Maybe you think there is nothing to know about how to fold a letter before enveloping it, but you are wrong; there is a "protocol" around this simple gesture, especially when it comes to business letters. Take the time to learn the different methods for folding the sheet of paper before inserting it into the envelope.
Steps
Method 1 of 3: Standard Business Letter for a Standard Envelope
Step 1. Write the information on the envelope
If you need to put the return address by hand, do so before entering the letter to avoid leaving pen pressure marks on the paper.
- If you want your correspondence to look more professional, you can use the printer to add the address to the envelope.
- You should put the recipient's address in the center of the front of the envelope (name, surname, street and house number, zip code and city) and the sender's address in the upper left corner (name, surname, address, zip code and city).
Step 2. Place the letter on the table with the top side facing up
Before folding it, check that the address matches the one on the envelope; make sure once again that you have signed it.
The text should be facing you as if you were reading it
Step 3. Fold the bottom of the letter up
Take the bottom edge and fold it up to about a third of the length of the paper.
If you can't estimate a third of the letter, place the envelope in the center of the paper and under it to use as a reference
Step 4. Check that the edges are well aligned
Before finally folding the letter, make sure that the outer edges are perfectly overlapped to avoid crooked lines.
- If this were not the case, the fold would be skewed and the letter might not fit in the envelope.
- When you are sure everything is lined up, use your finger to pin the fold carefully.
Step 5. Move to the top
Take the other edge of the paper and fold it down leaving it about 1 cm from the bottom fold.
If in doubt, you can also use the envelope as a reference in this case. When you put it under the sheet, you can check that the letter fits by aligning the top and bottom folds with the respective edges of the envelope itself
Step 6. Secure the top fold
Don't forget to line up the outer edges for a clean, straight crease.
You can hold a ruler on the sides between your fingers and slide the thin edge across the paper to flatten and define the crease
Step 7. Put the letter in the envelope
Take the paper so that the folds are facing out and the top coincides with the top of the envelope; hold it with the opening flap facing you and insert the letter carefully, avoiding creasing it.
The recipient should be able to extract the letter and open it without having to turn it around to read it
Method 2 of 3: Standard Business Letter for an American Window Envelope
Step 1. Make sure you have formatted the letter correctly
If you are using an American envelope (110x230 mm) with a window on the left, through which you can see the address of the recipient, it is essential that this information is aligned in the right way.
- To do this you must first make sure that the word processing program is set with the margins at 25 mm along all sides of the paper; check that the text is left-aligned as you type the recipient's date and address.
- Check that the program respects single line spacing, except for spaces between paragraphs, for which you should use double spacing; the whole letter should be aligned to the left.
- There should be about 5cm of blank space from the top of the page to the first line of text (which corresponds to the date).
- Write the date in full (for example: April 4, 2017 instead of 4/4/2017).
- Press the "Enter" key twice to have a blank space between the date and the recipient's contact information.
- Type the full name of the person who will receive the letter (eg John Smith), press the "Enter" key, continue with the street name and house number. Press "Enter" again, enter the zip code, the city and possibly the abbreviation of the province.
- Remember to leave a space between the recipient's address and the salutation of the letter.
Step 2. Fold the letter to "Z"
To take advantage of the transparent window of the envelope, you need to fold the sheet so that the shipping address is facing out.
- This method does not offer the same privacy as text that is folded in, but it is required for the address to be visible through the transparent portion.
- If the text contains sensitive information, you should use a regular windowless envelope.
Step 3. Hold the paper with the text facing down
This makes it easier for you to check the location of the address as you fold the letter.
If you've formatted the text correctly, it shouldn't be visible from the transparent portion
Step 4. Turn the letter over
The paper should be oriented so that the text is facing the table and the recipient's name should be next to you.
If you go right, peeking under the paper the first thing you should read is the name of the person you need to send the letter to
Step 5. Fold the top edge down
Take it and bring it towards you for a third of the length of the letter.
If you can't tell the distance correctly, you can line up the envelope under the center of the paper and use it as a reference
Step 6. Fold the bottom edge up
Take it and carry it away from you for a third of the length of the letter.
At this point you should be able to read the recipient's name and address
Step 7. Envelop the letter
Take it so that the contact information is facing the front of the envelope and insert it so that the address is visible through the window.
If you can't read the address, you may have enveloped the paper upside down; extract it, rotate it and try again
Method 3 of 3: Standard Business Letter for a Small Envelope
Step 1. Verify the address
Before folding the letter, make sure the recipient's address matches the one written or printed on the envelope.
- This simple precaution avoids sending errors.
- Don't forget to check your signature.
Step 2. Place the paper on the table
The text should be face up and oriented in your direction; you can take this moment to reread it, check the spelling and make sure you haven't forgotten anything.
For example, make sure you have written the date, that there are no typos or grammar errors
Step 3. Fold the paper in half
Bring the bottom edge up until it is about 1cm from the top.
You can place the envelope under the letter to use it as a reference; once folded, check that the paper is small enough to fit in the envelope
Step 4. Secure the fold
Check that the outer edges are perfectly aligned to avoid a crooked crease; if that happens, you won't be able to envelope the letter.
Use a ruler to flatten and secure the fold; hold the tool by one side and slide the thin edge over the paper to define the crease
Step 5. Bring the right half inward
Take the right portion of the letter and fold it about a third towards the center of the paper.
Align the top and bottom edges before defining the fold
Step 6. Repeat with the left half
Take the other edge and bring it towards the center just like you did with the right one.
Before flattening the crease, check that the top and bottom edges are perfectly aligned
Step 7. Turn the sheet sideways and envelop it
The last fold you made should be at the bottom of the envelope and facing the back of the envelope.
This foresight helps the recipient understand where to start opening the letter
Advice
- If you are using an envelope whose edge needs to be moistened, be sure to wet the entire strip from one end to the other, but don't overdo it or the glue won't adhere well.
- You can better pin the folds of the letter by using a ruler to press them until they are completely flat.
- Don't forget to put the stamp on before sending the letter.
- If you are inserting a letter or greeting card that is only folded in half, remember to put the folded edge towards the bottom of the envelope; in this way, you avoid the recipient accidentally tearing it with the letter opener.
- Check the spelling of the text before enveloping the letter to avoid embarrassing mistakes.
