OPTIONAL

PARTS OF
BUSINESS LETTER

Attention
Lines
In formal correspondence, it is a line of text denoting the intended recipient
within an organization. In a business letter, it is usually positioned above the
salutation.
Tips in Using ATTENTION LINES
Type the name of the person to whom you're sending the letter. If you type
the person's name in the Inside Address, skip this. Do the same on the envelope.
Since an Attention line is used, an appropriate salutation is Ladies and
Gentlemen.

Communication Consultants, Inc.

230 Saratoga NW, Atlanta, GA 30303-203

Telephone: 404-555-0814
Fax: 404-505-0134
http://www.comm.com/atl/bus.html
September 27, 2012

Piedmont Environmental Protection Services

Attention Ms. Evelyn Grant
6060 St. Anthony Street
Charlotte, NC 28287-6078
Ladies and Gentlemen:
The Environmental Protection Institute has asked me to conduct a letter-writing workshop for
personnel in the Piedmont area. The workshop is scheduled for October 8, 2012 through October
12, 2012 at the Belvedere Plaza in Charlotte.
Please send me copies of your letterhead and a statement about your preferred letter format by
October 4, 2012. The Institute will refund your mailing expenses.
Sincerely yours,

Allen M. Kelly
Allen M. Kelly
Marketing Manager
cb

Subject
Lines
The subject line is below where you type in the e-mail address (es). It
briefly describes the nature of your message
Tips in using SUBJECT LINES.
Type the gist of your letter in all uppercase characters, either flush left or
centered. Be concise on one line. If you type a Reference Line (3), consider if you
really need this line.
The Subject Line may be keyed in all capital letters or in capital and
lowercase letters.

Drake Petroleum Co.

1411 Main Street
Titusville, PA 16354-4411
814-555-0714
drake@titus.petro.com
September 27, 2012

All Employees:
SUMMER WORK SCHEDULE
Beginning October 1, all office personnel will work a four-day week. The hours will be from
7:30 a.m. until 4:30 p.m. with one hour for lunch.
If you use childcare facilities in the Norris building, please discuss this schedule with Brian
Jones, childcare supervisor. Mr. Jones must know the number of children who will eat breakfast
in the cafeteria.

Lynn Stafford
Lynn Stafford,
Human Resources director
sr

Enclosure
Notation
This line tells the reader to look in the envelope for more. It is located
after the reference initials and is there to indicate that another item is enclosed,
such
as
an
attachment
a special notation at the end of a letter that indicates that an item(s) is included
with the letter, usually the word.

Tips in using ENCLOSURE NOTATION.

Type the singular for only one enclosure, plural for more. If you don't
enclose anything, skip it.

City Department Store

CREDIT DEPARTMENT

Blackhawk Mall P.O. Box 7700

Wilmington, DE 19803-7700
Telephone: 302.555.0110/Fax: 302.555.0110
September 27, 2012
Mr. Robert Samuel Brooks
4911 Mayfield Road
Newark, DE 19713-4911
Dear Mr. Brooks:
You have been approved for a City Department Store charge account. To activate your enclosed
CDS Value Card, call our credit security line at 1-800-555-0196. Once your card is activated,
you may begin using your CDS Value Card immediately.
Safeguard Your Credit, the enclosed booklet, outlines our credit terms on pages 3 through 6
pages 7 through 10 offer suggestions on how to use your credit wisely. For your convenience and
security, you may report a lost or stolen credit card by calling the toll-free number printed on the
back cover of the booklet.
By using your CDS Value Card within the next 30 days, you will save an extra 10 percent on any
purchase over $125. Watch the advertisements included in your monthly statements for
additional savings.
For questions about using your CDS Value Card or about our credit terms, please call me at
302.555.0110.
Sincerely,

Sarah Rosenzweig
Sarah Rosenzweig
Credit Manager
gc

Enclosures:

CDS Value Card

Safeguard Your Credit

CC
Notation
What is CC?
It is a duplicate of anything written or typed, made by usingcarbon paper.
Before invention of the photocopier, carbon paper was used to create duplicates of
documents by placing it between the original document and a blank piece of paper
so that an image of the original was transferred to the blank piece of paper as a
document was written or typed. A notation was placed at the bottom of the original
document indicating for whom a "carbon copy" was created. This notation was
typed, for example, as follows:
cc: John Smith.

Nowadays, because of new generation CC means Courtesy Copy.

Tips in using CC NOTATION
CC: Stands for courtesy copies (formerly carbon copies). List the names of
people in alphabetical order to whom you distribute copies if addresses would be
useful to the recipient of the letter, include them. If you don't copy your letter to
anyone, skip it.

Piedmont
Environmental
Protection
Services

Charlotte Branch
6060 St. Anthony
Charlotte, NC 28287-6087
Telephone: 704-555-0122
Fax: 704-555-0172
E-mail: pled@environ.char.gov

September 27, 2012

Mr. Allen M. Kelly

Marketing Manager
Communication Consultants, Inc.
230 Saratoga NW
Atlanta, GA 30303-3023
Dear Mr. Kelly:
LETTERHEAD AND PREFERRED LETTER FORMAT
The environmental protection employees in the Piedmont area certainly need your workshop on
letter writing. We all have questions about several of our routine letters. From this reply, you can
tell that I prefer the modified block format with block paragraphs and mixed punctuation.

