stylecard/
ENVELOPE AND
MEMO STYLES
Envelopes
An envelope should be printed on the same quality and color of paper as the letter and generated using the convenient envelope feature of
your word processing program. Adjust defaults as needed to adhere to the recommendations of the United States Postal Service (USPS).
To increase the efficiency of mail handling, use the two-letter abbreviations for states, territories, and Canadian provinces. USPS official
state abbreviations are available at www.USPS.gov.
Most companies today do not follow the traditional USPS recommendation to key the letter address in all capital letters with no
punctuation. The mixed case format matches the format used in the letter address, looks more professional, and allows the writer to
generate the envelope automatically without rekeying text. No mail handling efficiency is lost as today’s optical character readers that sort
mail can read both upper- and lowercase letters easily. Proper placement of the address on a large and a small envelope generated using
an envelope template available with word processing software is shown here:
No. 10 Envelope,
Mixed Case Format
Delivery notation
for postal service
Match letter address
exactly with all lines in
block form
Attention line
Space twice between the
state and zip code
3
No. 6 /4 Envelope,
U.S. Postal Service
Uppercase, No
Punctuation Format
AGENCY
NUE EAST
Notation for addressee
Additionally, to create a highly professional image, business communicators should fold letters to produce the fewest number of creases.
Here are the proper procedures for folding letters for large (No. 10) and small (63/4) envelopes:
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Memorandum Formats
To increase productivity of memorandums (memos), which are internal messages, companies use formats that are easy to input and
that save time. Most companies use customized or standard memo templates found in most word processing software that include the
basic headings (TO, FROM, DATE, SUBJECT) to guide the writer in providing the needed transmittal information. Memos may be printed
on memo forms, plain paper, or letterhead depending on the preference of the company. Follow the guidelines for formatting a memo
illustrated here.
Memo Format
Begin 2” from top of page or 1/2” below letterhead
• Heading
TO:
Erin W. Lutzel, Vice President
FROM:
Isako Kimura, Marketing Director _a
DATE:
July 15, 2008
SUBJECT:
Marketing Activity Report, June 2008
Tap Enter 1 time
The marketing division reports the following activities for June.
Tap Enter 1 time
Advertising
Three meetings were held with representatives at the Bart and
Dome agency to complete plans for the fall campaign for Fluffy
Buns. The campaign will concentrate on the use of discount
coupons published in the Thursday food section of sixty daily
newspapers in the Pacific states. Coupons will be released on the
second and fourth Thursdays in June and July.
Estimated cost of the program is $645,000. That amount includes
2.2 million redeemed coupons at 20 cents each ($440,000).
• Body
• Omits courtesy titles in
informal document.
• Includes writer’s written
initials.
• Keys subject line in mixed
case or all capitals for
added emphasis.
• Uses headings to divide
message into easy-to-read
sections.
• Uses single spaced,
unindented, paragraphs
and left justified margins
for easy reading.
A point-of-sale advertising display, shown on the attached sheet,
was developed for retail grocery outlets. Sales reps are pushing
these in their regular and new calls. The display may be used to
feature a different product from our line on a weekly basis.
Sales Staff
We have dropped one sales rep from the northern California
section and divided the area between the southern Oregon and
Sacramento reps.
Call me should you wish to discuss the information presented.
• Enclosure notation
Attachment
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