CHAPTER 3 : STRUCTURE OF LETTERS AND DOCUMENTS

LETTER

a message in writing, which may be in any language or in code, contained in a sealed or unsealed envelope or not in an envelope at all, such physical dimensions and weights allowed by the corporation or the government, and intended for delivery to a person or entity displayed legibly on one of its faces (RA 7354)

1. Heading (Letterhead)

2. Date

3. Inside Address

4. Salutation

5. Body

6. Complimentary Close

7. Subject Line

8. Attention Line

9. Reference Initial

10. Copy Furnish Notation

11. Enclosure Inclosure

12. Postscript

13. Through line

14. Addressee Line

15. Sender Line

16. Notation Line

PARTS OF A LETTER

HEADING/LETTERHEAD

contains the institution’s name and business address

DATE

specifies the day the letter was written

INSIDE ADDRESS

includes the recipient’s name, position, and business address

SALUTATION

the greeting of the letter

BODY

the main message

COMPLIMENTARY CLOSE

the farewell part of the letter

SUBJECT LINE

indicates the letter’s topic

ATTENTION LINE

directs the letter to a specific person

REFERENCE INITIAL

identify the writer or encoder

COPY FURNISH NOTATION

shows additional recipients

ENCLOSURE INCLOSURE

indicates attached documents

POSTSCRIPT

adds emphasis to an important message

THROUGHLINE

ensures proper communication hierarchy

ADDRESSEE LINE

states the recipient in a memorandum

SENDER

identifies the sender

NOTATION LINE

notes approval by a higher-ranking person

indicated below signature block

1. Civilian persona

2. Religious officials

3. Government officials

4. School officials

5. Military personnel

PROPER ADDRESSES AND SALUTATIONS