What Every Couple Should Know About How to Hand-Cancel Mail

Whether you're sending birthday cards or holiday cards, the process is usually straightforward. A simple envelope slides right through the post office's mail-sorting machines and arrives (generally) unscathed. But what about gorgeously layered wedding invitations? This is when you may need to learn what it means to hand-cancel mail.

If you've chosen a beautiful invite through The Knot Invitations, the last thing you want is for the envelope to get ripped open because your ribbon and wax seal were simply too much for the standard way to mail your wedding invitations. The easiest way around this is to hand-cancel the invitations, saving them from the rigorous automation of the sorting machines at the post office.

To kick things off on the right foot as you communicate with wedding guests, here's what the experts say you need to know about hand-canceling wedding invitations at the post office and whether or not they're required to accommodate your request.

In this article:

• What Is Hand-Canceling?
• How to Hand-Cancel Your Wedding Invitations
• Hand-Canceling FAQs & Etiquette

What Is Hand-Canceling?

Have you ever noticed the stamp that's stamped over the initial postage on your mail? That stamp is there to "cancel" the postage, which means it can't be used again. In most cases, canceling is done via an automated machine with the date and location included on the stamp. However, with wedding invitations, some couples prefer to have them hand-cancelled, which involves manually using an ink stamp to cancel and avoids the damage that can happen when the envelope passes through a machine.

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Why do people do this? Kristen Folzenlogen, founder of Poeme, explains, "USPS is the one part of the invitation process that is a bit scary, simply because after investing time and money into this beautiful invitation, they are released into an inconsistent and untrackable 'machine' if you choose to send your invitations via first-class mail."

She adds, "The assumption is that avoiding the machine and canceling by hand results in a gentler handling of your precious invitations."

How to Hand-Cancel Your Wedding Invitations

If you're considering hand-canceling your wedding invitations, be prepared for a multi-step process that may involve asking for a favor from your post office (hand-canceled mail may not be something they do often!). Here's what you need to know, from broaching the subject with the post office to making sure your expectations are in line.

Choose a Slower Time of Day to Visit the Post Office

"There are certain days and times that are more conducive to assisting with higher volumes of mail and hands-on customer service," Folzenlogen says. "The employees will certainly appreciate you honoring their slower times of day to handle your request." Not sure the best time to drop by? Call ahead!

Bring a Complete Invitation Set With You to Weigh and Measure

While hand-canceling mail does not incur an additional charge on its own, you don't want to end up surprised when your lavish invitation suite costs twice the postage you expected. The easiest way to avoid that is to measure an invitation at the post office and get the exact final tally. "Once your suites are assembled, bring one complete set to the post office during an off-peak window to have it weighed and measured for accurate postage," says Anna Ghahramanyan, founder and creative director of Rue Paperie.

Ask About the Hand-Canceling Process (and Be Polite!)

Explain to the post office employee that you're mailing wedding invitations and have questions about both the postage required and whether or not they need to be hand-canceled. They'll appreciate your proactive approach to mailing your invitations correctly, which takes the burden off of them in the case that special attention (or additional postage!) is needed.

Folzenlogen recommends using your wedding season as an opportunity to be extra polite and build a relationship with your local post office, if you don't have one already. "We have a great relationship with the people who work at our local branch. We know their names, respect that they are juggling myriad requests, and I do know their favorite coffee drink."

Be Prepared to Be Flexible—Or Push Back

Because USPS hand-canceled mail isn't common, there may not be a standard process at the post office. Some will be willing to do it, while others will pass it back to you. And, still others might refuse to do it at all. This is where you'll have to exercise flexibility, but also be willing to push back when told that hand-canceling isn't possible.

Ghahramanyan explains, "Some clerks will do it for you, but be cautious; some clerks may also tell you they don't hand-cancel anymore; this is not true. You can always request to speak to the manager or try another post office!"

Expect That They Still May Not Be Perfect

Even after hand-canceling, you have to be okay with some invitations arriving less than perfect. "Hand-canceling does not mean your invitations will avoid all contact with sorting machines. They will be processed through outgoing and incoming facilities with varying technology and a high volume of other mail," Folzenlogen says. "They will be transported in large bins and in overstuffed mail sacks through rain, wind… you get it!"

Hand-Canceling FAQs & Etiquette

Unless you've sent out wedding invitations before, the notion of hand-canceling anything probably hasn't crossed your mind. Chances are, you may not even have known exactly what hand-canceling meant prior to reading this. But, if you're sending out wedding invitations, here's the quick list of what you need to know before you decide to (or not to!) hand-cancel.

Do Wedding Invitations Have to Be Hand-Canceled?

Wedding invitations do not have to be hand-canceled, but some couples choose to do so to make sure their invitations look crisp and perfect upon arrival. "I highly recommend hand-canceling your invitations to prevent potential damage from automated sorting machines, particularly when your suites include delicate details such as wax seals, ribbon or handmade envelopes," Ghahramanyan says. But if your local post office is resistant to hand-cancelling (which they might be, especially at a busy location!), a secondary outer envelope in your wedding invitation suite can also provide protection.

Is There a Charge to Hand-Cancel Wedding Invitations?

Hand-canceled invitations should not have an additional cost to send when sent through USPS. However, it's important to consider that while hand-canceling does not require extra postage, some specialty invites can run into the issue of being non-machineable—and that does come with an extra charge, which you'll want to build into your wedding invitation postage budget.

An invite that is non-machineable is too big or thick to run through a machine (just as the name would imply). That means it will cost more to send because it has to be processed manually. "Always have your invitations weighed and measured for length, width and thickness," Folzenlogen explains. "A thick envelope with multiple pieces or dimensional items like ribbons and wax seals requires extra postage simply because they need to be handled correctly."

Does Hand-Canceled Mail Take Longer?

Delivery times for hand-canceled invitations shouldn't take longer than standard mail, but should isn't always a promise. Always assume that anything that deviates from the norm could take longer, and build that into your invitation timeline and RSVP deadline. "Depending on how each post office processes its mail, hand-cancelled pieces may experience a slight delay due to the additional handling required," Ghahramanyan says. "To be safe, it's best to allow an additional week for delivery when sending hand-cancelled mail."

Should I Hand-Cancel Save-the-Dates?

Because most save-the-dates are a simple flat card, similar to a postcard, they can be sent through standard mail without hand-canceling. However, Ghahramanyan notes that some save-the-dates do require hand-canceling, particularly if they have special touches that go beyond the standard card. "If save-the-dates include delicate embellishments, are crafted from specialty materials such as leather or textiles, or fall outside standard envelope dimensions, I recommend hand-cancelling," says Ghahramanyan.