Optional Parts of Business Letter

Optional parts of

Business Letters

Optional parts are those parts of a letter that we use when required. They are;

1) Attention line 2) Subject line 3) Enclosure notation 4) Copy notation 5) File or account number 6) Mailing notation 7) Postscript

1) Attention line

• Attention line is used to forward a letter to a particular person or title or department when the letter is addressed to a company. Attention line is usually placed between the inside address and salutation. A blank line is left before and after it.

2) Subject line

• Subject line shows the main idea of your message. It is very helpful for the reader. He can understand the whole idea of your letter from the subject line. You can use the word subject before the line or may omit it. It is usually placed on the second line below the salutation. It can be in the center or on the left margin.

3) Enclosure Notation

• Enclosure notation shows that you have enclosed one or more documents with your letter. An enclosure can be anything in the envelope other than the message itself. If you want to enclose more than one item, you should indicate the number as Enclosure 4 or Enclosure 5. For attachment you should use the word attached. When enclosures are very important, you must mention the names of the documents. Enclosure notation is placed below Reference Section.

4) Copy Notation

• When you want other persons to receive a copy of the letter, the names of those persons arranged in order of importance or in alphabetical order should be typed in a copy notation. It is placed just below the enclosure notation. Type "cc" before the receivers' name if you are sending them a carbon copy, "pc" for photocopy and "bpc" for blind photocopy.

5) File or account number

• Sometimes file or account number is typed above the body of the letter in a prominent place. It is very helpful for the sender's and the reader's company. Both can easily check their record.

6) Mailing notation

• Mailing notation are the words such as Special Delivery, Certified or Registered Mail. They are placed a double space below the date line and a double space before the inside address. They can also be placed a double space under the reference initials.

7) Postscript

• Postscript is an after thought that you want to add in your letter. If you forget to mention a point in the body, you may write it in the postscript. It is written at the end of the letter below everything. You can write 'ps' before the postscript line.

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