Inviting guests from abroad: dates, time zones and visas
What changes when guests come from other countries: how to write dates nobody misreads, time zones, visa invitation letters, language, and how early to tell them.
The short version
- Write the month in words: 06/12/2027 is June 12 in the US and December 6 in most of the world.
- Tell guests eight to twelve months ahead, so they can book flights, leave and visas.
- Guests who need a visa may be asked for a letter of invitation; check the embassy's requirements and offer one early.
- Give every time in the local time of the wedding, and say so.
When guests come from other countries, three things change: how you write the date and time, how early you tell them, and what paperwork they may need to travel. None of it is difficult, but each one, missed, can cost a guest the trip.
How should you write the date?
With the month in words. 06/12/2027 means June 12 to an American and December 6 to most of Europe, Latin America, Asia and Australia. "Saturday, June 12, 2027" cannot be misread anywhere. Use the same written form in every message, on the invitation and on any website.
What about time zones?
Give every time in the local time of the wedding, and say so once ("all times are local, Lisbon time"). The calendar button on our invitations saves the event at the wedding's local time, so it still says 4 PM when a guest's phone switches to the local time zone on arrival. If anyone will watch online from home, give the start time in their zones as well.
How early should guests abroad be told?
Eight to twelve months ahead for the date, with the place and the number of days you hope they will stay. Flights, time off and visas all take time, and some visa processes take months. Invitations then follow three to four months before, with the full schedule.
Will guests need a visa invitation letter?
Some will. Guests who need a visa to enter the country of your wedding are often asked by the embassy for proof of the reason for their trip, and a personal letter of invitation is a common part of that. What the letter must include varies by country, so ask the guest to check the embassy's requirements and offer the letter early.
- Your full names, address and contact details
- The guest's full name as it appears in their passport, and their relationship to you
- The reason for the visit, the date and place of the wedding
- The dates of the guest's stay, and where they will stay
- Who is paying for what, if the embassy asks
What about language?
If many guests share a language you do not write in, consider a bilingual invitation, or at least a personal message in their language when you send the link. Keep the invitation's wording simple and direct; formal phrases that read beautifully to a native speaker can puzzle someone reading in their second language.
Practical details guests from abroad need
- The nearest airports and how to get from them to the venue
- Where to stay, at what price, and how to book
- The currency, and whether cards are accepted at the venue
- The weather to expect, and the dress code for each event
- A local phone number or WhatsApp contact for the weekend
A guest who flies in for your wedding is giving you days, not hours. Tell them everything early, in words nobody can misread.
Common questions
How should you write the date on a wedding invitation for international guests?
With the month in words, for example "Saturday, June 12, 2027". Numeric dates are read differently in different countries: 06/12/2027 is June 12 in the US and December 6 in most other places.
Do wedding guests need an invitation letter for a visa?
Guests who need a visa are often asked by the embassy for proof of the reason for their trip, and a personal letter of invitation is a common part of that. Requirements vary, so the guest should check the embassy's list.
How early should you invite guests from abroad?
Tell them the date eight to twelve months ahead, so they can arrange flights, leave and visas, and send the full invitation three to four months before the wedding.
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