WHAT IS PLAIN LANGUAGE?

- from the Latin word

PLAIN LANGUAGE….. “Aureus”which means
-also known as “plain English” “gilding’’ or supposed
- is easy to read, understand, or use. heightening of diction in one
- is grammatically correct language that includes language
complete sentence structure and accurate - Example
usage. Up sprang the goldyn candill
-is clear, concise, organized and appropriate for matutyne,
the audience.
- is free from jargon and rarely used words & With clere depurit bemes
terms , and comes straight to the point being cristallyne
processed. -Matutyne, depurit and
WRITE FOR YOUR AUDIENCE cristallyne are aureate words.
Put yourself in your reader’s shoes Translation
Who is my audience? Up rose the sun with clear pure
What are the needs and objectives of the crystal light
audience? Corporate Jargon
What does my audience already know about - Is the jargon often used in large
the subject? corporations.
What questions will my audience have? - Reference to such jargon is
EXAMPLE: derogatory, implying the use
Wordy long and complicated words
The Dietary Guidelines for Americans EXAMPLES
recommends a half-hour or more of moderate 1.“Open the kimono” is used in
physical activity on most days, preferably every business speak which means
day. The activity can include brisk walking, sharing information with an
calisthenics, home care, gardening, moderate outside party
sports exercise, and dancing. 2. “Chapter 11” a US code
Clear which means bankruptcy
Do at least 30 minutes of exercise, like brisk Gobbledygook
walking, most days of the week. - Refers to speech or other use of
Keep It Short language that is nonsense, or
There is no escaping the fact that it is that appears to be vague, long
considered very important to note that a and involved with Latinized
number of various available applicable studies words.
ipso facto have generally identified the fact that - Includes speech sounds that
additional appropriate nocturnal employment are not actual word.
could usually keep juvenile adolescents off EXAMPLES
thoroughfares during the night hours, including - Jibber jabber-means rapid talk
but not limited to the time prior to midnight on - Spercalifragilisticexpialidocious-
weeknights and/or 2 a.m. on weekends. beautiful
(62 WORDS) - Pneumonoultramicroscopicsiliconvolca
Keep It Short noconiosis-means cough
More night jobs would keep kids off the streets. Legalese
(9 words) • Is a term associated with a
What is not Plain Language? traditional style of legal writing
Aureation that is part of specialized
- To make golden discourse for lawyers.
 • Lay readers cannot readily 2. Organizing Information
comprehend. 3. Designing an Effective Document

Psychobabble 1. Readability
• is a form of speech or writing - It looks at words and
that uses psychological jargon, sentences to measure how easy a
buzzwords, and esoteric document is to read
language to create an - Speed of Perception
impression of truth or - Visibility
plausibility. Components of Readability
EXAMPLE
1. Content
Socialize - pertains to the complexity of its
vocabulary and syntax.
“Let’s socialize that idea around the Example:
group and get some feedback” I suffer the punishment of
tardiness.
Instead:“Let people know what our idea
VS
is and see if they like it
Procrastination makes me
Technobabble suffer its wrath.
2. Typography
• is a form of jargon that uses - pertains to font size, line height
buzzwords, and esoteric and line length.
language, specialized technical 2. Organizing Information
terms, or technical slang that is - emphasizes how the write-up
incomprehensible to the is structured
listener Introduction
Body
Example:
Conclusion
1. I reversed the polarity of neutron
flow

2. Despite the implicatons of the Special

Theory of Relativity on faster than light
travel, it can be done via wormholes.

Written material is in plain

language if your audience can:
 Find what they need;
 Understand what they find;
 Use what they find to meet
their needs.
Principles of Plain Language
1. Readability
3. Designing an Effective Document 3. State your major points before making
details.
- Documents that are easy on the eye are 4. Limit each paragraph to one idea
easier to understand than more traditional 5. Stick to your topic.
styles. 6. Write in active voice.
- Effectiveness is the fulfillment of writing’s - The use of an active voice in your business
writing will strengthen the overall delivery.
goal
- less awkward, simpler
DESIGN 7. Wordiness!
Guidelines for Good Document Design - Wordiness is taking more words than
Font style necessary to make your point
1.1Italics add emphasis 8. Use everyday words
1.2 Bold type shows importance
1.3 Capital letters show emphasis Audience
• What is an Audience?
