Civility -- by Diana Olson:Etiquette Tips for Correspondence

Formal Correspondence — Use good quality paper in ivory or pale pastels. Borders can be in a darker color.

Correspondence cards (4” x 6”) are a recent popular choice. A traditional choice for correspondence is the fold-over note.

Monograms on the note would use three letters, ex. DOC, with the first, last, and middle initial in this order.

Married woman or widow on an envelope: Mrs. John Orchard

Divorcee: Mrs., Miss, or Ms. Mary Orchard

Husband and wife with different names: Ms. Julia Sanchez and Mr. John Thomas

Formal mode of salutation: Dear Mr. Gough: or Dear Ms. Green:

Book for basic rules of Grammar and Style is The Elements of Style by Strunk and White.

Young people: Envelopes should be addressed to young girls under age 18 as “Miss.”

Boys should be addressed as “Master” to the age of 7. After that, until 18, there is no title written. After 18, young men are addressed as “Mr.”

Correspondence for Men: Roman letters or plain block are used on stationery. The family crest can be used by men at the top center or upper left-hand corner of the stationery. Husband and wife can use crest together.

The three types of handwritten notes: Thank you notes, notes of condolence, and formal replies to invitations.

Return address on envelopes: Engraved return address on back flap; the USPO prefers return address on upper left corner of front of envelope. It is acceptable to use return address labels or handwrite on front even if address is on back of envelope.

Engraved stationery: Because of expense of engraving and thermograph (raised type), it is acceptable to have printed stationery.

Envelope addressed to family or group: Envelope should be addressed to Mr. and Mrs. Thomas Monroe. Salutation: Dear Judy and Tom. Children can be mentioned in body of the letter, but not on envelope.

A letter addressed to the president of the United States:

“The President, the White House, Washington, DC 20500. Salutation: Sir or Madam. A social letter would be addressed the same way or “The President and Mrs. Bush, the White House, Washington, DC 20500.” The salutation is: “Dear Mr. President and Mrs. Bush:”

These principles will help guide you to correct correspondence. Happy Writing!

© Diana Olson, 2007

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