Directors in the other cities prefer different letter formats. I have discussed your workshop with
them and have asked them to send you copies of their letterhead and statements about their
preferred letter formats October 4, 2012.
Will you join me for dinner on October 7? Please call me to discuss your plans.
Sincerely,

Evelyn Grant
Evelyn Grant
Director
ph
cc:

Mr. Warren Bowers

Mrs. Joan Exum

BCC
Notation
What is BCC?
BCC means Blind Courtesy Copy
Copy of a letter or e-mail sent to a person without indication on the original
that a copy has been sent; symbolized by bcc. The bcc: field of e-mails should be
used for sending messages to a mailing list to avoid privacy issues arising from
revealing e-mail addresses of recipients to other recipients.

Piedmont
Environmental
Protection
Services

Charlotte Branch
6060 St. Anthony
Charlotte, NC 28287-6087
Telephone: 704-555-0122
Fax: 704-555-0172
E-mail: pled@environ.char.gov

September 27, 2012

Mr. Allen M. Kelly

Marketing Manager
Communication Consultants, Inc.
230 Saratoga NW
Atlanta, GA 30303-3023
Dear Mr. Kelly:
LETTERHEAD AND PREFERRED LETTER FORMAT
The environmental protection employees in the Piedmont area certainly need your workshop on
letter writing. We all have questions about several of our routine letters. From this reply, you can
tell that I prefer the modified block format with block paragraphs and mixed punctuation.

Directors in the other cities prefer different letter formats. I have discussed your workshop with
them and have asked them to send you copies of their letterhead and statements about their
preferred letter formats October 4, 2012.
Will you join me for dinner on October 7? Please call me to discuss your plans.
Sincerely,

Evelyn Grant
Evelyn Grant
Director
ph
bcc:

Mr. Warren Bowers

Mrs. Joan Exum

Postscripts
PS means that you want the reader to read any extra information that you
include near the end of the letter that you just remember.

The Clean Team-Winning Peace of Mind for You!

www.TCT.com
215-555-9003

Phone:

September 27, 2012

The Williams Family
12 Banek Way
Philadelphia, PA 19103
Greetings
You can have a clean house without lifting a finger!
We can help you, just as weve helped hundreds of other Philadelphia families
during the past two decades by making sure your home is always fresh and clean.
Roto-Clean, our specially designed rotation system for busy households, keeps your
home in top shape. Heres how the system works:
On the first visit to your home, we give the whole house a general cleanup with an
indepth cleaning of your bathrooms and kitchen. On the second visit, we clean
everything again but do an indepth cleaning of your living room and bedrooms.
Each time, your whole house gets a general cleanup with special attention to
designated areas.
These tasks and other are always included in our general cleanup plan:
Cleaning and disinfecting tile walls, bathtubs, showers, sinks, and toilets
Wiping appliances and cabinet/vanity tops
Washing the floor and vacuuming carpets
Shining mirrors and fixtures
Dusting furniture and removing cobwebs
Indepth cleaning includes these special touches:
Scrubbing tile grout
Disinfecting floors

 Hand wiping baseboards, doors, and cabinet fronts

Small-brush cleaning around faucets, drains, and other hard-to-clean places
Vacuuming window coverings and cleaning lampshade s

You will find our staff pleasant, efficient and willing to go that extra mile.
They are carefully trained, bonded and insured.
You get a great cleaning staff and reasonable rates. In fact, the first cleaning
visit is 50 percent off with a six-month contract! Take advantage of this
limited offer by calling me today at 215-555-9003 or by visiting our website
at www.TCT.com

Sincerely,

Sylvia Sanders
Sylvia Sanders
President

P.S. Lets make an appointment, so I can tell you how little you will spend to
keep your house clean and to keep a peace of your mind!


Mailing
Notation

What is Mailing Notation?

For short meaning Mailing Notation serves as stamp in the letter. It
indicates how the letter will be delivered.

Tips in using CC NOTATION

Type the gist of your letter in all uppercase characters if appropriate.

Examples include:

SPECIAL DELIVERY

CERTIFIED MAIL

AIRMAIL

Zone

3,

Lourdes

Village
San Jose
4418 Pili, Camarines

Sur

PNI Management Philippines

6th Floor, Strata 2000 Building
Emerald Avenue, Ortigas Center
Makati City
Dear PNI Management Philippines:
While I was surfing the Internet on August 1, 2016, I saw your job-wanted advertisement
for an account officer and it caught my attention. I am interested in the said position that
is why I am offering my qualifications to your company.

I am a graduate of Ateneo de Naga University with Bachelor of Science in Accountancy.

When I was in college, I enrolled in many accounting subjects like Income Taxation, Cost
Accounting, Intermediate Accounting and Management Accounting wherein I learned to
journalize entries, process payrolls, liquidates assets and etc.

In addition, I have accomplished Practice sets which practice us in recording transactions,

issuing checks, vouchers and sales invoice, filling up forms and etc. With these I had
developed my skills in accounting. Enclosed with this letter is my resume which contains
more of my qualifications and information about me.

If I met your standards, I am always ready for your interview. You can contact me at my
phone number 09090999999.

Sincerely,

Joedy Mae B.Mangampo

Ms. Joedy Mae B. Mangampo


SPEED MAIL