2. Bulleted lists present key
The audience of technical report- or
concepts quickly any piece of writing- is the
3.Use tables often intended or potential reader/s
Good Fonts are: PURPOSE:
• Easily readable
• Aesthetically pleasing Not what you want to do; But,
Use serif fonts for:
Body text What you want your
audience to do as a result
San-serif for
of reading what you wrote.
• Headings
Knowing Your Audience
• Subheadings • “Who am I writing this for?”
Which fonts are business- appropriate? - is of the utmost importance
• Font 1 • “What does the reader need to know?”
• Font 2 -what to cover and what not
• Font 3 • Understanding audience’s needs and
expectations
• Font 4
-enhances chances of communicating
• Font 5 Successfully
Use white space to: Types of audience
• Break information into units • Expert
• Signal section breaks • Executive
EFFECTIVENESS • Technician
Basic Principles of Effectiveness in • Layperson
Writing • General experts possess extensive
1.Write for your reader, not for knowledge about a field in general. 
yourself.
• Specific experts, on the other hand,
2. Use pronouns when you can.
share or surpass your knowledge
- Be careful when you use the pronoun we
about a document's subject matter.
in a business letter, since it commits your
organization to what you have written. • Strategies for Writing to Experts:
• If your audience consists solely
of specific experts, you may not need to
give extensive background or define
key technical terms or acronyms.
• If your audience includes general
experts, provide sufficient background
information and define any terms that
they might be unfamiliar with.
• Do not just present a concept to an
expert. Also explain its parts and
processes in detail.
Executive are busy people who need to use
documents primarily as tools in making
decisions. Because executives read and
review many documents, be brief and to
the point.
Strategies for Writing to Executive
• Distill key information into an executive
summary.
• In general, present information in order
of importance.
• Emphasize information that will aid in
making decisions.
•
• Present
sufficient background information in
your introduction.
• Summarize all recommendations for
action in your conclusion.
• If necessary, put technical explanations
into appendices.
• Use graphs to summarize information.
• Explain any unfamiliar terms. 
o Keep sections and overall
instructions as short as
possible;
• Provide short definitions or
explanations of any unfamiliar terms,
tools, devices, or procedures.
A layperson is one who does not possess
the technical knowledge of an expert or
a technician.
Strategies for Writing to Laypersons
• Present
extensive background information in
your introduction.
• Organize information from the familiar
to the unfamiliar.
• Simplify information to the level
sufficient for the audience’s purpose in
using the document.
• Explain all technical terms.
• Illustrate and explain technical terms
and concepts with analogies (e.g., "Your
hard disk is like an attic; if it is too full,
you may have trouble retrieving a
specific item,") and anecdotes.

Technicians are the people who construct,

operate, and fix things.
Strategies for Writing to Technicians
• Keep introduction and background infor
mation brief.
• Make information accessible:
Technician vs. Layperson
o When appropriate, reduce
In technician’s terms say:
information to instruction on
"You need a new piston, valve guides,
how to perform a procedure or
stator, and counter-shaft balancer" 
diagnose and fix a problem.
o Use graphs and tables.
In layperson's terms you'd say: 
"There are some internal parts that need
replaced"
In technician’s terms say:
"Momentum, a function of mass and
velocity, is conserved between portals.
In layperson's terms you’d say:
“Speedy thing goes in, speedy thing comes
out”
Captive vs. Non-captive Audience
Captive Audience
A captive audience is required to be
there.
Non- Captive Audience
A non-captive audience just is there for
fun.
REAL or INTENDED AUDIENCE
 REAL AUDIENCE – the one who is (most
likely) going to read your writing.
 INTENDED AUDIENCE – is the audience
for which your document is intended.
Primary, Secondary and Tertiary Audiences
• Primary Audience
 are those who receive the
communication directly; target
audience.
 decision maker, primary point of
contact, project lead, etc.
 Secondary Audience
 are those readers who are not the
primary addressee but are still included
as viewer
 technical expert within audience’s
organization
 Tertiary Audience
 are all those who fall outside of the
primary and secondary audience
 others who may read your
communication
WRITING FOR YOUR AUDIENCE:
• Audience analysis
• Audience profile
• Meeting audience needs
AUDIENCE ANALYSIS
is a task that is often performed by
technical writers in a project's early stages.
