Supplements in official and business letters

 

Attention line

 

An attention line is used when a letter is addressed to company but directed to a specific individual or department processing. The attention line, part of the inside address, is typed at the left margin a double space below the inside address and a double space before the salutation. If typed in capital or lowcase letters, the word "Attention" is followed by a colon; if it is typed in capitals, no colon is used:

 

Consolidated Chemical Corporation

24605 Bundy Drive West

Suite 1401

Albuquerque, NM 87101

 

Attention: Mrs. Sara Hawkins

 

But:	Pacific Southwest Radio Corp. 5107 Avenue of the Stars Los Angeles, CA 90067   ATTENTION Accounting Department

 

Subject line

 

The subject line refers to the topic of the letter and is considered part of the body. It is typed a double space below the salutation and a double space before the body. Depending on the style it may be centered on the page or typed at the left margin. Including an account number or case title the subject line helps the reader focus on the main subject. SUBJECT or Re (Regarding) may be typed before the subject and followed by a colon:

 

Dear Mrs. LaCroix:

SUBJECT: Account No 14701-K

Dear Mrs. LaCroix:

Re: Account No 14701-K

 

SUBJECT or Re are not essential in the subject line, however, since the placement of information below the salutation indicates that it is a subject:

 

Dear Mrs. LaCroix:

Account No 14701-K

 

Another example:

Dear Sirs:

Re: Letter of Credit No 12/1416

We have received your telegram...

 

Reference initials

The typist's reference, the initials of the writer and of fee typist, is typed on the same line with the signature or double space below the signature and is used to enable tracing earlier correspondence on a certain subject. First the initials of the writer are typed, then those of the typist:

 

EAN/AB EAN/ab ean/ab

or or or

EAN:AB EAN:ab ean:ab

 

Enclosure notation

When documents or other papers are to be enclosed with or attached to correspondence, an enclosure notation should be a single or double space below the reference initials at the margin.

 

Single enclosure:	Multiple enclosure:
Enc. Encl. Enclosure	Encs. Encls. Enclosures

 

Enclosures may be itemized for the reader's convenience, also, when there is more than one enclosure, the number may be indicated:

 

Enclosure: Release From Contract
Enclosure: 2	or	Enclosures (2)

 

5. Copy notation

 

When an extra copy of correspondence is prepared — either a carbon copy or by photocopying — and distributed to another person, this fact should be noted on all copies for the addressee's information, when appropriate. The copy notation is typed at the left margin a double space below the last reference line:

 

cc: William McDaniels

CC: William McDaniels

Copy to William McDaniels

 

The complete name and address of the copy recipient may also be indicated on the letter, if appropriate:

 

cc:	William McDaniels Rutherford and Jones 17 Robbins Building New Haven, CT 06518
Copy	to Bob Sarkisian Controller’s Dept.

 

When several copies of one letter are to be made and distributed, all names should be indicated in the notation:

 

cc:	John Fitzhugh William Hartford Elena C. Castagna

 

Envelope

 

The envelope address ensures that the carefully written message will be received by the addressee. The use of optical character readers (OCRs) by the US Postal Service to scan addresses for delivery has encouraged more efficient mail distribution.

Most companies have their return addresses preprinted an all company envelopes to match the design of the letterhead stationary.

If plain envelopes are used, the complete return address should be typed in the upper left corner of the envelope, approximately two lines from the top edge and two or three spaces from the left edge.

Postal notations such as AIRMAIL, SPECIAL DELIVERY, CERTIFIED MAIL, REGISTERED MAIL and RETURN RECEIPT REQUESTED are typed in solid capital letters in the upper right corner of the envelope below the postage stamp.

 

Lesson 2

 

Body of a letter

The body of the letter which contains the message is typed single spaced with double spacing between paragraphs. One paragraph letters may be typed double spaced.

The body of a business letter may include the following elements:

 

1. Acknowledgement of the receipt of a letter

1. We have received your letter of May 15...

2. We thank you for your letter dated...

3. In reply to your letter of...

4. We are obliged for your letter of...

5. We acknowledge (the) receipt of your letter of...

6. We acknowledge your letter of...

7. We are in receipt of your letter of...

8. This is to acknowledge with thanks receipt of your letter of...

9. I wish to acknowledge with many thanks the receipt of your letter of...

10. Receipt is acknowledged of your letter of...

 

2. References to dates

1. We refer to your letter of May 15...

2. Your letter of 20 ult...

3. Your telegram dated 25th inst...

4. The vessel will arrive on the 2nd prox.

5. of today's date

6. of yesterday's date

7. of the same date

 

Requesting the answer

 

1.    We should appreciate a prompt reply.

2. We should appreciate to receive your prompt reply at your convenience.

3. A prompt reply would be appreciated.

4. Will you kindly let us have an early reply.

5. Will you kindly reply to this letter.

6. In anticipation of your early reply, I remain...

 

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