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What is the best envelope for a business letter?

Modern business often relies on image, so everything that a customer comes into contact with needs to reflect a professional, respectful and capable organisation. In such a competitive marketplace, even the small details can make a difference, which is why choosing the right business envelopes for the right job is so important. There are several envelopes on the market today, and they are all best suited to a very particular type of correspondence.

According to various studies, direct mail is more likely to be opened by the recipient when it is contained in large, coloured, over-sized envelopes. If you are conducting a marketing campaign through the mail, you may have some scope to experiment with custom envelopes, as they can often be designed in a way that grabs the attention. However, sending mail to business contacts, customers and colleagues requires a little more subtlety, and there are several options that can deliver the right impression.

Choose from four standard sizes of envelope

If your business sends important documents on a regular basis, you will probably need to stock up on C4 envelopes. This size allows you to send an A4 document without having to fold it. This may be beneficial if you’re sending accounts paperwork, contracts or various legal documents that can’t be folded.

A large number of businesses use self-adhesive, C5 envelopes with address windows, as they are a convenient size and only require that A4 sheets are folded once. For regular correspondence and day-to-day communications, there probably isn’t a more suitable envelope. They have sufficient surface area for printing slogans and logos without being too large for postboxes. They are available in a range of colours, and they’re compatible with most large-scale franking machines.

A C6 envelope is also available, but there is a feeling that this size is associated with direct marketing campaigns and so-called ‘junk mail’. The C6 design is a smaller envelope that requires the folding of an A4 sheet into equal quarters. Very few serious businesses and organisations use the C6 envelope for corporate communications, so it’s probably best to avoid this size unless your business is sending something unique.

A number of businesses use DL envelopes for their communications, as they are compact, professional and functional. The DL envelope requires that an A4 sheet is folded into three equal parts, which can increase labour when preparing large mail-outs. However, if you’re writing directly to one person or department, this could be the best option.

Which style of envelope is best for business?

A ‘pocket’ envelope is designed to open on the shortest side, and their functionality and presentation makes them exceptionally popular with businesses. However, if you’re looking for a personal touch, you might want to consider the so-called ‘banker’ style of envelope which features a V-shaped flap similar to those used on greetings card envelopes. The third main style to choose from is the ‘wallet’ envelope, which features a square flap on the longest side.

When you are sending figures, financial information, legal documents and formal correspondence, it’s probably best to stick with the pocket and wallet varieties of envelope, but a personal touch can be added with the use of the V-shaped banker envelope - ideal for sending letters to individuals.

Whether you are buying custom envelopes or standard designs in bulk, choosing the right option for your various business operations is the key to casting your organisation in a positive light with your contacts and customers.

This was posted in Bdaily's Members' News section by Grant Pettersson .