Hand Calligraphy - Address List Format

For hand-addressed envelopes, PenDance requires the addresses in be provided to us either in spreadsheet or label format. You can email it to us or provide the list on CD.

Providing the address list in label format serves three purposes:

You will be able to catch errors or omissions more easily when you see it in label format.
It's easier for the calligrapher to visualize how the addresses should be formatted on the envelopes.
Proofreading is more efficient when the addresses appear exactly the same on the list as on the envelopes.

Download our Excel template

If you would like to use PenDance's Excel template to prepare your address list, you can download it here. We'll then reformat the addresses into label format for you and email you the list for approval before we begin addressing.

If you prefer to use your own spreadsheet rather than downloading our template, please merge (or retype) your list into label format before submitting it to PenDance. Alphabetize the list by last name and number each address.
If you prefer that your out-of-town guests' envelopes be addressed first, sort them to the top of the list.
If you need to add additional names or make changes to your list after sending us the original list, please email or fax us ONLY the changes, NOT the entire list over again. We'll mark the changes on the original list.
Plan to provide 10% more envelopes than the number of addresses, or 15% more if you are using metallic-coated paper.
Include your name, phone number, fax number, email address, and the selected calligraphy style at the top of the address list.

Formatting Your Addresses

All text should be in uppercase and lowercase letters, including the names of countries.
For addresses with "#", "Number", "Apartment", or "Apartment Number", we will use a small bullet "o" in place of the "#" to give a cleaner appearance to the envelope. The bullet symbol is made by holding down the <ALT> key while typing 248.

NOTE: The small bullet is an acceptable alternative to writing out "Number" and makes the address look less cluttered.

Include titles such as Mr. and Mrs. with the appropriate punctuation.
Please provide the list in alphabetical order by last name, and/or number the addresses, for easy reference.
All postal and state abbreviations must be spelled out (Post Office Box, Boulevard, Avenue, Lane, etc.).
Zip codes need to only be 5-digits. The extra 4 digits are for bulk mailing purposes, which wouldn't apply to wedding envelopes.
Married couples with different last names are noted with "and" between their names (See address #2 above) and their names appear on separate lines. Unmarried couples' names are not joined with "and" and their names appear on separate lines as well.

Excel Tip: When typing two names in the same cell where the names need to be on separate lines, type in the first name, hold down the <ALT> key, then hit <ENTER>. This will allow you to type the second name below the first in the same cell.
Inner envelope names should be included on a separate line below the address.
For inner envelopes, indicate whether or not the "G" in "Guest" should be capitalized (or not).
For inner envelopes, indicate whether or not the "F" in "Family" should be capitalized.
Specify if "Dr." should be spelled out "Doctor" or abbreviated. "Doctor" can be used for medical doctors.

Label Format

If you prefer to prepare your list in label format yourself, the addresses should appear EXACTLY as you want them to appear on each envelope. Each page can have more than one column if you prefer.

1. Doctor and Mrs. Edward Jones
     123 Main Street
     Houston, Texas 77024

     Doctor and Mrs. Jones
     Kimberly and Joshua

2. Ms. Jane Smith-Edwards
     and Mr. Robert Edwards
     14027 Memorial Drive
     Houston, Texas 77079

     Ms. Smith-Edwards
     and Mr. Edwards

Computer Calligraphy - Spreadsheet Format

Below is a checklist to help you enter your addresses in a spreadsheet or database for computer calligraphy addressing. This will speed the process of importing your list into our printing program.

If you would like to use our Excel template, you can download it here.

Once you have entered your list in Excel, email it to Don at computercalligraphy@pendance.us. Then give Don a call at 281-558-7856 to set up an appointment to drop off your envelopes, or to notify Don that you will be shipping them to him. Be sure to include at least 10% extra envelopes than addresses.

After Don receives your list, he'll import it into our printing program, then email you a proof list so that you can verify all the information. Once you have approved the list, and verified your font choice and ink color, it will take about 2-3 business days to print your envelopes.

You may also use the criteria below to prepare your spreadsheet for hand calligraphy. We'll then reformat the addresses into the desired format for our calligrapher.

If you have any questions about list formatting, please contact Don at (281) 558-7856 or toll free (866) 476-6788.

How to prepare your list in Excel or another database:

Each address line of the outer and inner envelopes should have its own separate column.
All text should be in upper and lowercase letters, including the names of countries.
All titles such as Mr. and Mrs. should be included for all names, with appropriate punctuation.
Married couples with different last names are noted with and between their names. Unmarried couples names are not joined with and and will appear on separate lines.

Excel Tip: When typing two names in the same cell where the names need to be on separate lines, type in the first name, hold down the <ALT> key, then hit <ENTER>. This will allow you to type the second name below the first in the same cell.
All postal and state abbreviations are spelled out (Post Office Box, Boulevard, etc.).
There should be only one space between the city and state, and two spaces between the state and zip code.
Zip codes should only have 5 digits (unless they are international codes).
For inner envelopes, decide if the "G" in "Guest" should be capitalized (or not).
For inner envelopes, decide if the F in Family should be capitalized (or not). (Note: the use of and family on inner envelopes is not recommended)
Dr. can be spelled out "Doctor" for medical doctors, if desired.
For addresses with # in them, use the word Number.
For addresses with Apt., use Apartment before the number.