Ultimate Wedding Planning Checklist: A Month-by-Month Timeline (and Downloadable Cheat Sheet)

Oh boy, do we have the MOST REQUESTED tool for you today.... a wedding planning timeline and wedding To Do list (and freebie cheat sheet)! You might be at any point in the planning process and wondering, "what's the next step?" and "Am I late in my wedding planning?" and "What did I forget to do?"

There are so many resources on the web to guide you in working on a wedding planning timeline, but here's why this one will be your new favorite: it's real. And by real, I mean made by me, Sarah, an expert New England wedding planner and venue owner. We are not using AI and we are not a big investor-backed company. We are simply working with brides, grooms, families, and planners each and every day of the year on their wonderful wedding plans.

And this is the resource we get asked for the most. It took me a while to put it together because I wanted to offer the most comprehensive but also straightforward and useful tool for folks planning weddings.

Abigail Jean Photo

So without further ado, I present-

Oh, just a little bit of ado...

Hi, we are Olio, a historic event space in Peabody, Massachusetts. This large, open space is perfect for all sorts of creative weddings. With my years of experience here and in my other business, Without a Hitch, I have met couples at all stages of the planning process and know exactly what steps to take for wedding success.

OK now, here's what we've got in this particular resource guide:

First, a super detailed month-by-month timeline of what to do for planning with annotations. Scroll to the bottom of this section for a word document version that you can download, plug in your months/dates, and adjust as needed and now you have a something to LIVE by.

At the end, an easy graphic cheat sheet with the most important milestones to hit for planning. Ready?

Seamless Photography

Wedding Planning Timeline To Do List

12+ months out (or whenever you start)

Congrats, you are engaged! First, read my very important guide on the first things to do when you are engaged. You might be surprised by some of them.

____     Tell the important people in your life that you are engaged.

____     Create a shared wedding email to split responsibilities and communications with your partner.

____     Start a preliminary guest list.  A count is needed in order to scout reception sites.  List the guests in categories: each partners’ family, friends, and co-workers.  Account for Plus Ones. If desired, make a “B,” list.

____     Draft a wedding budget.  Set priorities.

____     Select a wedding date and triple check date with any VIPs or essential vendors.

____     Select a ceremony and/or reception venue.  Ask all the venue questions!

____     Select the time of day for the wedding ceremony and reception and generally start to consider the wedding day timeline.

____     Create a wedding registry. This can be updated as you go through planning.

____     Design a wedding website. The site should be up with wedding information and registry links before the save-the-date cards are mailed.

____     Hire a wedding planner.

____     Hire high-priority vendors, particularly caterer and band.

____     Decide on a color or theme for design.

____     Create a Pinterest or similar mood board to save inspiration.

____     Compose a payment calendar listing balances owed to vendors and due dates.

9-12 months out

____     Choose and book the officiant.

____     Choose attendants and ask them to be a part of the wedding party.

____     Reserve a block of hotel rooms for out-of-town wedding guests.

____     Order save-the-date cards.

____     Shop for a wedding dress.

____     Hire any remaining vendors not yet hired.

6-9 months out

____     Shop for and order wedding party attire (aka bridesmaid dresses, groomsmen tuxes, parent outfits)

____     Mail save-the-date cards no later than 6 months prior.

____     If guest transportation is needed, explore the options (trolley, coach bus, passenger vans, etc.)

____     Order personalized thank you notes.

____     Create detailed day-of timeline for the wedding day, possibly the entire wedding weekend.

4-6 months out

____     Decide on ceremony and reception music.

____     Work with caterer on menu and beverage and rental choices and schedule a tasting, if applicable.

____     Shop for shoes, undergarments, jewelry, purses, afterparty outfit, and any other accessories.

____     If you are hosting the rehearsal dinner, after party, or next-day brunch, start scouting sites and menus.

____     Reserve or request a rehearsal date and time with the ceremony venue and officiant and share that information with the wedding party.

____     Complete your beauty trial (i.e. hair, makeup).

____     Discuss honeymoon plans, set budget and call a travel agent.  Apply for a passport.

____     Choose and order groom's attire. 

____     Visit 2-3 bakeries to taste and talk about wedding cakes. Select a bakery and order cake.

____     Design and order wedding invitations. The date on the response card should be about one month before the wedding, but check with your caterer or venue to see when their final counts are due.

