How to format your address list for your calligrapher

Saturday, January 14th, 2017

bohemian invitation suite

You’re nearly finished! You’ve approved your invitation design, materials will soon go to print, and envelopes are on their way to your calligrapher. Next up: sending a properly formatted address list to your calligrapher.

Although the calligrapher with whom you’re working may have her own system and requirements, over the years we’ve noticed some standard requirements as it pertains to address list formatting:

1. Send a typed list in a word document, not a spreadsheet

2. The list should be in address label format, as below, max three columns

3. Use a legible font, such as Times New Roman, 12 pt

4. Alphabetize your list

5. If you have changes or updates to addresses after the initial list has been sent to your calligrapher, send changes and updates by email. Do not send a new, revised list. Updated drafts cause confusion.

This is what is meant by address label format:
Miss Sally Sue
14 Sunshine Street
Sunnyville, California 23456

Happy mailing! xoxo



photo katie stoops

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2 Responses to “How to format your address list for your calligrapher”
  1. Ellie says:

    I needed this a month ago! Haha.

    What would your advice be on how to handle mistakes by the calligrapher? She informed me before the fact that she does not offer additions or changes after the batch is done and she returned all blank envelopes with the addressed envelopes. Since then we discovered that one envelope was done twice while another was missing and one name was misspelled (my formatted sheet said “Katharine” and she wrote “Katherine”).

    It was too late in the game for us to even ask for revisions, but I feel like letting it go altogether might not be the best option either. Any advice?

  2. courtney says:

    Ellie — a good and experienced calligrapher will be very precise about what she delivers to her client. Obviously we’re all human and make mistakes but if the mistake originated with the calligrapher, it would normally be her responsibility to fix the mistake. However, if you agreed to no revisions under any circumstances, it will now be your responsibility to commission new envelopes from the calligrapher or to have them completed by a different calligrapher. I would give your calligrapher a call to discuss. Good luck!

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