This document discusses the optional parts of a business letter, including: - Addressee notation which appears above the inside address for restricted letters. - Attention line which directs a letter to a specific department. - Subject line which informs the recipient of the letter's topic. - Reference initials/stenographic reference which identify the sender and typist. - Enclosure notation which indicates extra materials included. - Copy notation which lists anyone receiving copies of the letter. The document provides examples and guidelines for writing effective subject lines and using the optional parts of a business letter.

1. Republic of the Philippines
POLYTECHNIC UNIVERSITY OF THE PHILIPPINES
Sta. Mesa, Manila
College of Tourism, Hospitality and Transportation Management
Business Communication in Report Writing
A lesson about
Optional Parts of Business Letter
Prepared by:
CHZAINE JOEBENNY F. PASCUAL
Bachelor of Science in Tourism Management, Section 2-2N
Submitted to:
Professor Xavier Aquino Velasco
Business Communication in Report Writing, ENGL 2043
© March 2017

2.  Optional Parts of Business Letter
• ADDRESSEE NOTATION
letters that have restricted
readership or those who which must be
handled in a special way should include
such addressee notations as
PERSONAL, COMPLICATED or
PLEASE FORWARD.
appears in capital letters two (2)
lines above the inside address.

3.  Example of Addressee Notation
Example:
July 16, 2016
PERSONAL
Dr. Mary Anne R. Robles
Chief, Medical Services
STC, Sta. Mesa, Manila

4.  Optional Parts of Business Letter
• ATTENTION LINE
This can be used to direct a letter
to a department
typed two (2) spaces below inside
address
may be typed against the left
margin, indented as paragraph in the
body of the letter or centered
word ATTENTION may be
underlined

5.  Example of Attention Line
Example:
The Medical Dental Services
SSC University of the Philippines
Sta. Mesa, Manila
Attention: Dr. Robles
or
Attention: Chief of Medical Services
or
Attention: Chief of Medical Services

6.  Optional Parts of Business Letter
• SUBJECT LINE
It is device to let the recipient know
what the letter is all about
typed below the salutation against
the left margin, or indented as the
paragraph in the body of the letter, or
centered on the line

7.  Example of Subject Line
Example:
(a) Dear Dr. Robles
Subject: Requisition of New Medical Equipment
(b)Dear Dr. Robles
Subject: Requisition of New Medical Equipment
(c)Dear Dr. Robles
Subject: Requisition of New Medical Equipment
[centered]

8.  REMEMBER IN WRITING SUBJECT LINE
In writing subject line:
• For informative and positive messages, highlight the
good news
Example:
 Discount on Rental Cars Effective January 2010
 New Tuition Fee Reinbursement

9.  REMEMBER IN WRITING SUBJECT LINE
In writing subject line:
• For neutral messages, summarize the messsages
Example:
 Update on Arrangement for Video Conference with
Korea
 Update on application of your membership on Acquire
Asia Company

10.  REMEMBER IN WRITING SUBJECT LINE
In writing subject line:
• For negative news, Negative messages like refusals and
rejection, disciplinary notices, negative performace
appraisals, layoffs and firing and recalls or notices of defects,
are supposed to be stated positively without being
offensive.
Example:
Negative: You can not ejoy the discouts offered because you
have not submitted your purchase booklet
Postive: You will enjoy the discounts offered as soon as you
send us your purhase booklet

11.  Optional Parts of Business Letter
• REFERENCE INITIALS/
STENOGRAPHIC REFERENCE
This refer to the sender of the letter
and to the typist
Sender’s initial are typed in capital
letters
Typist initials typed in lowercase
by a colon (:) or slash (/)

12.  Example of Reference Initials/ Stenographic Reference
Example:
Truly yours,
Elizabeth R. Paz
Elizabeth Paz, Manager
Cubao Branch
EP: fr or EP/fr

13.  Optional Parts of Business Letter
• ENCLOSURE NOTATION
Appears at the bottom, two
lines below the reference initials
used to show that something
else is included in the envelope with
the letter

14.  Example of Enclosure Notation
Common forms are:
Enclosure
Enclosure (2)
Enclosures: Resumé
Photograph

15.  Optional Parts of Business Letter
• COPY NOTATION
It indicates who is receiving
carbon copies or photocopies of the
letter
names preferably listed in
order of rank or in alphabetical
order

16.  Example of Copy Notation
Example:
cc. Dr. Salvacion J. San Diego
Pc. Prof. Remedios S. Romualdez
c. Johnny S. Chua
Copy to Prof. Peregrin M. Bautista
Sometimes, it is desirable to keep the sending of copies a secret from
the person who receives the original copy of the letter. In such case
the notation cc (computer copy), bcc (blind carbon copy) or bpc (blind
photocopy) appears with the name but only on the copy, not on the
original where the copy notation would normally appear

18. PART I - Identification. Write the correct answer.
1. A device to let the recipient know what the letter is all
about.
___________________________________
2. This can be used to direct a letter to a department.
___________________________________
Optional Parts of Business Letter

19. Optional Parts of Business Letter
3. It is used to show that something else is included in the
envelope with the letter.
___________________________________
4. It is used to show that someone other than the addressee
will receive a copy of the letter.
___________________________________
5. This refer to the sender of the letter and to the typist.
___________________________________

20. PART II. MODIFIED TRUE or FALSE. Write TRUE if the statement is correct
and if FALSE, write the word that makes the statement incorrect.
___________6. “cc” means category copy.
___________7. Enclosure Notation appears at the bottom, two lines below
the reference initials
___________8. For negative news, Negative messages like refusals are
supposed to be stated positively without being offensive.
___________9. Subject line are letters that have restricted readership or
those who which must be handled in a special way.
___________10. Enclosure Notation is used to direct a letter to a
department.
Optional Parts of Business Letter

22. Here's the correct answer on your Quiz:
1. Subject Line 6. Computer Copy
2. Attention Line 7. TRUE
3. Enclosure Notation 8. TRUE
4. Copy Notation 9. Addressee Notation
5. Reference Initials/ 10. Attention Line
Stenographic Reference
Optional Parts of Business Letter

23. Source: Book
Language at Work:
A Guide for Effective Business Writing
2011 Edition
Optional Parts of Business Letter
pages: 53-57
by:
Lourdes A. Dagdag
Virginia A. Ranin
Flordelis R. Roxas
Emeteria Leonila B. Abayan
Veronica N. Tarrayo
Cristina C. Buturan