It consists of assessing the audience to
make sure the information provided to
them is at the appropriate level.
AREA OF AUDIENCE ANALYSIS:
 BACKGROUND- knowledge, experience,
training and the like.
Needs and Interests
Things that your audience expects to
obtain from your document.
Other Demographic Characteristics
• AGE
• GENDER
• CULTURE
• GROUP MEMBERS
• EDUCATION
• OCCUPATION
• Religion
AUDIENCE PROFILE
-helps you choose where to spend your
time.
-method used to understand the target
audience.
Creating an Audience Profile
1. Create a demographic profile
2. Develop a buyer persona
- Knowing the economic characteristics
of your target audience
- Allows the marketers to understand
and anticipate the customers’ needs.
BUSINESS LETTERS
BUSINESS LETTERS
 A written message used to transact
business which cannot be conveniently
conducted orally. It is formal and direct,
with no literary pretentions.
PURPOSES:
 1. To serve as a record.
2. An attempt to secure action from the
reader.
PARTS OF A BUSINESS LETTER
1. Heading
2. Date Line
3. Inside Address
4. Attention Line
5. Salutation
6. Subject Line
7. Body of the Letter
8. Complimentary Closing
9. Signature Lines
10. Identification Initials
11. Inclosure Reference
Attention Line, Subject Line and Inclosure
Reference are used whenever needed; the rest
must be included in every letter.
As a general rule, double spacing between each
part of a letter should be observed.
1. The Heading—consists of the name of
the firm or the individual and the
address. These are the essentials for a
printed letterhead, although there may
be additional printed data.
2. The Date Line—consists of the month,
the day of the month, and the year. The
date may be centered, typed flush with
the margin, started at the center point
of the page, or, in full-block letters,
started at the left margin.
3. The Inside Address—consists of the
name and address of the person or the
firm to whom the letter is written and
should correspond in essentials to the
envelope address.
It is written below the date at the left
margin in letters addressed to
government officials and also in
personal letters of a rather formal and
dignified character.
It is sometimes placed in the lower-left-
hand portion of the sheet, beginning
flush with the left-hand margin, two to
five spaces below the last item of the
signature, depending upon the amount
of space between the signature and the
bottom margin.
The inside address
 For reasons of courtesy, we use a title
with every name, such as: Mr., Mrs., or
Miss. If the addressee holds some
special title like Doctor, Professor, or
Honorable, we use the title. Honorable
is employed in addressing a person
prominent in affairs of government.
 The generic name of a thoroughfare
such as Street, Avenue, Boulevard,
Drive, or Road should not be omitted.
Examples:
101 Doroteo Rizal Street,
333 Claro M. Recto Avenue
4. The Attention Line—is used when it is
important that the letter reach quickly
the person who is best qualified to take
care of it. A number of positions and
forms for this information are used, but
as a general rule, the attention line
should be centered.
5. The Salutation—always starts at the left
margin, followed by a colon. The
correct salutation for a firm composed
of men or of men and women is
Gentlemen. For a firm composed
entirely of women, Mesdames.
The salutation
 Salutation for individuals, from formal
to informal:
Note: Do not use a salutation beginning
with My when responsibility for the
letter is to be assumed by an
organization rather than by an
individual.
6. The Subject Line—enables the reader
to know at a glance what the letter is
about. It may be placed in various
 positions (sometimes above the inside
address).
7. The Body of the Letter—contains the
message. As a general rule, single
spacing should be employed within
paragraphs of the letter body. The two
most important sentences of the letter
body are the first and the last. The first
sentence should be utilized for a
constructive purpose.
 Examples of positive openings:
a. It is a pleasure to answer your
interesting letter of October 10.
b. We appreciate your giving us an
opportunity to correct a
misunderstanding.
 The last sentence often “makes” or
“breaks” a letter. It should clinch the
objective of the letter, and leave the
reader pleasantly impressed. It should
direct, forceful, and complete in itself,
so as it draws a clean-cut dividing line
between the letter body and the
complimentary close.
 Examples of positive openings:
a. It is a pleasure to answer your
interesting letter of October 10.
b. We appreciate your giving us an
opportunity to correct a
misunderstanding.
 The last sentence often “makes” or
“breaks” a letter. It should clinch the
objective of the letter, and leave the
reader pleasantly impressed. It should
direct, forceful, and complete in itself,
so as it draws a clean-cut dividing line
between the letter body and the
complimentary close.
