In addition to the six regular parts of a business letter, sometimes special or optional parts are necessary or wanted by the writer:
This consists of the word Ref (short for Reference) followed by a colon (:) and specific information, often a serial or reference number. It is usually placed between the date and the inside address.
e.g.
Nov 10, 1995
Ref: MHI/KSL/10/90
Soren Construction Co.
4335 Broadway
Indianapolis, IN 46305
USA
When a letter is addressed to a company or organization rather than an individual, an attention line may be given to help in mail delivery.
NB An attention line is never given when the inside address contains a person's name.
Attention lines are typically directed to: Sales Division, Personnel Manager, etc. or it may contain the individual's name. The attention line contains the word Attention (or Attn) followed by a colon (:) and the name of the office, department or individual. It is placed between the inside address and the salutation.
e.g.
Nov 10, 1995
Ref: MHI/KSL/10/90
Soren Construction Co.
4335 Broadway
Indianapolis, IN 46305
USA
Attention: Mr Charles Graham
Dear Sirs:
The subject line is used to immediately draw the reader's attention to the subject of the letter. It consists of the word Subject followed by a colon (:) and a word or words of specific information. The position of the subject line is not standardized. It may appear to the right of the inside address, or centred on the page below the inside address or below the salutation. It is commonly placed below the salutation, as shown below.
e.g.
Soren Construction Co.
4335 Broadway
Indianapolis, IN 46305
USA
Attention: Mr Charles Graham
Dear Sirs:
Subject: Rough Terrain Crane RK250-II
This is placed one space below the typewritten signature to identify the writer's position and/or the section s/he works in.
e.g.
Sincerely yours,
Peter Monet
Peter Monet
Sales Representative
When the person whose signature appears on the letter is not the person who typed the letter, there is an identification line. It consists of two sets of initials separated by a colon. Usually, the sender's initials are capitalized and the typist's are in lower case. The identification line is two spaces below the signature and even with the left margin.
e.g.
Sincerely yours,
Peter Monet
Peter Monet
Sales Representative
PM:dap
When something is enclosed with the letter, an enclosure line is usually typed one space below the identification line and even with the left margin. If there is no identification line, the enclosure line is two spaces below the signature. It is usually written Enc followed by a colon (:) and information.
e.g.
Sincerely yours,
Peter Monet
Peter Monet
Sales Representative
PM:dap
Enc: Brochures
When a copy of a letter is sent to another person, the letters cc followed by a colon (:) and the name of the person to whom the copy is being sent is typed one space below the enclosure line (or the identification line if there are no enclosures). If there is no identification line, it appears two spaces below the signature. The letters 'cc' traditionally stand for 'carbon copy'.
e.g.
Sincerely yours,
Peter Monet
Peter Monet
Sales Representative
PM:dap
Enc: Brochures
cc: Mr.
Kevin Walker