due to the time involved. If the error is at fault by Heartfelt Design, there of course is no charge. All proofs are provided as PDF files for your stationery set. Sometimes they may be individual, but at most they are the whole ensemble. Hard Proofs are not provided as part of the proofing process, but can be provided for an additional fee of $25 for layout/design ONLY. We will work through different design options, a revision process and finalize a design that we’re sure you will absolutely love. Your order is not finalized for production until you have completely proof-read and are satisfied with all design elements and of course with the final proof being signed.
Once we have your signed proof and any monies due, we will proceed with the printing and production of your order. Any assembly & embellishments included in your contract are done so in-house. This includes the love and labor that goes into tying bows, hand applying crystals and mounting layers of paper. The production process can take anywhere from two to six weeks. If our schedule allows, you may request a rush service for an additional fee.
Completion of Order
Clients have the options to pick-up their invitations or will be shipped by the promise date on your design schedule.
What types of printing do you offer? We offer Digital, but do have access for Letterpress, Foil Stamping. and Thermography.
Can I place a print order for a design I already have? It depends, as we have certain specifications that you must abide by. If these cannot be met, we cannot use your design.
Is there a minimum quantity I have to order? Yes, the minimum is 50.
How long will my order take? Depending on the length of the proofing process, material and if there any assembly. However, once the proof is approved, printing takes 8-10 business days for digital orders and much more for Thermography, Foil or Letterpress. The reason for this length of time is the making of the printing plates and/or any custom Pantone inks for Thermography and Letterpress.
I’m on a tight budget. What can I do to keep the price down? We’re happy to discuss some creative suggestions to keep the price of your invitations low cost without sacrificing style. Some quick ideas: use a RSVP postcard instead of a RSVP card with envelope; combine inserts, like the Accommodations & Directions and even the Reception; have borders printed instead of actual matting layer. For Letterpress change a 2 color design to 1 color, or use a 2 color letterpress invitation but 1 color for inserts or to digital ; decrease the card size which saves money on your order as well as on postage; use a small website card to replace your accommodation & direction cards, etc.
How do I know what quantity to order? After counting the number of couples, families, and guests on your list, make sure to order an additional 10-15% more to account for anyone that may have been forgotten or late add-ons. Having to place additional small orders after the fact can get very pricey, as almost as your original order. This is due to print minimums along with rush and expedited shipping fees. We’re definitely not trying to up-sell here, we’re just speaking from past experience, as it has happened more than often!
When should I place my invitation order and when should I have them mailed out by? We highly suggest orders be placed between 4 and 6 months before your event date, and definitely no later than 12 weeks out. Invitations typically need to be mailed out 8-10 weeks prior to your date. We also find that its best to leave at least 2 weeks of “wiggle room” between our ship date and your mail out date. This is all based on the average. Some orders have taken less and longer.
When do Save-the-Dates typically get sent out? Usually 6-9 months before your event. Sometimes even farther out if you are having a destination wedding.
Can I get a preview of what my invitation will look like before I order it? Yes! We will email to you up to 2 PDF proofs with your order. Hard proofs are available at $25 per proof, but are for design/layout and not coloration. Depending on the printing company used, we can get ones for coloration and they usually start at $50 per invitation set or higher, depending on the complexity of your order.
Are you able to create other products in addition to just invitations? Absolutely! We love getting orders for more than just invitations! In addition to save-the-dates and invitations, we also do announcements, programs, table cards, place cards, menus, thank you stationery, favor boxes, tags, labels, ceremony & reception signs, welcome cards, direction cards, rehearsal dinner & brunch invites. The list goes on and on! We can also provide custom monograms or lettering for lighting or to your cake vendor if needed.
I’m a little behind, can you rush my order? It depends upon the complexity of your order and how many other orders we have to complete in that time frame. Contact us with your time frame and we’ll be happy to assess your specific situation and let you know if we’re able to complete it or not. If we are able to do so, an additional fee will be added to your invoice. We’re sorry, but if we didn’t charge extra and everyone rushed their orders, we wouldn’t be able to complete any on time!
Will my invitations come assembled? No. However, we include that it in your invitation contract. The less you have to do the better! We offer several different types of Assembly Service. See Assembly on Policies and Procedures for pricing.
How can I pay for my order? We will send you an invoice via e-mail where you can pay securely by credit card using PayPal (no account required), or by check or cash. Any checks returned are subject to $35 NSF (Non Sufficient Funds) Fee. Whatever is easiest for you!
What if I can’t pay for my order in full? For custom designed orders, Heartfelt Design offers a two or three part payment plan, depending on the timing of when your invitations are needed. Contact Kate at info@firstname.lastname@example.org for more information. Online orders must be paid in full.
How will I know how much postage to buy? If you are not having us do a Full or White Glove service for Assembly, we suggest you wait until you have a completed and stuffed invitation in your hand to take to the post office for weighing. Though most wedding invitations cost about .65 cents to mail, USPS is pretty picky and it is highly recommended to wait and buy the postage that they instruct you to.