Auxiliary Parts

-are the optional,

miscellaneous and
non-mandatory
parts of a business
letter.

Auxiliary Parts
1. Reference Initials
2. File Reference
3. Attention Line (Attn:)
4. Subject Line (Re:)
5. Personal Line
6. Enclosure Notation (Encl:)
7. Postscript
8. Carbon Copy Notation(cc:
9. Blind Carbon Copy notation)

Reference Initials
is an acronym, initial or code
of all or any of the writer
and dictator or encoder.
tells who typed the letter.
written two spaces below the
writers identification or
the signature block at
the left hand
margin.

Below are the various styles:

AT:ct

(AT, wrote the letter; ct, typed the letter)

or
AT/ct
JM:AT:ct

(JM, signed the letter; AT, wrote the letter; ct, typed the letter)

or
JM/AT/ct
JM/ct

(JM, wrote the letter; ct, typed the letter)

Illustration:
Sincerely yours,
MS. XELA DOLL POWERS
Accounting Manager
writers initial
encoders initial
AP/dp

Reference Initials

File Reference
It is used to easily retrieve the files.
It simplifies the filing process of the
company.
It may be typed two spaces below the
date line.
is useful to refer to the previous letters
which are related to the current
letter.
When the letter runs longer than one
page, the reference line should be
repeated on each subsequent
sheet.

Illustration:

Or can also be done this way:

If the letter is about Sexual Harrassment:

USB #3; SH.let or

USB3; SH.doc

Attention Line
Is a device used for the purpose of directing
the
letter to the attention of a specific person or
group within the company that can take care of
handling the message.
Typed below the inside address and two spaces
above the salutation.
It may be indented or typed at the left margin,
depending on the letter style used.
It is written by use of a colon and a word
Attention: or any of the following:
ATTENTION:
For the attention of.
Attn. Mr. ..
Attention of .
Attention: Mr.

ILLUSTRATION:
Mr. Mike A. Mariano
Superior
Treasurer
Silangan Enterprises
15 Narra St., Commonwealth
1108 Quezon City

Mr. Mike A. Mariano

Superior
Treasurer
Silangan Enterprises
15 Narra St., Commonwealth
1108 Quezon City

Subordinate
Atention: Ms. Susan C. Perez
Assistant Treasurer, Marketing
Division

Dear Mr. Mariano:

Dear Mr. Mariano:

Subordinate
Attention: Ms. Susan C. Perez
Assistant treasurer
Marketing Division

ILLUSTRATION:
Senate Boys Enterprise
Rm. 531 C.B. Building
15 Acacia Street, Commonwealth
Quezon City

Senate Boys Enterprise

Rm. 531 C.B. Building
15 Acacia ST. Commonwealth
Quezon City

Attention: Head of Pork Barrel

Gentlemen:
Gentlemen:
For the attention of Ms. Janet L. Napoles

Re: RELIEF GOODS

DISTRIBUTION

Subject Line
Is a device used by the writer if
he wants the reader to know in
advance the subject matter of
the
message.
It is typed two spaces below
the salutation.
It is part of the body of the
letter, not the heading.
It may be indented, centered
or typed at the left
margin, depending on the
letter style used.

ILLUSTRATION:
Womens Civic League
234 Mendiola St.
Metro Manila

Womens Civic League

234 Mendiola St.
Metro Manila

Attention: Miss Soli Laredo

Attention: Miss Soli Laredo

Ladies:

Ladies:

Subject: BEAUTIFICATION CAMPAIGN

Re: Beautification Campaign

Personal Line
Is made by typing the word
PERSONAL, making
it clear that
others
have no business with the
letter.
It indicates that the letter or
material is extremely confidential
and should be sent only to the
addressee.
It should be typed on the envelope,
two spaces below and an inch left
of the typed address.

Illustration:
November 17, 2014
(2 spaces)
PERSONAL
(2spaces)
__________
__________
__________
__________

In the Envelope:

I MAKE IT CLEAR THAT OTHERS HAVE NO BUSINESS WITH THE LETTER.

Enclosure Notation/
Attachment
It serves as a reminder to
the receiver that an
additional material is in the
envelope.
It means that other people
were given a copy of the letter.
It is typed two spaces under
the reference initials.

Different styles of enclosure notation:

1. Enc.

5. 2 Encs.

2. Enclosure: Invoice#152

6. Enclosure

3. Enclosures: Cheque
Contract

7. Enclosures: 1. Bill of lading (5 copies)

2. Bill of exchange (2 copies)

4. Enclosures: (2)

8. Enclosures: 2

Illustration:
Sincerely yours,

SUSAN M. CRUZ
Corporate Secretary

Enclosure
Encl.: Minutes of our previous meeting

Postscript
It should also be written to
stress an important item or
point briefly.
It may be typed two
spaces
below
the
reference initials,
enclosure
or
carbon
copy.

Illustration:

Very truly yours,

DAN A. SANTIAGO
Marketing Manager
Postscript
P.S. Avail 25% discount on wholesale, all items.

Carbon Copy Notation

This indicates that the named
persons are to receive a copy of
the letter.
It is typed two spaces below the
reference initials or enclosure.
This notation tells that a carbon
copy of the letter is being sent
to another person.
Either the words "Copy to" or
"cc/CC" or Copy" may be used.

Illustration:
Very truly yours,

MICHELLE A. SANTOS
Administrative Officer
Carbon Copy
cc: Art C. Quebec
Budget Officer
Lily C. Basco
Chief Accountant

Blind Carbon Copy Notation

used when it is unnecessary for an
addressee to know that a copy of the
letter is being sent to other individuals.
place where the regular carbon copy
normally appears. Included on the
copies only, not the original.
In here, the word bcc is used in small
letters.

Illustration:
Very truly yours,

MICHELLE A. SANTOS
Administrative Officer

bcc: Mrs. Joan Yang, CPA