Some Special Parts Of Business Letters

Reference Line
Mailing Notation
Personal Notation
Attention Line
Subject Line
Identification Line/ Reference Initials
Enclosure Notation
Carbon Copy Distribution Notation
Blind Carbon Copy Notation
Postscript

Reference Line
It is a statement describing the main focus of the letter, a number for an
account, invoice, etc. or a reference to previous correspondence.
The reference line is optional but can be important for the recipient if an
account, invoice, claim, proposal, document number of any kind is the
subject of the letter.
Examples:
RE: Request for refund, order number 12345
Ref: Black Arrow refill number XF8910
REF: Case Number JFL4321
Date



Refer to File No. 550
Mailing Notations
This notation states the method of mailing: whether the letter
is sent registered, airmail, special deliveryetc,.
It serves as a record to indicate that the letter was sent by
other than regular mail.
Examples:
SPECIAL DELIVERY
CERTIFIED MAIL
AIRMAIL


Personal Notation
If the letter is a confidential, and it is wanted to be read only
by a particular person, the word personal or confidential is
used. Such notation should appear four spaces above the
inside address as well as in the envelop.
Examples:
PERSONAL
CONFIDENTIAL


Attention Line
An attention line is used when the inside address does not
include either the name of an individual or the name of the
department. It appears two lines below the inside address.
It includes both the name and the business designation of the
intended recipient.
The word attention may have an initial capital letter or
appear in all capitals. The use of a colon after the word is
optional.
If the word "ATTENTION" is written in all capital letters, the
name following should also appear in all capitals.
Subject Line
Descriptive subject lines instantly inform a reader of the
general content of the letter. They also permit accurate filing
and retrieval from files.
Subject lines specifically define the subject matter of the
letter. They appear two lines below the salutation and two
lines above the first line of the text, although the simplified
letter format may have different spacing.
Subject lines are highlighted by boldface type, underlining, or
the use of all capital letters.
Identification Line
It made up of the initials of the name of the person who dictated
the letter and those of the secretary or typist. The initials may be
in capital letters, in all small letters, or in capitalized letters for
dictator and small letters for the secretary or typist.
It is usually typed two spaces below the signature, flush with the
left-hand margin.
It serves as an administrative purpose only.
Example:
JAD/cm
JAD:cm
clm


Enclosure Notation
An enclosure notation reminds readers of enclosures and
appears directly under reference initials.
When the letter has enclosure, the notation is typed directly
below the identification line, flush with the left-hand margin.
Either the entire word enclosure, or its abbreviation, Enc. Or
Encl. be used. If there is more than one enclosure, the number
should be indicated.
Examples:
Enclosures (3)
Enclosures 3



Carbon Copy
Distribution Notation
This notation states that a carbon copy of the letter is being sent to
another person. It is typed two spaces below all other notation, flush
with the left hand margin. Either the word Copy to or the abbreviation
cc: may be used.
The blind carbon copy notation (bcc:) is used when the addressor
does not wish to indicate the distribution of the carbon copies to the
addressee. It appears on all internal copies, but not on the letter sent to
the addressee.

Postscript
Postscripts (additions to the letter after it has been typed or
items needing emphasis) appear two lines below the last line
of courtesy copy notation. The use of the initials PS or PPS is
optional.
Example:

PS: We will be sending your sample of the Fleur-de-lis Start- Lite
next week, please notify us when you receive it.