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Questions and Answers
What is the purpose of an attention line in a business letter?
Where should the headline be placed in a business letter?
Which of the following is NOT considered an optional part of a business letter?
What does the continuation line signify in a business letter?
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Which abbreviation is typically used less frequently now in subject lines?
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What should be the case of the topic if the letters of the word 'subject' are capitalized?
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Where should the continuation line be written in relation to the top edge of the page?
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What should be included in the identification initials part of a letter?
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What line is used to indicate that there are documents attached to a letter?
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If a letter is typed by the writer themselves, what should be done with the identification initials?
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Study Notes
Optional Parts of a Business Letter
- These components are only used as needed, not compulsory
- They can be called miscellaneous, specialized, or additional parts
- The need dictates their use
Attention Line
- Used to direct a letter to a specific person within an organization
- Allows for response from an organization even if the intended recipient is unavailable
- Written two spaces above or below the salutation
- Can be written as "Attention" or "Attn:"
- The recipient's position can be written after a comma or below the name
Subject Line
- Contains the main topic of the letter
- Helps readers quickly understand the letter's message
- Written below the inside address or below the salutation
- Uses the word "Subject" or the abbreviation "Re"
- "Subject" is preferred and when used the topic should be a combination of upper and lower cases
Continuation Line
- Used when the letter needs additional sheets
- A portion of the letter should be written on the new sheet
- The initial page should not have a page number
- Additional sheets should match the quality, color, weight, and size of the first sheet
- Should not bear letterheads
Identification Initials
- Identifies the letter's dictator and typist/encoder
- Written below the signature, left margin, regardless of the letter style used
- May be written in multiple formats
- Office the letter originated from can be written before the initials
- Omitted if the writer typed the letter themselves
Enclosures
- Also called attachments, this line indicates the enclosed documents
- Written below the identification initials
- Used to protect accompanying documents
- Enumerated documents in the body can be listed:
- "Enclosures"
- "Encl:"
- "Enclosed"
- It is recommended to include the number of documents attached
Reference Notation
- Facilitates correspondence handling by indicating related letters, orders, invoices, etc.
- Useful when handling a large volume of correspondence
- Can be placed in multiple locations:
- Same position as subject line, top of the letter
- Right of the page with the last line of the inside address
- Four lines below the date and on the same line as the first line of the inside address
Carbon/Photocopy Notation
- Also known as courtesy copies (cc)
- Shows other letter recipients besides the addressee
- Included in all copies
- Names and positions of other recipients are ideally stated
- Abbreviations used:
- cc (carbon copy)
- ccf (carbon copy furnished)
- ccn (carbon copy notation)
- pcf (photocopy furnished)
- pcn (photocopy notation)
- "Copy to" or "Copies to" can also be used
- When there are many recipients, group them by position or use "cc'd" for a distribution list
Postscript
- Written below the last line of the letter
- Begins with "P.S."
- Usually contains a single short statement
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Description
This quiz covers the optional components of a business letter, including the Attention Line, Subject Line, and Continuation Line. Learn when and how to use these elements effectively to communicate your message. Test your understanding of these specialized parts that enhance letter writing.
