Appendix X. Letter Styles and Forms
The letterhead is an important component of the University’s public image. A letter is often the first introduction the reader will have to Mary Washington. The formatting is therefore critical in maintaining the strong visual identity of the institution. For consistency in University correspondence, samples of a letter, memorandum and fax cover sheet are provided for reference.
Of particular note, the sample letter has guidelines to follow when creating a letter for the Office of the President, specifically for the President’s signature. All letters to be signed by the President must be reviewed for content and format and approved by the Executive Assistant to the President prior to mailing, and the President’s Letter Style must be used.
It is suggested that other departments and offices adopt the same format to be consistent in campus correspondence, although other traditional letter styles are acceptable (semi-block, modified-block … etc.). See the following pages for these sample formats:
A. President’s Letter Style (Full Block)
1. Page One or Single Page Letter (on UMW Stationery)
2. Page Two or Multiple Page Letter (on blank or “second sheet” stationery)B. Envelopes and Mailing Label
C. Memorandum
D. Fax Cover Sheet
Folding and Inserting Letters
It is important for University business correspondence to be folded correctly before being inserted in an envelope. Standard business practice calls for letters to be folded in thirds. Step-by-step instructions are below. Instructions to the Document Center are “business letter” fold.
1. Bring the bottom third of the letter up and make a crease.
2. Fold the top of the letter down to within 3/8 inch of the crease you made in step 1. Then make the second crease.
3. The creased edge made in step 1 goes into the envelope first.
Use this method for 8 1/2” x 11” stationery with a No. 10 envelope; executive stationery with a No. 9 or a Monarch envelope; 5 1/2” x 8 1/2” stationery with a No. 6 3/4 envelope.
Adapted from The Gregg Reference Manual,
Tenth Edition, McGraw-Hill Irwin, 2005