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5. Closing Place closing two spaces below last line of body. Use a standard closing such as Sincerely or Best regards. Capitalize only first word, and follow closing with a comma. Four spaces below, type your full name, also aligned with closing at left margin. Finally, sign your name in space between closing expression and your typed name.
6. Additional Information Sometimes a business letter requires you to add typist's initials, an enclosure notification, or a note that other people are receiving same letter. Any of this information goes two spaces below last line of closing in a long letter, four spaces below in a very short letter.
The typist's initials follow writer's initials, separated by a slash. The writer's initials go in capital letters, while typist's are lowercase.
Example: LEA/lak or LEA/ald
If writer and typist are same person, no initials are needed.
If you are sending material along with letter, such as an invoice or report, indicate this with an enclosure notification. When you use this, you must refer to enclosures in your letter. Abbreviate or describe enclosure(s).
Examples: Enc. Encs. Enclosure: Report findings
Lastly, if you are sending same letter to more than one person, notify your recipients with a copy notation. This is abbreviated "cc:" and followed by recipients' names.
cc: Linda Alexander Janna Bree Smith Emily Lane
7. Formatting. Finally, format your letter so it is easy to scan. Center letter on page both vertically and horizontally so that plenty of white space surrounds your text. When using your company's letterhead, remember to format your margins inside printed material.
If a letter is very short, consider double spacing entire letter. Also, you may add spaces between paragraphs, salutation, etc., if it provides for a fuller appearance and enhances overall "look" of letter.
Linda Elizabeth Alexander writes marketing copy for nonprofits and other businesses. Contact her today to get your free consultation! http://www.write2thepointcom.com mailto:firstname.lastname@example.org
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