What Are Legal Envelopes?
In their broadest sense, legal envelopes are standard-sized envelopes used primarily for legal and business communications. However, there are several sizes of envelopes that fall under the category of "legal" in the world of letterhead. For the sake of this article, we will focus on the most common sizes currently in use—the #10 (4-1/8" x 9-1/2") and #12 (4-3/4" x 11").
The #10 envelopes are the standard envelope for most legal communications. Their larger cousin, the #12, is not as common, but is often used for internal or interoffice communications because of its larger size.
Legal envelopes come pre-made, or they can be made from custom-printed legal letterhead. This factors into their price, as regular legal envelopes are inexpensive, while custom printed ones can be more expensive. While multiple colors can be used on legal letterhead, the most common color combinations include black ink on white, wheat, or cream. This means that if your firm needs legal envelopes in a hurry, then it’s best to purchase them as standard envelopes rather than ordering custom letterhead with them . However, if you don’t need as many envelopes, or you’re looking to save money, you can save on costs by printing the envelopes yourself—this is the primary reason why you may want to make your own legal envelopes.
For most of the U.S., there is no requirement that envelopes be a specific color, and there is no requirement that regular envelopes sandwich earnings statements, but a best practice is to combine them for a better visual effect. The only place were rules are more specific are tax forms-you’ll notice that most of these forms are printed in black ink and then sandwiched between two other forms (generally white on top, ivory in the middle, and some other color on the outside). This is why most legal envelopes are white or ivory. Still, it’s a good idea to have some bright custom-printed envelopes for outgoing statements, particularly for supervisors just referred cases. If they have an envelope that matches the statement, it reinforces the "important" status of the document—signaling to the employee that this IRS statement is one document that you don’t want to lose!
Types of Legal Envelopes
Envelopes are more than just a means of posting documents, they are an important part of the image your law firm or legal department convey. It is worth your while to spend some time on the type of envelope that will give you the best look at the best price. There are many types of envelopes available. You can customize the envelope type and appearance by choosing the paper weight, paper stock, envelope style or type, color, flap closure and the paper design or tint.
● Window envelopes – Window envelopes have a plastic window opening that exposes the name and address of the intended recipient of the contents. This type of envelope is preferred over the regular envelopes because the address information from the document is visible through the window and the document does not need to be folded in a way that obscures the address. When using window envelopes, you do not need to apply an additional label on the envelope.
● Clasp envelopes – Clasp envelopes feature a metal clasp or string that holds the flap of the envelope down to keep the contents secure. These types of envelopes are preferred when sending documents that are confidential in nature but that shall not be sent in a sealed envelope such as court documents and will filing papers. Clasp envelopes may come with or without a plastic window opening. The clasp is normally covered by a paper patch.
● Self-sealing envelopes – Self sealing envelopes are those that have adhesive on the flaps and close automatically once the contents are inserted in the envelope. To seal self-sealing envelopes, remove the peel and stick tape that seals the adhesive areas and press the adhesive area, which is normally indicated by a dark line on the envelope, down to the envelope flap.
● Paper – Envelopes are normally available in three paper stocks: white, yellow or manila. White envelopes are used for regular correspondence and are preferred over the other colors. Manilla envelopes are heavier and provide better protection to the contents because they cannot easily be punctured. Yellow is a good color for confidential documents that can be opened without drawing attention.
● Reinforced envelopes – Reinforced envelopes have a thicker lining around the edges of the envelope flap. The reinforcement helps prevent tearing of the envelope flap when the envelope is opened.
How to Choose the Right Legal Envelopes
When selecting legal envelopes, there are several factors to take into consideration. First and foremost, it is essential to choose the correct size (for example, a legal size envelope for a letter that exceeds 8½ inches in width). Envelopes come in various sizes; however, the standard size for legal envelopes is 9½ x 14.75. Your specific legal matters will dictate which envelope style you ultimately need. An envelope that is large enough to contain the entire contents of a large file will be much different from one needed to send a small amount of legal documents. What’s more, any legal documents that require the use of legal paper will also need to be folded in a certain way that will allow them to fit inside the envelope. A common option for legal documents is clasp envelopes. These envelopes come in a variety of sizes, though most are standard 9-inch wide envelopes with various depths. The closure on clasp envelopes will vary by style; some envelopes will have clasps while others use other methods. It is important to choose a clasp envelope that lies flat to properly house your legal materials. For example, a deep classified or expansion clasp envelope will not be able to fold flat and may not be able to accommodate thick files.
The Benefits of Legal Envelopes
The benefits of using legal envelopes go beyond just the capacity to hold large documents. These types of envelopes are a secure way to send sensitive information because of their larger size and sturdy exterior. Because of their larger flat size, as opposed to a flat size typed envelope, they are more difficult to open without tearing and provide a professional presentation to clients, employees or other businesses . Legal envelopes also allow you to include larger enclosures without having to worry about folding the documents. Their uniform sizing also allows the sender to economize on shipping costs if there is a large volume of confidential documents that need to be sent out.
Legal Envelopes Best Practices
Best Practices for Legal Envelopes
When it comes to the use of legal envelopes, there are several best practices to ensure an optimal experience from beginning to end. For example, you should make sure to address an envelope properly, using the proper font and text size, in order to get it to the intended recipient quickly. In addition, use common sealing techniques to prevent environmental air from entering the envelope, which could damage the contents inside.
When it comes to organization, make sure you have a dedicated place or system for signed legal documents including briefcases or compartments within file cabinets. Reduce the chance for confusion by also having a spot to keep unsigned legal documents until they are completed by the appropriate party and ready to be filed away.
Where to Purchase Legal Envelopes
Legal envelopes can be acquired from several different suppliers. Among the most convenient sources for legal envelopes are office supply stores such as Brother and Staples. These suppliers offer a large variety of legal envelope sizes, paper stock colors, and designs in their wider online catalogues that could be purchased at once or, in the case of a large or custom job, by the hundreds or thousands of units. For instance, you can currently get 1000 9.5" x 14.5" manila envelopes from Staples for only $26.29 USD plus shipping .
Like other standardized business supplies, envelopes are also available via online retailers to solve the problem of getting exact quantities, whether more or less than the "bulk quantities" offered by Staples or Brother and other brick-and-mortar stores. Perhaps the best source for legal envelopes that can be ordered in smaller quantities are those sold via Amazon.com, including those supplied by their own supply house, AmazonBasics.
At the time of this writing, Amazon offers, among many different types and colors of envelopes, 700 legal-sized manila envelopes for $37.57, which is $19.39 USD less than Staples.