PARAGRAPH FORMAT
1. Number main paragraphs such as this one.
a. Indent each new subdivision of a paragraph by four spaces and start typing at the fifth space. Start all continuation lines at the left margin. b. If subparagraphs are needed, use at least two. For example, a (1) subparagraph must have at least a (2) subparagraph. (1) Single-space within main paragraphs and within subparagraphs, but double–space between them.
(a) How to Cite Paragraphs. When citing a paragraph or subparagraph, write the numbers and letters without periods or spaces. “Paragraph lb(l)(a)” describes the subparagraph you are reading.
(b) Limits to Subparagraphing. Rarely use all the paragraph divisions shown in this model and never use more; reparagraph instead. Though subparagraphs clearly display levels of importance and encourage the use of lists for easy reading, they clutter writing when carried too far.
(c) Headings Explained. Use more headings, most often in long correspondence whose topics vary widely. Be brief but informative; avoid single vague words like “citations” or “limits.” Underline any headings and capitalize its key words. Be consistent across nain paragraphs; if paragraph 1 has a heading, 2 would need a heading. Be consistent within a subparagraph; if la had a heading, lb would need a heading.
(2) Use letters or numbers in parentheses as shown in the next sentence to emphasize a few short statements without the added emphasis of separate lines for each. This format (a) highlights ideas, (b) improves readability, and (c) saves space.
2. Start a paragraph near the end of a page only if that page has room for two lines or more. Continue a paragraph on the following page only if two lines or more can be carried over. A signature page must have at least two lines of text.
Figure 13-3.—Paragraph formatting.
Envelopes
To avoid the extra charge for mailing large envelopes, fold correspondence and send it in letter-size envelopes. When you have several pieces of correspondence for one address, try to send it all in a single large envelope, but do not delay mailing just to fill the envelop. To prevent tearing your correspondence or jamming postal equipmerit, use envelopes only slightly larger than their contents and press out the air before sealing them. Correct minor errors in an address instead of discarding the envelop.
Addressing the Envelope
Start an address halfway down the envelope and a third of the way frorn the left edge. Place the address parallel to the long sides. Type, stamp, machine-print, or hand-print the address in the block style using black or blue-black ink. When using a rubber stamp, avoid smudging the address
