When more than one page is needed for a letter the continuation page heading is started on line?

6)

[name of recipient] [date] Re: [topic of the letter] Page 2

Dixie is sure you have had at least a few instances in your career when you needed to write a multiple page business letter or two. Contract letters, legal findings, claim summaries and some other types of business letters can often run to many pages. And even in writing not so long letters there are cases when a letter can be squeezed on a single page but it would mean forsaking margins, formatting and white space that the eyes need to discern the writing easily. In such cases, Dixie would advise you to use two pages.

Nowadays with information overload and everyone's busy schedules it is preferable to write shorter business letters and Dixie would encourage you to keep the majority of your letters to one page. But do write multiple page letters when you need them.

The "How to" of Multiple Page Letters

When there are more pages than one in a letter it is normal practice to put nothing at the end of the first page. Since there is no closing line or signature it is obvious that there is another page, so Dixie would say it is quite logical. Subsequent pages do not contain the letterhead and are printed on plain paper. Instead they have a special identification of the letter, which is usually called "header" or "heading". It usually (but not always) contains the name of the addressee, the page number, and the date. In the picture below Dixie offers to your attention examples of the subsequent page header.

Be warned though that there might be even more variations of the above. Dixie covered the most widely spread formats, but the header, for instance, can even be placed at the top right margin of the page instead of the left.

For a long time we have been using single sided letters in business. And the standard multiple page letter formatting is certainly a remnant from those times. Nowadays it is possible to print double sided letters as easily as single sided and Dixie thinks we will probably use double sided printing more and more in the nearest future as it saves paper. And we will probably drop the multiple page letter heading from the double sided two paged letters. Even now some business writing experts recommend using the header starting from the third page justifying it by the fact that if there are just two pages in a letter it's easy to understand which is which.

But Dixie would like to emphasize that it's still common practice to number any subsequent page in a business letter, page 2 being no exception. And even double sided multiple page business letters, especially those that contain three pages and more would still need at least the page number, preferably on each page.

Dixie invites you to look at the picture of a single sided two paged business letter below which contains all the elements of multiple page business letter formatting accepted by the office standards in the US.

• Use letterhead when necessary for the first page and plain stationery for any additional pages.
• Place a header containing the recipient's name, date and page number on all subsequent pages one inch from page top.
• Go down three spaces or so from the page header on page two (or any other continuation sheet) and then continue your letter from the previous page.
• Try to leave at least two lines on the first page if you must divide a paragraph between pages. It's good to have at least two lines from the divided paragraph on the subsequent page, as well.
• If the paragraph is short, it's better to move the whole thing to the second page.
• Have at least two (better three) lines of text before the closing on the last page.
• Don't squeeze the letter onto one page if would look better on two pages. (Dixie just wanted to reiterate this point here)
• Follow the first page's format except for the header instead of letterhead. All margins on the subsequent pages should match the first page (as well as the previous ones, Dixie is sure you realize that).

You may not realize it but there's an ongoing debate whether pages of a multiple page business letter should be stapled (or not) before mailing. The old school says definitely no! The original should not be stapled, though the rule is not so strict for the copies. Not long ago experts recommended using paper clips (or nothing) instead of staples. But nowadays stapling is so common that this rule is changing along with so many others as you might have noticed. Besides, removing staples before making copies or scanning has become very easy. So, Dixie would say this is a matter of personal preferences. Isn't it nice to have a choice in the matter?!

And as Dixie has addressed the matter of stapling here, she would suggest stapling multiple pages of enclosures together, but not stapling those enclosures to the letter. Either leave them loose or use a paper clip, your choice again!

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By Danielle Smyth Updated March 25, 2022

A continuation header and a continuation letter are not the same things. Continuation headers are used in business correspondence with multiple pages to maintain consistency. They are found at the top of each subsequent page after the first one. According to the writers at eForms, a continuation letter is a document used when employment contracts are about to end, and employees or employers want to continue the relationships. It is possible to have a continuation letter with continuation headers on some pages.

Business letters and documents that go on for more than one page should have continuation headers to keep them organized. They are straightforward to write, and they make correspondence look much more professional. If an important letter doesn't have this, the recipient may wonder why it is missing. With resumes, the writers at Indeed recommend placing a header on the second page; the heading includes the person’s full name, number, email and the words “Page Two.” The font should be the same as the rest of the document, but it can be smaller and formatted in a way that matches the first page.

The experts at Chegg add that you can add settings to your Word document that allow headers to be placed automatically. Set the top margin at 2 inches, with the header positioned 1 inch from the edge of the page. Then, choose “headers and footers” under the page layout menu. Pick “different first page” and then add two blank lines at the end of the header.

A continuation working letter of intent allows an employee to notify the employer that they want to hold onto their position and usually includes how the employer will benefit from this. You should write it clearly and persuasively, focusing on facts rather than emotions. The writer might include a description of their most notable achievements and remind the employer of their qualifications.

The writers at Word Templates Online provide several continuation letter examples and point out the essential parts that you should include in each of these documents. The top of the first page should have a header with your name and contact information. Skip one line and type in the date; this is not necessary for emails because that is automatically included. Then, add the recipient’s contact information and a salutation below, such as “Dear Professor Smith.” Your first paragraph should include an introduction and reason for writing the letter.

The body of the letter can focus on your unique talents, qualifications, achievements, relevant skills and work experiences. You should be honest but not overly boastful, as that can come off as arrogance. The final paragraph should serve as an overall conclusion to everything you brought up within the document. Refer to the reason for the letter, and thank the recipient for their time. You can also throw in a call-to-action sentence that requests a written response to the correspondence, as this can make the receiver more likely to respond.

The tone of a continuation letter should be somewhat but not overly formal in most cases. If it’s too casual, the reader will not think you are sincere or serious. Be polite as possible, and after you submit the letter, make a note to follow up in the scenario where you don’t hear anything back within a week.