Optional Parts

1. Attention Line

Attention Line
 A letter may be addressed to a person in two ways. It may be addressed to him directly or it may be addressed to the firm where he is connected and his name mentioned in the attention line.

The advantage of the latter method is that is ensures the fact that the letter will be attended to without delay whether the person whose attention is called in in the office or not.

The attention line is found only in letters addressed to a firm. Furthermore, in letters containing an attention line, the firm is greeted in the salutation and not the person whose name is mentioned in the attention line.

The attention line is placed two line spaces below the last line of the inside address and two line spaces above the salutation. It may be typed flush with the left-hand margin or centered.

Examples:
Princess Enterprises 2184 Colon Street Cebu City Attention: Mr. Ronald D. Estoque Gentlemen Princess Enterprises 2184 Colon Street Cebu City Attention: Mr. Ronald D. Estoque Gentlemen
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In rare cases, the attention line may be found in a letter addressed to an individual. This happens when the letter which bears the attention line answers a letter signed by the addressee but prepared by an office correspondent as indicated in the reference initial notation.
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In this case, the addressee is greeted in the salutation.

Mr. Romeo Bondoc President Phil. Refinery Company 1803 Quezon Boulevard Quezon City Attention: Mr. Patrick C. Roy Dear Mr. Bondoc

2. Subject Line

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Subject Line
 This is merely a notation, which summarizes the contents of the letter. This is typed two spaces below the salutation and maybe written flush with the left-hand margin or centered. The word Subject may be typed in all capitals or just the first letter capitalized.
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The subject caption is useful since it facilitates the finding of past correspondence kept in the files without having to read their contents.
Dear Miss Dolleson SUBJECT WEARING OF UNIFORMS

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3. Enclosure Notation

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Enclosure Notation
 The enclosure notation appears two-line spaces after the reference initials notation, flush with left hand margin. It is used when anything is sent along with the letter. The information is for the benefit of the addressee or of the writers secretary or by the mailing clerk.
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It prevents important papers enclosed with the letter from being misplaced or lost. Important enclosure, such as checks, should be described. The number of enclosures may be indicated by a figure written after the word Enclosure, as in the following example:

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Enclosure: Brochure Encl: Directory Encl: PNB Check No. 551

Through this notation, it will be shown that something has been enclosed with the letter. However, it is a good practice to mention any enclosure in the body of the letter.
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4. C C Notation

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Carbon Copy Notation

 This notation may be indicated flush with left-hand margin two spaces after the enclosure line or any notation that comes before it. It means that a copy or copies of the letter have been forwarded to other persons.
C C Mr. Ramon Cruz CC furnished the Quezon City Branch
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5. BCC Notation

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B.C.C. Notation
 When the writer desires to send a copy of his letter to another person but does not want the addressee to know of this fact, he uses the blind carbon copy notation (B.C.C.). This notation does not appear on the original but only on the duplicate copies.
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6. Postscripts

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Postscripts (P.S.) Notation

 The postscripts is the least important of all the parts of the letter; however, it may sometimes be included to serve either of two purposes. It may be used to transmit a personal message. This is especially true when the writer and the addressee are good friends.
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The initials of the writer should be either typed or pen-written by the writer himself after this kind of postscripts. Another use of the postscripts is to stress an important point already discussed in the body of a sales letter. In this case, the initials of the writer should not be used.

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This notation is found two-line spaces below a previous notation flush with the left-hand margin. It is either blocked or indented depending upon the style of indention used in the letter. Also, it is single spaced regardless of whether the body itself is single spaced or double spaced.

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7. Mailing Notation

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Mailing Direction Notation

 This notation appears in the letter when instructions are given to the stenographer that the letter is to be sent other than by ordinary mail. It is placed two spaces after the reference initials notations, flush with the left hand margin.

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It indicates whether the letter is to be sent by special delivery, registered, airmail, by messenger, or by hand. The information is mainly for the benefit of the secretary or the mailing clerk who will take also charge of sending out the letter.

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It may also be placed three spaces midway between the date line and the first line of the inside address, flush with the left-hand margin. The mailing notation may be typed in the carbon copies only.

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