A Comprehensive Guide to Envelopes
Whether sending a formal or informal letter, the right format is important. Here, the envelope is the first thing the recipient sees, and it helps them understand the purpose of the letter. Here is what you should know about envelope formats:
Types of envelopes
Envelope formats refer to the different standard sizes and styles of envelopes used for various purposes. Choosing the right envelope format ensures that your letter fits well and looks appropriate based on the purpose. Here are some common envelope formats to consider:
A2 envelopes (4.75 x 5.75 inches): These small envelopes are commonly used for thank-you cards, RSVP cards, and informal notes.
A6 envelopes (4.75 x 6.5 inches): Slightly larger than A2, they are suitable for invitations, greeting cards, and announcements.
A7 envelopes (5.25 x 7.25 inches): Ideal for 5×7-inch cards, invitations, and photos. They are often used for sending wedding invitations.
A9 envelopes (5.75 x 8.75 inches): These are larger envelopes suitable for invitations and announcements. They can hold 5.5 x 8.5-inch cards.
Number 10 envelopes (4-1/8 x 9-1/2 inches): This is the most common business envelope size used for mailing letters, invoices, and official documents.
Number 9 envelopes (3-7/8 x 8-7/8 inches): Slightly smaller than #10, these are often used for return envelopes or small brochures.
Number 6 3/4 envelopes ( 3-5/8 x 6-1/2 inches): This type refers to compact envelopes typically used for personal letters and invoices.
Square envelopes: Square envelopes come in various sizes and are popular for unique and creative designs. Common square dimensions include 4×4, 5×5, and 6×6 inches. They are often used for event invitations and marketing materials.
Catalog envelopes: These large, open-ended envelopes are designed for mailing catalogs, booklets, and thicker documents. They come in various sizes, with 9×12 inches and 10×13 inches being common options.
Window envelopes: These have a transparent window that reveals the recipient’s address on the enclosed document. They are often used for billing statements and business correspondence.
Clasp envelopes: Clasp envelopes feature a metal or plastic clasp for secure closure. They are commonly used for mailing important documents or files.
Policy envelopes: These come with a longer and narrower design and are often used for mailing policy documents, legal-sized papers, and certificates.
Booklet envelopes: Booklet envelopes have a larger flap that covers the entire front side. They are used for sending brochures, booklets, and larger documents.
Printing guide
Once you have chosen the best envelope format, the next step is printing. This task can be carried out using standard desktop printers or specialized envelope printers. Here is a step-by-step guide on how to print envelopes:
Step 1: Start by opening the document you want to print, whether it’s a letter, card, or invitation, in a word processing or design software.
Step 2: Access the printing settings and choose the envelope size that matches your selected format. This ensures your letter will fit perfectly.
Step 3: Adjust the margins to leave enough space for the recipient’s address and return address. Typically, you should maintain at least a 0.5-inch margin.
Step 4: Enter the recipient’s address and your return address into the designated fields on your document template. You should make sure the text is properly aligned.
Step 5: Before printing on your actual envelope, get a test print on plain paper to ensure the alignment and content placement are accurate.
Step 6: Load an envelope into the printer’s manual feed tray. Most printers have a guide to help position the envelope correctly.
Step 7: Once everything is set up and you are satisfied with the test print, proceed to print the final envelope. Additionally, double-check that the envelope is fed to the printer in the correct direction.
Guide to using templates
Templates are a valuable resource for creating professional-looking envelopes without the hassle of formatting from scratch. Many word processing and design software programs offer envelope templates that you can customize. Here is how to use them:
Step 1: Open any software of choice and head to “Templates”. Choose an option that matches your envelope format.
Step 2: Customize the template with your text, including the recipient’s address and return address. You can also add graphics, logos, or other design elements.
Step 3: As with any document, it is crucial to do a test print on plain paper to ensure everything is correctly positioned.
Step 4: Once satisfied with the test print, load your envelopes into the printer and print the final version.
Final steps
After printing, you should seal your envelope securely. Whether you choose traditional envelope adhesive or opt for self-sealing envelopes, a secure seal ensures your contents remain protected in transit.
An envelope is the first thing that the recipient sees—a prelude to the letter it carries. So, the look and feel of the cover can significantly impact how the message is received as well as delivered. So, next time you send something special or important, remember these steps to make the perfect envelope.
