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    The Civilian Letters

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    danalyn lazaro
    The document discusses the special parts of a civilian letter, including: 1) File reference - written at the left margin below the letterhead for reference. 2) Attention line - written before or after the salutation to specify the intended recipient. 3) Subject line - written after the salutation to indicate the subject of the letter. 4) Reference initials - the initials of the signatory, secretary, or encoder included for administrative purposes. 5) Enclosure - placed below the initials to indicate any enclosures. 6) Carbon copy notation - written below the initials and reference people receiving carbon copies. 7) Postscript - written below to

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    © All Rights Reserved
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    The Civilian Letters

    Uploaded by

    danalyn lazaro
    74 views15 pages
    The document discusses the special parts of a civilian letter, including: 1) File reference - written at the left margin below the letterhead for reference. 2) Attention line - written before or after the salutation to specify the intended recipient. 3) Subject line - written after the salutation to indicate the subject of the letter. 4) Reference initials - the initials of the signatory, secretary, or encoder included for administrative purposes. 5) Enclosure - placed below the initials to indicate any enclosures. 6) Carbon copy notation - written below the initials and reference people receiving carbon copies. 7) Postscript - written below to

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    The document discusses the special parts of a civilian letter, including: 1) File reference - written at the left margin below the letterhead for reference. 2) Attention line - written before or after the salutation to specify the intended recipient. 3) Subject line - written after the salutation to indicate the subject of the letter. 4) Reference initials - the initials of the signatory, secretary, or encoder included for administrative purposes. 5) Enclosure - placed below the initials to indicate any enclosures. 6) Carbon copy notation - written below the initials and reference people receiving carbon copies. 7) Postscript - written below to

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    74 views15 pages

    The Civilian Letters

    Uploaded by

    danalyn lazaro
    The document discusses the special parts of a civilian letter, including: 1) File reference - written at the left margin below the letterhead for reference. 2) Attention line - written before or after the salutation to specify the intended recipient. 3) Subject line - written after the salutation to indicate the subject of the letter. 4) Reference initials - the initials of the signatory, secretary, or encoder included for administrative purposes. 5) Enclosure - placed below the initials to indicate any enclosures. 6) Carbon copy notation - written below the initials and reference people receiving carbon copies. 7) Postscript - written below to

    Copyright:

    © All Rights Reserved
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    of 15

    THE CIVILIAN LETTERS

    Special Parts of a Civilian Letter


    Aside from the basic parts of a civilian letter,
    there are also special parts that are used
    mainly for specific purposes, these special
    parts of a civilian letter may include the File
    Reference, Attention Line, Subject Line,
    Reference Initials, Enclosure, Carbon Copy
    Notation, and Postscript.
    3

    Special Parts of a Civilian Letter


    1. File Reference – this is an optional part of a civilian letter,
    this is used depending upon the directive of the chief or
    head office, and this is written at the left margin two
    spaces below the letterhead.

    Example:
    7RPSInves
    4

    2. Attention Line – this may be written before or after


    the salutation and it is centered. This is used when
    the letters addressed to an office or company but
    the sender of the letter wants a specific person to
    read it.

    Example:
    ATTENTION: SPO2 Bienarc John Canete

    ATTENTION: Homicide Division


    5

    3. Subject Line – this is written after the Salutation and


    is properly centered. This informs the reader about
    the subject or what the letter is all about.

    Example:

    Gentlemen:

    Subject: Tactical Inspection


    6

    4. Reference Initials – for administrative purposes, the initials of the


    signatory, secretary, or encoder may be included. These initials
    appear at the left side of the paper two spaces below the writer’s
    identification, however, these are aligned with the left margin of
    the letter.
    Example:

    MCBN/MAN/CRAN

    Initials of the signatory initials of the drafter initials of the


    encoder
    7

    5. Enclosure – this is placed directly below the initials.


    This signifies that in the same envelope with the letter
    something is included. The number of enclosures, the
    special kinds of materials enclosed, or the word “a/s”
    (as stated) are the information to be included in the
    enclosure.
    Encl.: 1. Memorandum Receipt

    2. Invoice

    Enclosure:. a/s
    8

    6. Carbon Copy Notation – this is written below the


    initials followed by the name of the person who will
    receive the carbon copies. “Cc” is written if carbon
    copies of the letter are to be sent to other parties aside
    from the reader.
    Cc: Lt. Col. Crisanto Bajado
    Superintendent

    Cc: Major Skipper Kent


    Chief Inspector
    9

    7. Postscript – this is written two spaces below the last


    line of the reference initials. This is intended to attract
    attention as well as to emphasize as in a sales gimmick.
    The letter “P.S.” precedes the postscripts.

    P.S.
    See the attached brochures
    10

    Sample Layout of a Civilian Letter with Special parts:


    11

    Arrangement Styles of Civilian Letters


    Soriano (2005) reiterated that the Blocked Letter
    and Semi-Blocked Letter are the two arrangement
    styles chosen by the Study Committee on Police
    Correspondence and Issuances, under the Directorate
    for Plans of the General Headquarters of the Philippine
    National Police. The Semi-blocked Letter may be used
    if the body of the letter is made up of nine lines, and
    the Blocked Letter may be used if the body of the letter
    is more than nine lines.
    12

    Sample Layout of a Blocked Letter Format:


    13

    Sample Layout of a Semi-Blocked Letter Format:


    14

    Rules on Margin and Spacing of Civilian Letters


    1. Whether a letter is handwritten or computerized, left margin should
    always be straight.
    2. For computerized letter, justify the page to avoid a ragged appearance.
    3. Margin should increase for short letters to accommodate the content in
    the middle of the page.
    4. Double spacing should be used for an average letter of 100-150
    words.
    5. Single spacing should be used for 200-300 words.
    6. Use the same margins for letters with second page.
    7. The top margin of the continuation page should be one inch, typing
    the first line on the 7th line.
    15

    Thanks!
    Any questions?

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