Writing Tips for Every Occasion

We probably know better than to wear jeans when invited to high tea, but do we know enough not to write the gracious thank-you note on a memo pad? This checklist suggests the basic types of stationery to keep on hand and offers guidelines about when and how to use them.

1. Informals. Most stationers sell these small fold-over note cards (sometimes simply called “fold-overs”) by the box in various colors and designs. But don’t be confused by the name. These so-called “informals” can actually be quite formal, depending on the style you choose. If you select white or cream paper, your “informals” will be appropriate for the most formal correspondence—including replies to formal invitations and letters of condolence. You may choose to have your name or initials engraved, embossed, or printed on the front page.

2. Personal or household stationery. The most versatile stationery for general use is “monarch,” 7 1⁄4 by 10 1⁄2 inches. This distinctive size can be used for personal or household business letters, and for correspondence relating to your job or career. It may include your name and address at the top, with telephone, fax, and e-mail address printed below the address line. If you print only your address, the paper will be suitable for use by anyone in the household, including guests.

3. Correspondence cards. They are appropriate for writing anything from brief business notes to personal thank-you notes and can be used to send or reply to informal invitations. Frequently these cards have the writer’s name or initials printed, embossed, or engraved at the top. These cards may be the single handiest piece of stationery you own. Correspondence cards come in two sizes: 6 1⁄2 by 4 1⁄4 inches and the slightly more casual 5- by 3 1⁄2-inch size.

4. Various greeting cards. Purchase a variety of these to keep on hand. When you can just reach into your desk drawer and pull out a birthday, congratulations, or get-well card, you’re more likely to follow through on your impulse to send best wishes to a friend. Having a stash of cards will be a lifesaver when you suddenly remember Aunt Millie is about to have a birthday.

5. Gift enclosures. You’ll never again have to buy a greeting card to accompany a gift if you keep these small, personalized cards on hand. Gift enclosure cards are usually about 3 inches wide and about 2 1⁄2 inches high and are white or cream colored, often with the monogram of the gift-giver. They are frequently sold as part of a stationery set.

6. Lined envelopes. Keep these business-sized envelopes (9 1⁄2 by 4 1⁄4 inches) on hand for mailing checks.

7. Return address stickers or address embosser. These can make paying bills and writing other informal correspondence go much faster. Don’t use stickers on formal correspondence

Notes:

• You don’t need to acquire every type of stationery on the list above. Start with two types of paper, one for notes and one for letters. Make sure you have one kind that’s appropriate for more formal occasions.

• Make sure your note-card envelopes meet the U.S. postal regulation minimum size of 31⁄2 by 5 inches.

• As a practical matter, everyday correspondence should include the return address in the upper left front corner of the envelope. The Postal Service will accept return addresses on the back flap (because this is the custom with formal invitations). But you will do the USPS and yourself a favor by putting the return address on the front for most of your mail.

• Thank-you notes, letters of condolence, formal invitations and their replies should always be handwritten, preferably in black or blue ink.