Optional Parts of A Business Letter

Optional Parts of A Business Letter :




OPTIONAL PARTS OF A BUSINESS LETTER

There eight additional parts of a business letter that you should know how and when to use. The purpose and audience for your letter will determine in most cases which of these parts should be placed in your letter. Provide double space between all special parts and the rest of the letter.

Personal or Confidential Notation

Used to indicate that only the person addressed should read it

Placed below the date

At the left margin

All letters capitalized or initial capitals and underlined

Attention Line :

ATTENTION

ATTN

Attention

Directs letter to a specific individual within a company

Between inside address and salutation

Subject Line

Subject :

Re :

States general subject so reader can locate previous correspondence

Placed above or below the salutation

Typists Initials : ABJ / pt

Identifies who typed the letter if different from the writer

Writer’s initials first in capitals : ABJ

Typist’s initials second in lower case letters : pt

Slash ( / ) separates the two parts

Placed below signature line…

Enclosure notation

Enclosure

Enclosures (3)

Encl.

Indicates items enclosed with letter

Often names items specifically

Placed after typist’s initials

Copy Notation

cc

c.

copy to :

Placed after the enclosure notation

Includes list of people to whom an exact copy is being sent

Blind Carbon Copy

bcc

Use when recipient must not know that copies have been sent to others

Never appears on original letter, only on copies

Typed on top left corner of copies of original

Post Script

PS

Used to add forgotten material

Sometimes done intentionally to get reader’s attention

May be handwritten

Placed after all other items

bcc

234 Centre Street

June 16 - 2010

PERSONAL AND CONFIDENTIAL

Drury Lane Publishing

22 Eider Street

Attention: Director of Public Relations

Dear Sir,

Yours truly,

Benton Fraser

Enclosure (2) : invoice

Borin and Associates Consultants’ Report

John Smith, Deputy Minister of Sport and Leisure

PS:

Before the 19th

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