OPTIONAL

PARTS OF
Business
Letters
LIMJOCO, NADINE KATE D
BONIFACIO, ANDREA
CUNANAN, SHERRY
2 ENP-1
TF 8:30-10:00 AM
Also called
MISCELLANEOUS,
SPECIALIZED or
ADDITIONAL PARTS
To have something
done right away
A Business Letter…..

Must be in order
Must know what each
part does
Formatting – 1st Page

 Top Margin – 2”

 Right Margin – 1”

 Left Margin – 1”

 Bottom Margin - 1”
STANDARD BUSINESS
LETTER PARTS
1. Return Address/Letterhead
2. Dateline
3. Letter Address/Inside Address
4. Salutation
5. Body (most of paper)
6. Complimentary Close
7. Handwritten Signature
8. Keyed Name
Example Letter
123 Main St
Stokes, NC 28574
5/12/2009

[QS]
Parts of a letter:
Pactolus School 1.Return Address/Letterhead
3405 Yankee Hall Road
Greenville, NC 27834
2.Dateline
[DS] 3.Letter Address/Inside Address
Dear Mr. Jones, 4.Salutation
[DS]
On October 24, 2008 we received great news regarding the . . . .
5.Body (most of paper)
[DS] 6.Complimentary Close
This is great news because of . . . . 7.Handwritten Signature
[DS]
Sincerely,
8.Keyed Name
[QS]

Chris Young
[DS]
OPTIONAL PARTS….

1. Attention line
2. Subject Title
3. Continuation line
4. Identification Initials
5. Enclosures
6. Reference Notation
7. Carbon or Photocopy Notation
8. Posterscript
9. Mailing notation
ATTENTION LINE
 To direct the letter to the attention of a
specific person or group within the
company that can take care of handling
the message.
 Attention: or Attn.
 written 2 spaces below salutation
Subject Line
 Indicates subject with which the letter
deals
 Placed 2 spaces below salutation
 Abbrev. “Re”- regarding
Continuation Line

 Used when there is a need for the

continuation of a letter
 Succeeding sheets should not bear
letterheads
 Should be written six (6) lines below top edge
Identification Initials

 Identifies the dictator of letter and the

typist or encoder, even the
department/office the letter came from.
Enclosures
 Indicates attached/ enclosed
documents to the letter
 Used to secure the accompanying
sheets of the letter
 Written below identification initials
Reference Notations

 Indicates previous letters orders, invoices, policy

numbers and document control numbers, serial or model
numbers, credit card or account numbers that have direct
bearing with present letter.
 Same position with subject line but at the right side of the
page below letterhead or at the last line of the inside
address.
Carbon or Photocopy
Notation
 Also called courtesy copies (cc), Carbon copy finished
(ccf) or carbon copy notation (ccn).
 Used when carbon paper is used for duplicates
 When photocopy notation (pcn) or Photocopy furnished
(pcf) is used the COPY or COPIES TO can also be used
 Written below enclosures
POSTERSCRIPT
 “P.S”
 When a writer forgot an important item in the
body
 When the writer wants to emphasize a point in
a body
 Should be avoided in sales letters
Mailing Notation
 Refers to the mode of delivery of the letter
 Can be registered, air mail and such
 Refers to special mailing instructions
 Can be written below date, above inside
address or below identification initials
Mailing Notation
 SPECIAL MAILING NOTATIONS: SPECIAL
DELIVERY, CERTIFIED MAIL,AIRMAIL
 ON- ARRIVAL NOTATION: PERSONAL,
CONFIDENTIAL
THANK
YOU!