The CC line may come before or after the enclosing line in a printed letter. Whatever you decide, it must be below the signature line. The enclosure should go either before or with the body of the letter.
Here are some rules to help you decide where to place things: If the contact information does not fall at the bottom of the page, then include it only on the first line of the letter. Any additional lines should contain an enclosure.
So if your contact information does not fall at the bottom of the page, then include it only on the first line of the letter.
If you are sending multiple letters or documents, separate each one with an attachment tag.
In American paper mail, the maximum size for a single letter is 8 1/4 by 11 inches (21 cm by 28 cm). For envelopes, the limit is 6 1/4 by 9 1/4 inches (15 cm by 23 cm). These dimensions include margins but not folds or inserts.
Letters that exceed these sizes should be sent as postcards instead. You can print additional text on the postcard for different messages or attachments.
In the area between the closure and the signature line, the signature should begin immediately above the first letter of the signature line. If space allows, signatures should be left margin rather than on the page with the text.
Signatures are used to give credit to others for their work and to acknowledge reports or documents that have been signed by all parties involved. In academic writing, they are required in some fields such as law where researchers must include their names as authors of articles they have written.
Generally, letters are sent to or received from someone who is not one of the authors of the letter. For example, if you write to your local congressman to voice your opinion about something that affects you both, he or she cannot sign your letter without including other people who may also have an opinion about it. Only you can decide who will get credit as author of the letter because only you know everyone who was involved in the process. Authors are usually given initials instead of full names because email addresses are rarely used so there is no way to contact those who aren't already known.
When you sign a letter you are agreeing to receive letters like it in the future. So don't send personal emails announcing the end of this practice because it isn't necessary and it's annoying for the recipients.
The "cc" mark is eye-catching, falling just below the "enclosure" designation, if one exists. Put it on the following line and follow it with "cc:" and one space. Then, put the person's name who will receive a copy of the letter. Finally, specify whether you want an electronic copy sent as well.
There are two ways to send a copy of your letter: via email or through the postal service. If you choose to use email, then you will need to provide a return address where they can reach you. You should also include a subject line in case they need more information from you before responding. Email is very useful for quick questions or answers but may not be appropriate for longer letters.
In the case of a conventional business letter, the enclosed note appears towards the bottom of the letter, three lines below your signature or one line below the typist's initials. An electronic business letter should be formatted in such a way that allows for the inclusion of an attachment without disrupting the overall structure or flow of the document.
An attached file can be included by referencing the file name within the body of the letter. For example: "The spreadsheet showing the profit margins by region is attached hereto." You will also see references such as "Attached please find our proposal" or "Here is the background paper on Japan".
If you were to refer to page 3 of the attachment, it would look like this: "On page 3 we can see that she cited research from the Harvard Business Review."
At the end of the letter, if you want to include a formal closing, you can use either "Sincerely," or "Yours truly," or even "Gladly." But don't write anything too flowery at the end of the letter; save those sentiments for when you send out the email version instead!
That's all there is to writing a good business letter.
When a business letter is mailed, the "Cc:" copy notation is always included after the signature block, denoted by the abbreviation "Cc:" and a semicolon, followed by the names of all recipients who will get a copy. For example: "Gerald A. Ketchum; James L. McConnell; Catherine R. O'Connor."
The "Cc:" abbreviation means "Carbon Copy". This notational style is used when sending one document with many recipients, such as an invitation list or a mailing to request contributions to a charity fund-raising event. Each recipient is given a copy, which is referred to as a carbon copy. Carbon copies are identical to the original except that they are printed on card stock and have the word "carbon" written across the top.
It is important to note that even if you do not specify a file name with the email message, most email programs will still create a new file with a.txt extension when you send it.
Business letters should be typed or printed in good legible handwriting. If you use a computer program to type your letter, be sure to include all the necessary information. You should also identify the sender and receiver by name and address these items clearly so that there can be no confusion.