Simple Wedding Planning Blog

Wedding Paperwork Mistakes to Avoid: A Wedding Planner’s Guide

When it comes to wedding planning, there’s more to it than just choosing flowers and picking a cake. Dealing with wedding paperwork is a crucial part of the process that often gets overlooked. From legal documents to vendor contracts, the paperwork can be overwhelming, but fear not! As your wedding planner, I’m here to guide you through the common paperwork mistakes to avoid, ensuring your special day goes off without a hitch.


1. Failing to Check Legal Requirements


The excitement of planning a wedding can sometimes overshadow the essential legal aspects. Before diving into the fun details, make sure to check the legal requirements for getting married in your specific location. Different states and countries have varying rules and regulations, including marriage license applications, waiting periods, and necessary documents. Don’t leave this to the last minute; give yourself plenty of time to gather and complete all the required paperwork.

Pro-tip: If you’re having a destination wedding, research the legalities of getting married in that country. Some destinations have residency requirements, special passport requirements, or additional paperwork that you’ll need to prepare in advance.


2. Forgetting Vendor Contracts 

forgetting vendor contracts

Vendor contracts are crucial for a smooth and stress-free wedding day. Each vendor you hire, from the photographer to the florist, should provide a detailed contract outlining the services they will provide, pricing, payment schedule, cancellation policy, and any other important terms. Read each contract carefully before signing and clarify any questions or concerns with the vendor.

Pro-tip: Don’t hesitate to negotiate terms that you’re uncomfortable with or request changes to align better with your needs. A clear and agreed-upon contract protects both you and the vendor and ensures everyone is on the same page.  Keep in mind, you should always contact an attorney for help too!


3. Overlooking Guest Information Collection


Accurate guest information is essential for seating arrangements, sending invitations, and organizing accommodations. Create a system to track RSVPs, dietary restrictions, and any special requests your guests may have. A simple online form or spreadsheet can help you stay organized and ensure you don’t miss any important details.

Pro-tip: Send out Save-the-Dates and invitations with ample time for guests to respond. Consider setting an RSVP deadline well in advance, so you have enough time to finalize your guest list and seating plan for your peace of mind and your vendors who need that info (i.e. catering, venue, rentals, etc.)


4. Not Coordinating with Your Officiant

coordinate with officiant

Whether you’re having a religious or secular ceremony, it’s essential to communicate with your chosen officiant. Ensure they have all the necessary documentation, such as identification and marriage license, well before the wedding day. Discuss the ceremony timeline, any personalized vows or rituals, and any specific requirements you have.

Pro-tip: Schedule a rehearsal with your officiant to go through the ceremony script and iron out any logistics. This helps everyone feel confident and comfortable during the actual ceremony.


5. Neglecting the Marriage License


The marriage license is one of the most critical pieces of paperwork for your wedding. Without it, your marriage is not legally recognized. Research the requirements for obtaining a marriage license in your area and complete the application process in advance. Make a note of when and where to pick up the license, as well as any identification or documentation needed.

Pro-tip: Designate a responsible person, such as a trusted friend or family member, to ensure the marriage license is safely kept and brought to the wedding venue on the big day.


6. Forgoing Insurance Coverage

wedding insurance

Weddings involve a significant investment, and unexpected circumstances can arise. Consider wedding insurance to protect yourself from potential financial losses due to unforeseen events like vendor no-shows, severe weather, or accidents. Review your insurance options and choose a policy that suits your needs and budget.

Pro-tip: Discuss your insurance options with a reputable insurance provider and understand what the policy covers and any exclusions.


Wedding paperwork may not be the most exciting part of wedding planning, but it’s undoubtedly one of the most crucial aspects to get right. By avoiding these common mistakes and staying organized, you can ensure a smooth and stress-free wedding day. As your wedding planner, my goal is to assist you in navigating the paperwork process, allowing you to focus on the joy and excitement of marrying the love of your life.

Remember, proper planning and attention to detail will set the foundation for a beautiful and memorable wedding day, leaving you with cherished memories that last a lifetime.

48 Wedding Pitfalls (& how to avoid them!)

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