 Examples of positive openings:
a. It is a pleasure to answer your
interesting letter of October 10.
b. We appreciate your giving us an
opportunity to correct a
misunderstanding.
 The last sentence often “makes” or
“breaks” a letter. It should clinch the
objective of the letter, and leave the
reader pleasantly impressed. It should
direct, forceful, and complete in itself,
so as it draws a clean-cut dividing line
between the letter body and the
complimentary close.
 Respectfully—should be used only when
special respect is intended (indicates
difference position, rank or authority).
 Yours truly—was the standard form
used very widely in letters calling for a
medium degree of formality. Very truly
yours and Yours very truly are generally
considered preferable to it and
appropriate with the salutations
Gentlemen, Dear Sir, My dear Mr.
Zamora, and Dear Mr. Zamora.
 Sincerely and cordially—are commonly
employed when the writer is well
acquainted with the addressee together
with the salutation Dear Mr. Zamora.
 Dear Joey—when the writer is
intimately acquainted with the
addressee. He can omit yours in the
complimentary close.
 The Signature—applies to the entire
signature unit which usually consists of
two to four lines containing the
following:
a. The typewritten name of the business
organization in behalf of which the
letter is written.
b. The pen-written signature of the
dictator.
c. The typewritten name of the dictator.
d. The designation of the dictator’s
business rank or position within the
organization.

10. Identification Initials—the initial of the
stenographer, and either the name or
the initials of the dictator are usually
placed in the lower left-hand corner of
the letter, ordinarily one or two spaces
below the last line of the signature
group.
11. Inclosure Reference—when other
material besides the letter included in
the envelope, it should be noted in the
left-hand corner on a line with the
bottom margin. (it is spelled with an
initial i though enclosure is permissible;
the number beyond one is indicated
before the abbreviation: 2 incls. )
ELEMENTS OF BUSINESS LETTERS
1. Sender
2. Receiver
3. Message
GOLDEN RULE:
“Adapt the message to the reader” in
substance, in language, and in tone.
 The substance of the message must be
adapted to the reader’s character. The
message must be familiar to the reader.
 The colloquial, jocular tone would not
fit a message concerning an important
business transaction.
Types of Business Letters
1. Inquiries and Replies
2. Order and Acknowledgments
3. Letters Giving Instructions
4. Claim and Adjustment Letter
5. Letter of Application
6. Sales Letters
7. Endorsement Letter
1. Inquiries and Replies—these letters
which ask or answer questions are
usually brief and present no special
difficulty. It consists of four steps:
a. State carefully the circumstances which
necessitate the inquiry.
b. State any facts needed by the reader in
making a complete reply.
c. Ask for the information, or state the
questions.
d. Express gratitude for the favor
requested.
Note: It is customary to inclose postage for a
reply; a note of thanks should follow a letter of
this sort.
The reply should do the following things:
a. Acknowledge the inquiry, or state the
circumstances necessitating the reply.
b. Answer the questions fully.
c. Build goodwill and pave the way for
further contact.
Note: In handling replies, the writer should be
prompt and systematic. If the material is not
immediately available, the inquiry should be
acknowledge and a date set for the final reply.
2. Order and Acknowledgment—the
order letter, as well as its
acknowledgment and acceptance,
constitutes a contract enforceable by
law; therefore, every statement
included in either should be scrutinized
carefully with that in mind.
An order letter should consists
the following elements:
a. Name of the article ordered.
b. Description of each item, giving size,
style, finish, quality, material, weight, or
whatever will help in identifying the
article wanted.
c. Catalog number of the item, if it is
available; if not, the page number of the
catalog (It is well also to include the
number or date of the catalog.)
d. Quantity of each item wanted.
e. Price of each item, and the total price of
the order
f. Method of payment to be used by the
buyer (Occasionally, the conditions of
acceptance of the order should be
included.)
 g. Method of shipment desired by the
buyer.
h. Address to which the goods are to be
shipped, especially important if
shipping address differs from post-
office address.
i. Date at which goods are desired.
3. Letters Giving Instructions—a usual
preoccupation of the engineer or the
architect is giving written instructions
by means of a letter to subordinates, to
other technical men, or to laymen who
write for information or advice.
