Prioritising the general presentation of the corporate documents produced by your business is paramount to sustaining an organised working environment. In addition, ensuring that your company’s various files and folders are submitted adequately is vital for optimising the professional reputation of your business.
To learn more, stick around as we break down the most productive ways to fold and address various corporate documents depending on their purpose, for maximum efficiency and occupational functionality.
Step 1. Understand The Document’s Purpose
Before you approach any practicalities, taking the time to truly understand the purpose of the document in question is crucial. For example, if you are drawing up a non-disclosure agreement, you need to format it in a way that includes critical data such as financial records and pricing plans – while folding and addressing it with confidentiality in mind. This is where utilising a multitude of documentation templates can really come in handy.
Step 2. Gather The Necessary Tools
Ensuring that you have what you need to produce corporate documents in a consistently efficient manner is key. Since the goal is to aim for the most professional outcome possible, investing in this aspect of the process is recommended. The recommended materials can include:
● high quality pen & inkwells
● A printer
● A paper guillotine
Step 3. Address The Letter
Next up is addressing the document with clear and concise precision, as it sets the tone for the entire letter. Consider utilising a printer to print the necessary text for an added layer of professionalism. The standard go-to business technique involves copying down the recipient’s full name, followed by the company name and the department of the addressed party. Be sure to include your return address on both the inside and outside of the letter, where you should also type your name, your company’s name, and your mailing address. Remember to consistently refer to step one throughout the process, tweaking your approach here and there to align with the holistic purpose of the document – e.g., marking it “PRIVATE” if necessary.
Step 4. Identify The Correct Folding Technique
There are numerous folding techniques to consider in order to produce a neat, easy-to-access corporate document. The general protocol is to utilise the DL standard size envelope for business correspondence, coupled with the execution of the most ubiquitous folding method. This includes folding the bottom third up, using the envelope as a guide, before folding the top almost ⅓’s down, resulting in an adequately sized and accessible document.
It is paramount that both the folding and typed printing is done with the utmost care, utilising a variety of supplies to aid the process. Again, be sure to take the corporate letters point into consideration here – for example, fold in the paper in a “Z” formation if you’re looking to take advantage of the envelope’s window (often used in general documents such as employee agreement forms.)
A Brief Overview
Folding and addressing corporate documents using a satisfactory technique often requires a lot of dedicated accuracy and attention to detail, as well as a strong arsenal of office-based equipment. However, with the above guide in mind, your team should be one step closer to learning the ins and outs of appropriate professional conduct in this regard.