This guide defines various business letter abbreviations, their usage, and tips for effective communication. It covers the proper format for indicating enclosures, understanding CC notation, and deciphering typist’s initials. The article highlights the importance of clear communication and offers a sample business letter format.
Key Points
- Enclosures in Business Letters:
- Use clear and concise styles to indicate enclosures. Examples include “Enclosures (2)” or “Encl: product brochure (1), product photos (2).”
- Avoid overwhelming recipients with excessive enclosures and ensure that attachments enhance the message.
- Sample Letter Format with Enclosed Documents:
- A sample business letter is provided to demonstrate proper enclosure notation.
- The format includes sender and recipient details, a date, a salutation, the body of the letter, closing, and the enclosure section.
- CC Notation in Business Letters:
- CC, c.c., CC:, or Copy to: are acceptable abbreviations for indicating additional recipients in a business letter.
- The article highlights that CC’ing is common in email communication and aims to keep involved parties informed.
- Placement of CC Line:
- In printed letters, the CC line may be positioned before or after the line of the enclosure.
- It is placed below the signature line and alerts the recipient that others have been copied on the communication.
- Typist’s Initials in Business Letters:
- A typist’s initials are included at the bottom of a business letter to identify the person responsible for typing, distinct from the letter’s author.
- The format typically includes the author’s initials in uppercase followed by a slash or colon and the typist’s initials in lowercase.
- Significance of Typist’s Initials:
- Companies may require a typist’s initials to identify responsibility for typos, errors, or omissions in the letter.
- The article emphasizes their importance when details may be omitted, impacting the sender’s intended message.
- PC Abbreviation in Business Letters:
- In some cases, PC (Photocopy) is used instead of CC to indicate copies in a business letter.
- Both CC and PC refer to traditional methods of copying correspondence.
- BCC (Blind Carbon Copy):
- BCC or BC stands for “blind carbon copy” which is used to include third parties in the correspondence without the recipient’s knowledge.
- It can be employed for discreetly involving others in the communication.
- Adapting Elements for Electronic Communication:
- While the article focuses on printed letters, it acknowledges that these elements may also apply to electronic communications.
- Proper formatting ensures clarity and effectiveness in various communication methods.
Conclusion
Understanding and appropriately using business letter abbreviations, such as enclosure notations, CC lines, and typist’s initials, contributes to effective and professional communication. Whether in printed letters or electronic correspondence, adhering to these practices enhances clarity and ensures a positive recipient experience.
Learn More About Enclosure Notation in a Business Letter (thehartford.com)
