Both for purposes of convenience and of economy, a letter should be as compact as possible, both in words and in mechanical production. It should not take up two sheets if the message can be written on one without undue crowding. Hence most business letters are single spaced; that is, only one space on the typewriter separates the lines. Even when a letter is short, it is advisable for purposes of uniformity, to use single spaces only.
The first line of each paragraph is usually indented from five to fifteen points on the machine. Each business house should establish exactly what this indentation shall be in order to secure uniformity in its correspondence. Instead of indenting the first line, some concerns designate the paragraphs merely by separating them by double spacings, beginning the first line flush with the left margin. The best practice, however, seems to embody both of these methods, but the average business letter usually has its paragraphs separated by double spacing and indenting the first line.
The address on the envelope, to which the salutation at the top of the letter should correspond, either exactly or in slightly condensed form, may be properly typewritten in various ways. The style that is most observed, however, and which has the stamp of general approval, provides for an indentation of about five points on each line of the address.
Between the lines the spacings may be either single or double but the latter is preferable. Greater spacing tends to separate the address too much to allow it to be read quickly.
Another approved, though less popular form of address does not indent the lines at all.
Any radical departure from these forms should be made cautiously, especially if the various items of the address are separated from each other.
The address, like a paragraph, is generally read as a unit—as a single, distinct idea. The closer the address conforms to the generally accepted forms, the more readily are the envelopes handled by the postoffice and the less danger of delay.
Getting a UNIFORM Policy and Quality in Letters
PART IV—THE DRESS OF A BUSINESS LETTER—CHAPTER 14
Every correspondent naturally reflects his own personality in his letters. His distinguishing characteristics, good, bad and indifferent, inevitably tend to find expression in his correspondence—UNLESS THOSE TENDENCIES ARE GUIDED. That is exactly what the modern business house does. It directs the work of its correspondents by means of general and specific rules as well as by instruction in the policies of the house until ail of its letters are uniform in quality and bear the stamp of a consistent personality—the personality of "the house"