1. Instruction: There are certain parts of business letters which are not used regularly but they used as per the need of the letter. This parts are known as occassional parts of business letters. uses this parts depending upon the content of the letter.
(1) The personal or other Notations(2) The Attention Line(3) The Subject line(4) The Enclosure (5) The Carbon Copy Note (6) The Identification line(7) Mailing Instructions
(1) The Personal or Other Notations : When the letter writer expects that the receiver prompt attention to the letter or keeps the matter confidental then in that case in the top. upper part of the letter instructions like ‘urgent’, ‘personal ‘Confidental ‘Priority’ are written in Boki It is advisable to mention notations of these types on the envelope.
(2) Attention Line: In big firms, when the writer expects that a particular person of the firm! institute should receive the letter, he only should pay attention and do the needful then the name of that person is mentioned as part of attention line. For example.
Shri himanshu patel
The orient tracking company
Gandhi raod, ahmedabad – 380 001
Generally it is placed between inside address and salutation. It is done to draw the attention of the desired person.
(3) Subject Line : It is generally written after inside address and before salutation. Many a times it is also written after salutation. It should be written before main body of the letter. If the writer has used the subject line then while replying, the person should mention the reference of it while writing the reply letter. The subject line indicates the purpose of writing a letter and gives better clarity It also helps in filing the letters in the concerned department files. Examples
(i) Subject: Order no. 26. placed on 5th June, 2017
(ii) Reference : Your bill no. 36, 15th May, 2017
(iii) Subject : Regularly defective goods received.
Underlining it helps to make it more attractive.
(4) Enclosure : When any document, papers, cheque or bill-etc. is sent with business letter, then it is known as Enclosure. Its abbreviation Ends is used. After signature on left hand side Enclosure is written and its detail are mentioned : For eg.
(A) Enclosure: 4 OR
(B) Enclosure: (i) Bill
(ii) Order
(iil Instruction Letter
(iv) Photocopy of Demand draft
Along with the job application marksheets and certificates are enclosed. If more then one enclosure is there then either the number of enclosure or list of enclosure is mentioned (as shown above in the example)
By mentioning enclosures the receiver of the letter gets complete information which helps him to finish faster.
(5) The Carbon Copy Notation : If the information of the letter has to be given to more than one person then various copies of letter are send to different people. The list of people to whom the copies of letter are sent is mentioned in letter on lefthand side by giving the heading ‘C.C.’ for e.g.:
(i) Exam Director, Examination Dept. Secondary Board, Ahmedabad.
(ii) Section Officer, Examination Department Gujarat University, Ahmedabad.
(iii) Librarian, Gujarat University Ahmedabad.
(iv) Principles of, Gujarat University, Commerce Department.
(v) Mrs. P. R. Shukia, Accountant, Gujarat University Ahmedabad.
(6) Identification Line : It indicates the intials of the person who has dictated the letter and the person who has typed the letter. It is generally written after signature on the left hand side of the letter. ‘I’ sign is done between the name of the dictator of letter and types of the letter. For e.g.
(I) A.M.P. : It indicates the person with the initial of A.M.P has typed the letter. For. e.g. Anil M. Patel
(ii) R.M.P / A.M.P. : It includes the person with initial R.M.P has dictated the letter and person with A.M.P initial has typed the letter. For e.g. Ramesh Naresh Mehta/Anil Manubhai Patel
Due to identification line accountability is created so the person becomes more careful while undertaking the correspondence.
(7) Mailing Instruction: Most of the times business letters are sent through post. Some letters are sent through ordinary post and some are sent through registered post or Registered A.D. If letter is to be sent by air then the words “By Air Mail” is written on envelope. Over and above this letters can also be sent through speed post, courier etc.
Authentic detail regarding the dispatch of a particular post is obtained from mailing instruction and it is placed either at the top or end of the letter. Foè.g:
By Regd. A.D. Post OR
By Courier OR
U.PC. (Under Certificate of Posting)
This mailing instruction should be written even on the envelope as per the rule of postal department.
(8) Postscript : After writing the letter has been written and signed if any significant information has been left out to be mentioned then it is mentioned after signature by putting the words P.S. It is more advisable to sign after P.S. again to authenticate the contents. Many a times information is received after the letter is already written in such cases. Postscript is very useful to give such information. Postscript should be written precisely.
Postscript is written by the writer after completing the letter. The main objectives of writing postscript are
(i) Many traders use postscript to draw attention of the reader.
(ii) Many traders write postscript to save time of typist when letter is already typed.
Many people consider postscript as carelessness on the part of the writer of the letter. If typist has written postscript as he/she forget to type the information while typing the letter then that can be considered as an example of carelessness. If significant or long or main information has to be written in postscript then it is advisable to retype the whole letter. Example of postscript. (i) P. 5. The discount would be valid only till 11th September. (ii) P. S. Kindly take a note of our sales officers visit to your place, next month.
Postscript helps the trader to plan the activities accordingly.
3. Conclusion : The above discussed occassion parts are used in business letters as per the need and situation. The matters help to make correspondence effective and more useful.