BUSINESS LETTERS - OPTIONAL PARTS
Reference Line
Attention Line
Enclosure
Postscript
Identification mark
THE REFERENCE NUMBER
Position:
It is typed slightly above, below, or in a line with the date, but on the opposite side of the page. Some companies print letterheads that clearly indicate where the number is to be filled in.
Contents: Some letterheads contain two reference lines; the first one gives the file reference number of the receiver and the second gives the file reference number of the sender. The reference line is printed in one of the following ways
a) Your Reference: ............
b) Ref. No. .........
c) R.N. ..............
d) Our Reference:
('Your Reference' should always come before 'Our Reference' as shown above.)
The file reference is indicated by letters of the alphabet and figures, depending on the system of filing in the company (alphabetical, serial, geographical, subject-wise, etc.) Sometimes indicates the initials of the person who has sent the letter or shows the department from which it has been sent.
Significance:
It is essential for filing purposes in the receiving and sending companies. It helps to trace previous correspondence on the same topic. When the receiver's reference number is also quoted it is an act of courtesy and makes the work of filing much easier at the other end.
THE ATTENTION LINE
Position:
When used, the Attention Line is to be placed two spaces below the Inside Address and two spaces above the salutation. It is usually written in the center of the page. It may be used with or without the subject line (mentioned later).
Contents:
It contains the name of the person to whom the letter-writer would like the letter to go in the company or firm. It is underlined and can be written in one of the following ways
a) Attention of Mr Desai
b) Personal attention of Mr Desai
c) Attention: Mr Desai.
d) Confidential: Attention Personnel Manager
Significance: The Attention Line is only to be used when the letter is addressed to the company or firm and the letter writer wishes to attract the attention of a particular individual to the letter. It is best to use this sparingly in case the person is absent or on leaving your letter will not receive a response till n or she returns.
ENCLOSURES
Position:
The enclosure notation must be typed in a space or two below the signature, in the left margin.
Contents:
This notation informs the incoming mail department that the envelope in which the letter is being sent also contains some additional papers, cheques, documents, etc. When more than one item is enclosed, the typist should indicate the exact number:
Encl: 4. When the enclosures are important it is better to list the items
Enclosure- 1. Cheque
2. Demand Draft
3. Transport Receipt
When the enclosures have already been listed in the body of the letter it is not necessary to list them again in the Enclosure Notation.
Significance:
This notation is very important for the mailing clerk. He need not examine the envelope carefully where enclosures are indicated. If they are indicated then his first car will be to extract them safely.
INITIALS OF THE DICTATOR AND TYPIST
(IDENTIFICATION)
Position:
Many companies have these typed immediately after the signature, but the logical place for the Identification Line is right at the end of the letter. This line is always typed on the left margin.
Contents:
The initials of the dictator of the letter are typed first, followed by the initials of the typist. This can be done in a variety of ways but it is customary to type the initials of the dictator in capital letters and those of the typist in small letters-
a) PSRT/lm
b) PT/lm
c) T.R. / m.v.
d) M: j
THE POSTSCRIPT
The Post Script (P.S.) has no place in a business letter. Its use is only permissible when information has been received at the last minute and has to be inserted in the letter, always assuming that there is no time to draft and type a fresh letter.
Where the P.S. (Latin : post scriptum) is used it must be initialed or signed again by the letter writer. This is done to show that the P.S.has not been added by someone else.
Sometimes the post script is deliberately used to produce an effect on the reader. This is done in Sales Letters or Reminders P.S. you have already sent your order, please ignore this reminder. And thank you very much.
Happy Learning
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