NON-ESSENTIAL PARTS OF A BUSINESS LETTER
When appropriate any of these optional parts may be included in a business letter. The optional or non-essential parts of a business letter are: 1-Attention line
2-Subject line 3-Enclosure
4.Copy notation
5.File or account number
6.Mailing Notation
7.Post Script
1.Attention Line
To ensure prompt attention, sometimes a letter which is addressed to a firm or a company needed the attention of a particular officer, either by designation or by name in that organisation. This is done by adding an address, two spaces above the salutation. This line is generally underlined.
"Attention: The Sales Manager" or ("Attention" Mr. A. B.)
2.Subject Line
The purpose of the subject line is to let the reader knowimmediately what the message is about. It also helps in filing. The subject line may include or omit the word 'Subject'. It is usually placed on the second line below the salutation and centred or placed with the left margin. Typing may be capitals and lowercase and under-lined or bold or all capitals.
Examples:
Subject: Supply of Construction Materials
Subject: Supply of Construction Materials
Subject: SUPPLY OF CONSTRUCTION MATERIALS
3.Enclosure
If there is anything attached to the letter, it must be indicated against the enclosure line which is to be typed two spaces below the identification or reference section.
Generally the abbreviated form is typed against which the number of enclosures is indicated.
Encl: 2
4.Copy Notation
When the persons other than the addressee are intended to receive the copy of the letter, the names of these persons arranged in order of importance or in alphabetical order, should be typed in a copy notation. It is placed below the reference initials or enclosure notation. Type 'cc' before the recipients' name or 'pc', if it is a photocopy.
5.File / Account Number
In some firms, for the ease in filing and quick recognition for both the sender and reader, the account number is typed above the body of the letter at a conspicuous place.
Account No.______________
6.Mailing Notation
Words such as 'Special delivery',
'Certified Mail' may be typed below the date line and at least a double space before the inside address.
7.Post Script
To emphasize a point, already mentioned or not, a personal message is included, unrelated to the letter under the caption of Post Script or PS. It may be typed or hand written with or without the word 'Post Script'. It should be added below everything else typed or written on the page.
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