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Stationery

Vanderbilt Stationery and Guidelines For Use

Each letter written on business stationery is a personal emissary from one office to another. Corporate stationery influences the impression formed in the mind of the recipient, not only about the individual sender, but also about the company he or she represents. –Crane’s Blue Book of Stationery

 

A "wardrobe" of stationery products has been designed to meet the correspondence needs of the Vanderbilt community. Each stationery item has been designed to conform with traditional stationers’ etiquette and usage. The content elements that are included reflect the usage of that particular piece. Below is a description of each available stationery item, the elements that are included, and an explanation for how the piece is used. Please note that specific items of stationery are designated for certain uses based on traditional etiquette. Also by standardizing the styles, production of the customized stationery saves money for the university.

Vanderbilt Printing Services has stationery and business card templates for all university offices and schools. All stationery products must be ordered through them. Any deviations or exceptions to the templates and standards will be forwarded to the Graphic Standards Committee for review. If a decision is made to create a new template, that template will be furnished to Printing Services by Creative Services.

All Vanderbilt letterhead paper stock is Neenah 24 lb. Classic Cotton Recycled Bright White Imaging Finish manufactured exclusively for Vanderbilt with custom watermark. This stock is only available through Vanderbilt Printing Services. Other stationery items are of the same family of papers and in the same color, and all stocked by Vanderbilt Printing Services.


 

Business Card Examples

Standard business card —black and gold printing on white card stock

Usage : The business card is a calling card, meant to provide the recipient with an uncluttered, concise way of contacting you. Only primary contact information should be included. A business card is not meant to provide multiple addresses, phone numbers, etc. This is confusing for readers, who will not know which contact information is appropriate for their needs. Include business cards in your correspondence, notes, and packages. 

The business card is not meant to be a vehicle for providing the recipient with information about your training or level of expertise. Therefore, we recommend that professional certification initials not be included. Exceptions are made where the academic certification has a direct bearing on your function represented by the job title on your business card. For example, if you are a doctor, include M.D.; if you are functioning in an academic role, use Ph.D. However, if you have a J.D. but function as a manager of a non-legal department, the J.D. should not be included. Most people who receive a business card from a professional would not know what the initials of a professional designation stand for and so provide very little meaning to the reader. Instead of making a favorable impression, it might seem to be pretentious. Instead, use your professional credentials in the signature of your written and electronic correspondence, or even in the body of your letter, when it is appropriate to share that information.

In addition to use as a calling card, it is appropriate to attach your business card to information you are forwarding to another colleague so that you identify yourself as the sender. A very brief note may be written on the business card, e.g., "For your files," "As we discussed," or "Returning your originals." A message card or flat note card (see below) is also useful for this purpose.

Business cards using the Vanderbilt symbols are not appropriate for student use. They are only used by employees. A personal calling card is appropriate for any student who needs a card for interviews, to include in correspondence, etc. This can be of any design or color, but a conservative look is best. In such a case, a student’s name, address, phone number and e-mail address should be included. The desired profession may be included if the focus of a job search is very specific, e.g., biology research assistant. Otherwise it is best to omit a "title." Vanderbilt Printing Services is available for consultation, design, and production of personal calling cards. A student may also refer to the typography portion of the Vanderbilt Graphic Standards Web site for typeface suggestions from the typography palette.

Elements to be included: University or school signature, name, title, department, division (optional and only used on University, not school, templates), office mailing address (two or three lines only), telephone number, fax number, e-mail address, and URL for office, division, or University, whichever you prefer. Maximum available space for e-mail addresses is 33 characters including dots and @ symbol. The name before the @ symbol should be no more than 18 characters. For those with names longer than these limits, you may create an alias for use on the business card. Go to www.vanderbilt.edu/vumail and choose Add/Change BCA.

Please note that if you have a Station B or Peabody Box the address requires three lines, including the location of that post office. This is required by the United States Postal Service. Correct form of address insures prompt sorting and delivery of mail. When the address takes three lines, the URL is usually dropped and only the individual’s e-mail address appears. It is also permissible to list your URL instead of your e-mail address.

Additional elements may not be added to the business card. Alternate addresses, phone numbers, or other information should be provided on your Web site, in an e-mail, phone call, or in the body of your letter, etc., but not added to your business card. Members of the Vanderbilt community can use the online People Finder or printed directory to find your location. Generally, when someone needs your location, they will have made an appointment with you, and, in the context of that exchange, you would provide time, date, and location of meeting.

The intent of this business card design is to standardize the Vanderbilt business card and ensure a quality, elegant design, reflective of the University itself. If you have special circumstances that are not addressed by this design, please submit your request for an exception, and give the reasons for the exception, to the graphic standards committee at vid.orr@vanderbilt.edu.

card

3 line address
(for any office with a Station B or Peabody box number)


2 line address
(for any office whose physical location and mailing address
are one and the same)

2 sided
(for any office with a Station B or Peabody box number, which also receives a high volume of direct deliveries to their office location)

Front

card

2 sided
Back

 

Letterhead Examples

letterhead

Standard 8 1/2" x 11" letterhead —Black and gold, with blank second sheets on white Vanderbilt watermarked paper stock.
Usage: This is the best choice for most business correspondence.

