Last week, we learned about the essential parts of a letter such as
recipient's address, date, salutation and complimentary close. There are
other parts of letters that were left unmentioned. You might have wondered
whether and where to add the subject line.
First of all, let us have a look at this letter:
J&B Associates
13 Nakorn Chaisi Road,
Dusit, Bangkok
10300
11 August 2003
Khun Mana Meesak
Payathai Mention
Apartment 5 Payathai soi 3
Payathai Bangkok
10400
Subject: Rent Contract Renewal
Dear Khun Mana,
As the rental contract for your apartment will expire on 30
August 2003, we are sending you a new one. Once you find the terms
satisfactory, please sign date on page 3 and return the contract
to us by 25 August 2003.
If you require further assistance in this matter, please do
not hesitate to contact me at the office.
Respectfully yours,
Akom Kanchanasak
Senior Property Agent Advisor
AK/pc.
Enclosure: New rental contract (3 pages)
Cc: Khun Saowanee Chareonsuk, property owner
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The new elements in this letter are
Subject Line
You can add the subject line before the salutation; however, it is not
necessary. If you wish to add the subject line, make sure that your subject
is clear. You can also use 'Re:...'
Subject: Annual Report
Re: Product Launch |
Initials
Your initials consist of the first letters of your first and last name.
For example, in the letter above, Khun Akom Kanchanasak is the writer.
His initials are 'AK'. And let us assume that Prangchompoo Chawakit is
his secretary, who typed this letter for him. Her initials are 'PC'. We
put the writer's initials first in capital letters followed by the typist's
initials in small block letters-as in the example above.
Enclosure
If you are enclosing some document with the letter, this information
is given at the end of the letter. For instance, if you are applying for
a job, you will need to send a copy of your resume and perhaps a photograph.
Enclosures: 1) resume
2) one passport photo |
Copy
If you need to send the same letter to another person, the addressee
must also be notified. For example, the letter and enclosure as in above
example is also copied and sent to the property owner. 'cc.' is short
for 'carbon copy'. Although we no longer use carbon copy paper, the term
is still used.
Subject and Enclosure
Besides stressing the subject and enclosure on different lines, you
can also include them in the body of your letter.
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