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Stationery, Correspondence & The Gift of Letters > Stationery

Business & Professional Correspondence

The selection of stationery is no less important for business and professional correspondence. The stationery ÒintroducesÓ the firm and the writer, creating that important first impression irrespective of the number of times communication is done through this means. Your letter must ensure the recipient believes you place importance and value in your correspondence with them.

PAPER

Corporate

There is no substitute for an exceptional paper as stationery. I recommend a 100 percent cotton paper, 24-28 lb. stock, in 8.5 x 11 inch sheets. This choice provides the sense of substance and permanence, and itÕs environmentally friendly. Alternatively, a 25 percent cotton bond paper, 24-28 lbs., 8.5 x 11, is acceptable and commonly used.

Typically, the corporate stationery first sheet will have the companyÕs logo, with address and contact information. While there is no substitute for the contrast in black and white, which may guide you to white paper, other colors of paper may be used and may be more suited to compliment colors in the logo. Light gray, a lighter pastel blue or green, and ecru or beige are generally considered acceptable colors for corporate and or business stationery. More intense colors should be avoided. A matching business envelope (No. 10) should be used, with corporate logo if desired. The preferred location for the address is on the envelope flap, but the front upper left corner is commonly used too.

Black is the most common ink color for business use, although navy blue and dark green (emerald) are accepted.

Personal Business Correspondence

While prefer 100 percent cotton paper for personal business correspondence, a 25 percent cotton, 20-24 lb., 8.5 x 11 paper is more common. Personal stationary paper sizes should not be used for general business correspondence. Paper color, inks, and envelope features are as for corporate use. A personal logo or monogram may be used with other letterhead information.

LETTER CONTENT

Form

Business letters are single space, with paragraphs indicate by a double return. Block or indented form may be used consistent with the other elements of the letter. For shorter business letters I increase line spacing by two points to improve the general layout (appearance) of the letter and enhance readability. The primary elements should be placed in a way that yields good balance to the page, appears neat and ordered, and is pleasant to the viewer.

Paragraphs should be kept as short as possible, consisting of discrete information ÒchunksÓ the recipient can easily identify and act upon as appropriate.

Content

I focus on four key features for business letters:

Accuracy: Ensure the content of the letter has accurate, factual information. Special attention to statements and reference information that may be included.
Brevity: Use concise, well structured sentences that are grammatically correct and paragraphs that are clearly focused on a specific point or argument.
Clarity: Outline the letter first Ð mentally or otherwise Ð to identify what you want to say. Remember: itÕs not the number of words used, but whether the words chosen are specific and the sentences tight.
Timeliness: Make every effort to respond to a letter promptly or, when necessary, acknowledge receipt. In personal business correspondence it is advisable to take action immediately to ensure the problem or circumstance is not too dated.
Action Request: What do I want ? Why the letter ? This part of the letter may be included in the particular paragraphs, or serve as the last ÒworkingÓ paragraph before the close.