The preferred typeface for correspondence is Times, 10 point for standard letters and 12 point for short letters. Do not use a larger font size. Letters should be typed block style, single spaced, with double returns between paragraphs. Do not indent paragraphs. Use a double return between the last line of the letter and the complimentary close, and three returns below the close to the typed signature.

The left margin is 1 inch. The top margin to the date is 1.5 inches from the top edge. The typing width may vary, depending on the length of the letter. The maximum typing width is 6.75 inches (with a right margin of .75 inch). The minimum typing width is 6 inches (with a right margin of 1.5 inches). The bottom margin is 1 inch from the top of the address elements.

Letter should be folded in thirds, with bottom third folded up first, upper fold on top of that. Letter is then inserted in envelope with folds toward the envelope flap.
Elements to be included: University or school signature; name of the office, office mailing address (two or three lines only), telephone, fax number, URL for office, division, or University, whichever you prefer.

Please note that an individual’s name, title, phone number, and e-mail address is not included on letterhead. That information may be included in the signature, the body of the letter, or you may enclose your business card with the letter to provide personal or direct contact information.

Other Stationery Examples

(Order stationery from printing services)

[click on thumbnail images to see larger image]

Standard matching white #10 business-size envelope with black and gold ink.
envelope


Standard matching white 9" x 12" envelope with black and gold ink (if number of sheets or enclosures are too thick to fit #10).
evelope


Standard matching white 11" x 13" envelope with black and gold ink (if enclosures require this size).
evelope


Foldover notes and matching envelopes

Usage: For handwritten informal and personal notes written in your capacity as a representative of the University. Normally all notes of congratulations, condolences, thanks, etc., should be written on foldover notes.

Message normally begins on the lower inside panel, not the back of the front panel. However, if your message is lengthy, it is permissible to use the back of the front panel, then the lower inside panel, then the back panel. Be aware that your message may show through the envelope if your pen writes very dark. An alternative is to use a monarch sheet (see below).

Description: White card stock with black ink and gold foil stamped symbol (symbol is engraved for Chancellor and Vice Chancellors). Envelope is printed, not foil stamped, in black and gold.

Elements to be included: Symbol or school signature; name, if volume of note usage warrants—otherwise department or division name. University or school signature and mailing address on envelope flap.

notecard

Foldover note card

env

Matching envelope


Flat note cards and matching envelopes

Usage: More informal and less private than a foldover note, for brief handwritten informal business or personal notes. Good to enclose when sharing materials or forwarding them to a colleague.

Description: White card stock with black ink and gold foil stamped symbol (symbol is engraved for Chancellor and Vice Chancellors). Envelope is printed, not foil stamped, in black and gold.

Elements to be included: University or school signature; name, if volume of note usage warrants—otherwise school, division, or department name (e.g. Peabody College, Public Affairs, Creative Services). University or school signature and mailing address on envelope flap.

notecard

Flat note card

env

Matching envelope


Monarch sheets (7 1/4" x 10 1/2") and matching envelopes

Usage: A good choice for short business letters, especially of a more informal or personal tone, when you are writing on behalf of the University. For example, if a department or administrator wants to extend congratulations to a former colleague on his or her appointment at another institution. May be typewritten or handwritten. Monarch sheets may also be used when writing to someone who is on a first-name basis with the sender, that is, someone with whom frequent communication takes place.

Elements to be included: University or school signature, name or name and address, if Chancellor or Vice Chancellor; otherwise department or division name, with or without address. University or school signature, office name, and mailing address on envelope.

monarch


Message card (3 7/16" x 4 7/8")

Usage: For very short handwritten messages. They can be used as notes attached to items of interest that are being forwarded. Also appropriate to attach to flowers, gifts, etc. No envelopes available.

Description: White card stock with black and gold printing.

Elements to be included: University or school signature and either name of department or division, or name of individual if volume of usage warrants.


card

 


Notepads (5 1/2" x 8 1/2")

Usage: For internal, informal, handwritten notes, not business correspondence.

Description: Plain white paper, not watermarked, with black ink only.

Elements to be included: University or school signature, name of department or division or name and title of individual; for departments or divisions include telephone and fax numbers without area code, internal mail address, and office location; for individuals include telephone and fax numbers without area code, and e-mail address.

 


pad

 


 

Other frequently needed items:

Name tags with adhesive back —4" x 2", white with black and gold ink. Includes the Vanderbilt University signature or school signature.
tag
Mailing label —White adhesive backed stock with black and gold ink, 5 1/2" x 4." Includes University or school signature, office name, and mailing address.
label

Window envelope
—Business size, white paper stock with black printing only.
envelope

If you have special circumstances that are not addressed by these designs, please submit your request for an exception, and give the reasons for the exception, to the graphic standards committee at vid.orr@vanderbilt.edu.