 These should show careful adaptation
to the reader, as well as clearness and
courtesy in giving orders.
 The writer should know the reader to
whom the instructions are given so that
he may adapt his letter to his needs,
capacity and interest; and the language
understood by the reader.
 The elements of a letter of instructions
are as follows:
a. A general statement which gives the
reason for the letter and paves the way
for the detailed instructions.
b. The detailed instructions.
c. A request for a report, an expression of
cooperation or thanks for the service to
be rendered, or a statement opening
the way for further correspondence to
clear up obscure points.
 In tone the letter of instructions should
be tolerant, polite, and courteous,
never patronizing or overbearing; harsh
imperatives should be softened and an
air of impersonality should surround
the letter. Such expressions such as:
a. “Please see that…”
b. “You are expected to…”
c. “The work is to be performed as
follows…”
d. Claim and Adjustment Letter—are used
whenever a misunderstanding arises
between two parties which cannot be
easily handled by word of mouth.
Claim Letter—attempts to put before the
reader exactly what the writer thinks has been
wrong or unfair in a given transaction. He
should not ask for more than he is entitled to,
nor misstate facts in an effort to deceive the
other party.
Claim Letter consists of four steps, arranged in
the following order:
a. A complete and careful statement of
what is wrong
b. A statement showing the inconvenience
to which the claimant has been put, to
arouse the interest of the adjuster.
c. A request for an explanation, an
adjustment, or whatever is needed to
make good the error.
d. A further appeal adapted to the
reader’s pride, self-interest, sense of
fair play, or fear.
In the adjustment letter, the functional
order is as follows:
a. An expression of interest and sympathy
or an apology
b. A clear and complete statement of the
facts so that the claimant may
understand the adjuster’s point of view
c. An offer of an adjustment which is fair
to both parties (may modern
adjustment letters begin with this
section and is often combined with part
a)
d. An assurance that the situation will not
happen again to build up damaged
goodwill.
5. Letter of Application—it tries to sell the
writer’s services; attempting to secure a
position through this letter.
Two Types:
a. The Letter Replying to an advertisement
b. The Unsolicited Letter
A data form should contain the
following items of information:
a. Physical data such as age, height,
weight, etc.
b. Education, schools, colleges, and
universities with dates of attendance
and degrees. Sometimes, it is
worthwhile to list important specialized
courses studied or to mention grade
average.
c. Experience, with dates employed, type
of work, addresses of firms, etc.
d. Special qualifications which fit the
applicant for the work, record of
honors, prizes, etc.
e. Salary desired. It is often wise to omit
this information entirely, especially in
unsolicited letters.
f. References, with names and addresses.
Salary Desired: this is best stated in a
modest form rather than a definite,
arbitrary or high figure, such as:
a. “Not less than I am now earning,
P______”.
b. “salary of secondary importance, but
enough to live on ”.
c. “whatever is customary for this type of
work”
6. Sales Letters—a tremendous volume of
sales letters goes out every day, and
every professional is sure to be
circularized with many of them.
Four Steps of the Sales Letters called
ABCD’s:
a. Attracting favorable attention by
making the letter attractive in
appearance, easy to read, simple in
language; by appealing to the reader’s
interests or exciting his curiosity, by
being apt, natural, specific, concrete,
not trite nor negative, and by having
the “you attitude”.
b. Building interest and desire: by knowing
the product and the customer, choosing
talking points that show a distinctive
feature or a real need and are fitted to
the class of buyers, by describing the
article either physically or emotionally,
and by inclosing folders or samples to
stimulate interest.
c. Convincing the reader by quoting facts,
figures, data, by inclosing curves and
graphs, photographs—concrete
evidence; by testimonials, by samples
and suggested tests, sending goods on
approval, by specific guaranties and
money-back offers, by evidence of
scientific construction, and by a tone of
confidence.
d. Directing favorable action by
overcoming obstacles to action such as
habits of procrastination or lack of
ready money by offering inducements
such as premiums, low price for a
limited period; by using coin cards,
order blanks, return envelopes, and by
using definite commands, strong
suggestions, or pertinent questions as
closing sentences.
7. The Endorsement Letter—according to
Webster’s New International Dictionary,
endorse comes from dorsum, Latin for
back.
 (to many people) it means to sign on
the back of a check, bill, or commercial
note.
 (popular meaning) is to support,
approve, or recommend.
