First the news, then the details
Most families first tell the closest people by phone, then share a short announcement with a wider circle, often within a day or two. The invitation follows once the time and place are confirmed with the funeral home, church or venue. If the service details are not set yet, it is fine to say "Details will follow"; see death announcement wording.
For a funeral within days
Many funerals happen within about a week. In that case, send the invitation as soon as the time and place are confirmed, even if that is only a few days before. Short notice is normal, and people understand. Digital invitations help here because they arrive right away; read digital vs printed funeral invitations.
For a memorial or celebration of life
When the gathering is weeks later, send the invitation two to four weeks ahead, so people can arrange travel and time off. A reminder a few days before is helpful. Use the same video both times; see a memorial service invitation video and a celebration of life invitation video.
If something changes
Plans sometimes change: a time moves, a venue changes. Send a correction as soon as you know, in the same thread or email as the first message, and make clear which version is current. With a video, small fixes after payment are free; download the new file and send it. Details in how to share a funeral invitation video.
Who sends it
Usually a close family member, or the funeral home on the family's behalf. It helps if one person is the sender, so questions and replies go to one place.
A simple timeline
Day one: calls to the closest people, then an announcement if the family wants. As soon as details are confirmed: the invitation. A few days before a later memorial: a reminder. After the service: thank you messages, which are a separate step.
Holidays and weekends
If the service falls near a holiday or on a weekend, people may already have plans or be traveling. Sending as early as possible helps them adjust. Mention the weekday clearly, since "October 18" is easy to misread but "Saturday, October 18" is not.
When the date is not set yet
Sometimes the family needs to wait for relatives to arrive, for a venue to be free, or for other arrangements. In that case, send the announcement first and say that details will follow. People appreciate knowing that more information is coming, and it stops the phone from ringing with the same question. When the date is set, send the invitation with the same photo, so people connect the two messages. You can read about the first message in the funeral announcement video guide and find example texts in funeral invitation wording.
After the service
Thank you messages usually go out in the weeks after the service. They are not covered by the invitation, but many families use the same photo again so the messages feel connected.
Sending to people in other time zones
Family across the country may receive the message early in the morning or late at night. That is usually fine for a text, but a call at an odd hour can wait. In the invitation, write times in the local time of the service, and the add to calendar button on the share page places the event correctly in each person's calendar. Above all, do not let worry about perfect timing delay the message. A clear invitation that arrives a little late is better than none, and people understand that families are under pressure.
Before you send
- Close family were called
- Time and place are confirmed
- One person is the sender
- A reminder is planned for later events
About these guides
Written by Funeral Invitations, in plain language, for funeral directors and families. If anything changes about the videos or the price, we update the guides.