Graduation season is almost here! Commencement is an exciting milestone, marking the culmination of years of hard work and a stepping stone into the future. For many of my clients, graduation often doubles as a social event. This guide will walk you through the key considerations to navigate graduation announcement etiquette with sophistication and grace.

Graduation Announcement Etiquette

1. Choose Between Invitations and Announcements

Before diving into the details, let’s talk about the difference between graduation invitations and announcements:

• Invitations are for people you would like to attend the graduation ceremony or any celebratory events afterward.
• Announcements simply share the news of the graduate’s accomplishment and are sent to those you want to keep informed, even if they won’t be attending.

Families often choose to send both. Invitations go to close friends and family, while announcements are shared with a broader network of friends, distant relatives, and professional connections.

2. The Essential Information 

Your invitation should contain the following key details:

• Graduate’s Full Name
• School they are graduating from
• Year of graduation
• Date and Time of the ceremony
• Location of the ceremony (with clear directions, if needed)
• Details of any reception or after-party
• RSVP Information for guests to confirm attendance
• Optional – where your graduate will attend university 

This ensures your guests feel welcomed, well-informed, and prepared for the event. 

For announcements, you’ll reduce the information slightly:

• Graduate’s Full Name
• School they are graduating from
• Year of graduation
• Optional – where your graduate will attend university

3. Mailing Timelines

When it comes to event planning, timing is everything. Here are general guidelines:

• Invitations should be mailed 2 to 4 weeks in advance of the ceremony. This gives guests enough time to RSVP, make travel arrangements, and prepare for the event.
• Announcements can be sent up to 2 weeks before or 2 weeks after the graduation.

4. The Art of Crafting an Elegant Guest List

Creating a tasteful guest list reflects the nature of your celebration. Here’s who to consider:

• Close Family – Immediate family members, grandparents, and close relatives are usually a given.
• Friends and Family Friends – Those who have been a meaningful part of the graduate’s journey.
• Mentors and Teachers – If the graduate has had a special teacher, coach, or mentor, including them on the invitation list is a gracious gesture.
• Professional Connections – It’s common to extend announcements (not necessarily invitations) to business partners, colleagues, and professional acquaintances who might appreciate knowing about this milestone.

Remember that sending graduation announcements to a broader circle is a thoughtful way to involve distant relatives and professional contacts without the expectation of a response.

5. Proofread Every Detail

Triple-check the spelling of names, dates, addresses, and RSVP information. A polished, error-free graduation announcement or invitation reflects both your standards and your appreciation for your guests’ time and attention.

Consider asking a family member or friend to review the invitation before it goes to print. An extra set of eyes can catch any small mistakes and ensure everything looks perfect.

6. Respect School and Venue Guidelines

Some schools have specific guidelines for graduation ceremonies, such as a limit on the number of attendees or rules about parking and attire. Be sure to check with the school administration and include any necessary instructions in the invitation.

If your family plans to host a reception afterward, consider the setting and the level of formality. Hosting at a private residence, country club, or upscale venue? Make sure your invitations align with the tone of the event, whether it’s a casual garden brunch or an elegant evening affair.

7. Acknowledge Graduation Gifts Thoughtfully

Graduation is an occasion where many guests may want to offer a gift. While announcements don’t necessarily invite a gift, invitations often do. A thoughtful thank-you note, ideally handwritten by the graduate, should follow any gift received. Expressing genuine gratitude in a handwritten note adds a touch of class and is appreciated.