Auxiliary Parts

-are the optional, miscellaneous and non-mandatory parts of a business letter.

Auxiliary Parts 1. Reference Initials 2. File Reference3. Attention Line (Attn:)4. Subject Line (Re:)5. Personal Line6. Enclosure Notation (Encl:)7. Postscript8. Carbon Copy Notation(cc:9. Blind Carbon Copy notation)

Reference Initialsis 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 writer’s 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) orAT/ct

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

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

Sincerely yours,

MS. XELA DOLL POWERSAccounting Manager

writer’s initial Reference Initials

encoder’s initialAP/dp

Illustration:

File ReferenceIt 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 LineIs 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. ……………

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

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

Dear Mr. Mariano:

ILLUSTRATION:

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

Dear Mr. Mariano:

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

Superior

Subordinate

Superior

Subordinate

Senate Boys EnterpriseRm. 531 C.B. Building15 Acacia Street, CommonwealthQuezon City

Attention: Head of Pork Barrel

Gentlemen:

Re: RELIEF GOODS DISTRIBUTION

Senate Boys EnterpriseRm. 531 C.B. Building15 Acacia ST. CommonwealthQuezon City

Gentlemen:

For the attention of Ms. Janet L. Napoles

ILLUSTRATION:

Subject LineIs 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.

Women’s Civic League234 Mendiola St.Metro Manila

Attention: Miss Soli Laredo

Ladies:

Subject: BEAUTIFICATION CAMPAIGN

ILLUSTRATION:

Women’s Civic League234 Mendiola St.Metro Manila

Attention: Miss Soli Laredo

Ladies:

Re: Beautification Campaign

Personal LineIs 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. Enclosure3. Enclosures: Cheque Contract

7. Enclosures: 1. Bill of lading (5 copies) 2. Bill of exchange (2 copies)

4. Enclosures: (2) 8. Enclosures: 2

Sincerely yours,

SUSAN M. CRUZ Corporate Secretary

Encl.: Minutes of our previous meeting

Enclosure

Illustration:

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.

Very truly yours,

DAN A. SANTIAGO Marketing Manager

P.S. Avail 25% discount on wholesale, all items.

Postscript

Illustration:

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.

Very truly yours,

MICHELLE A. SANTOS Administrative Officer

cc: Art C. Quebec Budget Officer Lily C. Basco Chief Accountant

Carbon Copy

Illustration:

Blind Carbon Copy Notationused 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