Special Features of Letters

1. Special Features of Letters Business Technology Applications

2. Attention Line • When an attention line is used in a letter addressed to a company, key it as the first line of the letter and envelope address: • An attention line is used only when the person’s name is unknown to the letter writer. • Example: Attention Human Resources Director Westwood Associates 925 Johnson Park Anniston, AL 34567-8910

3. Ladies and Gentlemen • When a letter is addressed to a company, or when an attention line is used the correct salutation is “Ladies and Gentlemen”

4. Subject Line • Place the subject line in ALL CAPS a double space below the salutation. • If the body paragraphs are blocked, block the subject line at the left margin. • If the body paragraphs are indented, indent the subject line the same number of spaces or center it.

5. Company Name • When used, place the company name a double space below the complimentary close in ALL CAPS. Quadruple-space to the writer’s name. • Sincerely yours, • NIKE CORPORATION • Mr. Ben Smith • Staff Accountant

6. Other Special Features Jtg (reference initials) Enclosure (enclosure notation) By Federal Express (delivery notation) c: Jack Smith (copy notation) Special Note: all of the above notations are found a double space below the writer’s name and title.

7. Enclosure Notation • Place enclosure notation a double space below reference initials. • If multiple enclosures are referred to in the letter, follow the word “Enclosures” with a colon and two spaces and list each enclosure: • Enclosures: Brochure Membership

8. Copy Notation • A copy notation indicates that a copy of a letter is being sent to someone other than the addressee. • Use “c” followed by the name of the person(s) to receive a copy. • Place a copy notation a double space below the last line of the enclosure notation or the reference line if there is no enclosure: c Robert Anderson Maria Sanchez

9. Postscript • A postscript is additional text that may be added after a letter has been completed. • It is the last item in the letter. Key it a DS below the last letter part. • The postscript is used to place additional emphasis on the text or to reemphasize a part of the text included in the body. Remember to RSVP by May 15, 2009 for the annual crawfish boil.

10. Other Special Features • CONFIDENTIAL Notation – a note indicating that the letter should be read only by the person addressed. • Place it in ALL CAPS a double space below the date. • Double space to the inside address.

11. Other Special Features April 23, 2009 CONFIDENTIAL Mrs. Jane Smith 123 Forest Lane Sunny Town, AL 35000

12. Other Special Features • Mailing Notations • Key it on the letter a double space below the date, and then DS to the letter address. • REGISTERED • SPECIAL DELIVERY

13. Other Special Features • Blind Copy (bc) Notation – When a copy of a letter is to be sent to someone without disclosing that fact to the addressee of the letter, a blind copy notation is used. • When used, bc and the name of the person receiving the blind copy • bc Mrs. Jane Smith • are keyed at the left margin a DS below the last letter part on all copies of the letter except the original.

14. Page Heading • If a letter involves more than one page, key a heading at the top of each page after the first. • Place the • receiver’s name Mrs. Jane Smith • page number Page 2 • date April 23, 2009 • on three lines at the top left margin and • double space below the date