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Completing the Mailing Envelope
Handwrite the address in blue or black ink. Handwriting is more personal and preferred for graduation announcements. Make sure you use a pen that won't smear easily, especially if it gets wet. Cursive writing is preferred to print. However, you want to make sure the writing is legible so the postal workers will be able to deliver it. Generally, the address should be written in the center of the back of the envelope (the solid side, not the side with the flap). Make sure to leave space for the stamp in the upper-right-hand corner.Tip: If you don't think your handwriting is neat enough for the envelopes, get a friend or family member to help you. It's also acceptable to get the envelopes printed using a handwriting-style font.
Use full names and formal titles for recipients' names. On the mailing envelope, write out the full first and last name of the recipient along with the appropriate title (Mr., Ms., Mrs., Dr., etc.). If you're mailing an announcement to a married couple, include a title and the first and last name for each of them. If the two people have different titles, write the names in the same order as the titles. For example, if you were sending an announcement to Dr. John Gray and Mr. Kevin Gray, you would address them as "Dr. and Mr. John and Kevin Gray." If you're sending an announcement to two people who live together but are not married to each other, list their names separately. For example: "Ms. Mary Mack and Mr. Louis Lutz."
Include the full mailing address without abbreviations. On the line below the names, write out the street address. Do not abbreviate words such as "street" or "avenue." Move down to the next line, and write the city, state, and ZIP code. Typically, you don't want to abbreviate the name of the state either. However, using postal abbreviations is acceptable. If this line gets too long, you can write the ZIP code below the line with the city and state. Typically, the ZIP code is written further over to the right, so that the last number lines up with the end of the line above it.Tip: If you're concerned about your lines being crooked or uneven, use a ruler. You can also draw light pencil lines to help you — just make sure you erase them before you mail your announcements.
Put the return address on the flap. With most cards and letters, the return address goes in the top-left-hand corner of the back of the envelope. However, with graduation announcements and other formal mailings, the return address goes on the flap of the envelope. You may want to try this out in pencil before you commit to make sure there's enough space for you to write your full address. You can use abbreviations for the return address, and it may be necessary for you to have enough room. If there isn't enough space for you to fit your return address on the flap of the envelope, buy pre-printed address labels and use those instead. You may be able to find labels with a graduation theme.
Composing the Inner Envelope
Write the recipient's first name on the back of the inner envelope. The inner envelope is more informal than the outer envelope. Here, write what you would call the recipient if you were addressing them in person. If the recipient is a relative, it's appropriate to use a familial title, or to combine a familial title with a name. For example, you might address the inner envelope simply to "grandma," but you could also use "Aunt Sue" or "Aunt Sarah and Uncle Bob."Tip: Even if you had your outer envelopes printed, you should handwrite the inner envelopes. It adds a personal touch and the legibility isn't as important on the inner envelope as it is for the outer one.
Insert the announcement and anything else you want to include. Apart from the announcement itself, some graduates like to include an invitation to the graduation ceremony itself or to their own graduation party along with the announcement. You may also want to include glitter or confetti to announce the festive occasion. Some graduation announcements come with name cards. You can include these in the announcement if you want. The vendor will have instructions on how to assemble the announcement package appropriately. Place your announcement in the inner envelope fold-first. Include any additional inserts inside the announcement itself. The front of the announcement should be facing the envelope flap. If you want people to attend your graduation, make sure to include as much detail as possible in your announcement, like the location, time, and date.TIp: You may want to write a note on the announcement stating that gifts are appreciated but not expected.
Slip the inner envelope into the outer envelope. The inner envelope does not have adhesive and shouldn't be sealed. If you bought seals for your envelopes, they are for use with the outer envelope. The inside envelope should face towards the back of the outer envelope. Seal the outer envelope to close the entire announcement. If you bought seals, attach one to the tip of the flap to hold the outer envelope closed. If you didn't buy seals, lightly moisten the edge of the outer envelope to seal it closed.
Mailing Your Announcements
Affix a USPS First Class stamp to each of your mailing envelopes. You can use any stamp design available through the USPS. However, in honor of this special occasion, you may want to create custom stamps. Several vendors print custom stamps that are accepted by the USPS. Prices vary depending on how many stamps you get and the complexity of the design you choose. Unless you happen to be mailing an announcement to an international address, you should only need one stamp. If mailing to an international address, you might want to put the whole thing in another envelope for mailing.
Send announcements that include invitations before the ceremony. If you've included an invitation to the ceremony itself, or to your own graduation party, mail those announcements out to recipients at least 2 weeks to 3 weeks before the date of the ceremony. Provide extra time if your guests will have to travel a longer distance. Traditionally, you would send invitations separately from your announcements. However, if you want to send them all at once, it's appropriate to do so.Tip: You may want to send out "save the date" cards several weeks before you send out the official invitations, particularly if you have family and friends traveling from far away who need time to coordinate their travel plans and book accommodations.
Wait until after the ceremony to send announcements without invitations. A graduation announcement tells the recipient that you have graduated, not that you're going to graduate soon. For this reason, if no invitation to the ceremony or a party is included, it's best to send your announcements out after the ceremony. Try to send your announcements within a week after the ceremony. Avoid sending them out more than 6 weeks after the ceremony. If you're planning an extended vacation after graduation, go ahead and mail out your announcements a day or two before the ceremony.
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