3 months out

____     Assemble and mail the wedding invitations.  Bring a sample fully-assembled invite to the post office to weigh for postage. Add a stamp to the response card envelope and double check the exterior envelopes against the guest list for calligraphy errors or omissions. Bring final invitations to the post office to hand cancel.

____     Start writing the ceremony vows.  Select ceremony readings.

____     Go to seamstress for first gown fitting.  Bring your shoes and undergarments.

____     Sign up for dance lessons.

____     Draft room layout for reception.

____     Book a hotel room for the wedding night.

____     Order wedding bands.

____     Begin teeth whitening regime.

2 months out

____     Reconnect with florist on specific design choices.

____     Attend pre-cana classes or schedule meeting with the officiant.

____     Apply for a marriage license 1-2 months before your wedding. In Massachusetts, you may visit any city/town hall, and this must be done no more than 60 days and no less than 3 days before the wedding day.

____     As the guest RSVPs are returned to you, start assigning tables for the reception.

____     Ask the best man, maid of honor, parents, or any applicable people to give a toast at the reception.

____     Create a “take list” – a list of items that will be brought in and out of each venue and who is responsible for them.

1 month out

____     Purchase gifts for wedding parties, parents, and any other VIPs.

____     Purchase gift for spouse and write letter for wedding day.

____     Purchase toasting flutes for couple to use during the reception.

____     Wear your wedding shoes around the house to break them in.

____     Finalize details of the design and décor for day-of (i.e. escort cards, ceremonial items, table numbers, programs, menus, guestbook, favors, signage) and send anything to print after proofreading.

____     Purchase a cake knife and server to use for the cake cutting (or similar items).

____     Arrange for a final walk-through at the reception venue.

2 weeks out

____     Submit final counts to caterer/venue by their due date, along with a spreadsheet of guest seating assignments, food selections, allergies.

____     Make an appointment for a manicure and pedicure for the day before the wedding.

____     Arrange for someone to care for your pets and gather mail while you are at your wedding and/or on honeymoon.

____     Share final wedding-day timeline with all vendors along with a cell phone number for the day-of contact and confirm any final details.

____     Share final wedding-weekend timeline with all wedding party along with cell phone number for a day-of contact and any specific instructions (i.e. what to wear, what to bring).

1 week out

____     Wrap all gifts and decide on an appropriate time to present them.

____     Finalize room layout and seating assignments.

____     Review final rental order.

____     Finalize “Take List” of all décor and ceremonial and similar items.

____     Pick up marriage license.

____     Drop off hotel guest welcome bags.

____     Prepare any final vendor payments or gratuities in labeled, sealed envelopes.

Week of

____     Manicure, pedicure, waxing, spray tan, and any other grooming required.

____     Get rings cleaned for photos.

____     Print vows, toasts, or similar in order to have a hard copy.

____     Pack personal items for wedding, honeymoon.

Bonus: After

____     Send guest/gift thank you notes.

____     Have dress cleaned and preserved.

____     Have bouquet preserved.

____     Submit photos/video for publication in coordination with photo/video team.

Ella Farrell Photography

Download: Wedding Planning Timeline and Checklist

The suggested use for this document is to download it, remove anything that is not applicable to you, and change the headers to specific month or date deadlines. Then, as you complete items on the list, you can check them off... SO satisfying!

Note that this is not meant to be a completely exhaustive list of To Do items for wedding planning (although we don't think we missed anything) and it's written with heteronormative and traditional language. We are a gay-friendly venue and we love nontraditional weddings.

So take what works from this planning checklist, and leave the rest! No strings attached.

Download Wedding Planning Checklist

Download: Wedding Planning Cheat Sheet

And as a special little bonus gift, I took the five pages of content from the master checklist above and distilled it down to some key dates on this cheat sheet. Perfect for keeping on your phone, sharing on social media, and being inspired to move the planning process forward.

Download Wedding Planning Cheat Sheet

We did it!

Did we do it?

Yes, we did.

I'm so proud of us.

Was this a helpful resource? Did I miss a key step or deadline along the way? I'd love to hear from you as I work to improve this guide for future couples.

And most of all, I'd love to hear from you if you are interested in checking out my very own venue. Schedule a tour or send me a text to get in touch: 978-595-1091.

Happy planning! Sarah Narcus Owner, Olio