 (In military, legal, government and
some business offices) it means reply,
comment, or forwarding note added to
a letter of document.
Characteristics of the Business letters
1. CORRECTNESS
2. CLEARNESS
3. CONCISENESS
4. ORDER
5. UNITY
6. COURTESY
7. CHARACTER, PERSONALITY, STYLE
8. TONE
1. CORRECTNESS—a business letter
should be correct as to the facts
given. Also applies to grammar,
sentence construction,
punctuations, and the order of the
mechanical portions of the business
letters.
2. CLEARNESS—the business letter is
clear if it is easily understood. Use
simple, exact language.
3. CONCISENESS—is the art of saying a
thing in as few words as possible.
 4. ORDER—for it is an important
written record, the essential
characteristic of a letter is to have
logical organization.
5. UNITY—no letter should deal with
two unrelated subjects.
6. COURTESY—is the attitude taken by
the writer, expressing friendliness
and good-breeding; it strives to be
polite in manner and phraseology.
7. CHARACTER, PERSONALITY, STYLE—
the three qualities that are
interrelated to each other. Each
letter has its own need thus
encouraging freshness and
originality as well as adding
personal touch to it.
8. TONE—a letter should not be
written in a condescending,
pompous, sarcastic, didactic,
flippant, suspicious, or humble
tone. The writer should consider
the reader as intelligent, human,
honest, and fair-minded.
APPEARANCE
1. Stationery—the prestige gained
through the use of good paper will
more than offset any saving through the
use of inferior paper.
 The standard sheet of business
stationery is 8 ½ x 11inches in size,
white or very light shade of cream,
brown, gray, and blue color.
 The writer should determine the
approximate length of the letter and
type it in such a way as to have
approximately the same margins all
around.
2. Letter Styles—the form of indentions.
Forms of Indentions:
a. The Block Style
b. The Semi-block Style
c. The Indented Style
d. The Full-block Style
e. The Hanging-indented Style
Letter Styles
a. The Block Style—the insider address
and all paragraph beginnings start at
the left margin. Each member of the
signature group is aligned vertically
with the complimentary close which
begins near the vertical center.
b. The Semi-block Style—is identical with
the Block Style except that the first line
of paragraph is indented five,
sometimes ten spaces. Standard
punctuation is commonly used.
c. The Indented Style—less used now than
formerly, the various elements of
addresses and other formal positions
are indented an even number of spaces,
so that a line drawn tangent to the first
will be tangent to all the rest.
d. The principal objection to the use of the
indented letter is the exacting task of
arranging the address and the
signature.
Full-Block Style—each part of the letter,
except possibly the date line and the file
reference, is placed on the left margin.
The best feature of the full-
block style is ease of execution.
e. The Hanging-indented Style—the first
line of each paragraph is flush with
margin, in line with the salutation and
inside address. Other lines are
uniformly indented at least five spaces.
Although frequently used in
sales letters, it is seldom employed in
business letters of a conservative
character. It is appropriate only when
the nature of the business is sufficiently
informal to justify novelty.
Simplified Letter
 (sponsored by the NSO Management
Association) is relatively new.
 the style is similar to that of the Full-
block format, with all the parts
beginning at the left margin.
Note the following details of form:
1. Place the date in top position.
2. Block the address at least 3 spaces
below the date so that a window
envelope may be used if desired.
3. Place the subject caption at least 3
spaces below the address. Full capital
letters may be used.
4. Omit the salutation.
5. Below the paragraphs, double-space
between the paragraphs.
Appearance
3. Punctuation Styles—there are three
commonly punctuation styles for
business letters:
a. Open
b. Standard (also called “mixed”)
c. Closed
Note: Regardless of which style is used for
the other letter parts, it is worth
remembering that punctuation of the
message is the same.
Punctuation
a. Open Punctuation Style—this style
requires that no punctuation be used
after any part of the letter except the
message. It is often used with full-
blocked arrangements as both styles
are considered time-savers for the
typist.
b. Standard Punctuation Style—this style
is commonly used. The salutation is
followed by a colon, and the
complimentary close is followed by a
comma.
c. Closed Punctuation Style—this style is
perhaps the least used and is not
recommended for use in modern letter.
It places a period after the date and a
comma after each line on the inside
address except the last line. The same
punctuation is used in the signature
block.