In this digital age of communication, the traditional business letter is still a valid form of communication between colleagues, employers, and clients. While the content of a business letter remains the same, the formatting of reference initials in a business letter has changed to accommodate the modern professional. Reference initials are an accepted practice in business letters and can help to clarify who requested the information or who is responding to the information. In this blog post, we will discuss the best methods for formatting reference initials in a business letter and provide tips on how to do it in a professional manner. Through this blog post, you will learn the best practices for formatting reference initials in a business letter and have the confidence to use them in all of your professional correspondence.
When do you use reference initials in a business letter?
When addressing a business letter to a different professional, you can use their first name as the reference. This allows your recipient to know who typed your letter. Unless otherwise stated, people typically assume that the person who signs the letter also typed it. Therefore, if you type a letter yourself, you don’t need to include any reference initials.
What are reference initials in a business letter?
Initials used as references are those of a professional who types a business letter. When assigning business letters to a typist or another expert, you can use the reference initials. Typically, reference initials include the initials of both the sender of the letter and the hired typist, but some businesses only include the typists initials.
How to format reference initials in a business letter
You can use the following steps to format reference initials for a business letter:
1. Decide which initials to use
When creating reference initials, many businesses combine the initials of a hired typist and the author of a business letter. However, some businesses only use the typist’s initials because the writer frequently signs a letter at the bottom. If the recipient is aware of who is writing the letter, you may not need to credit them again. Take into consideration whose initials you want to include in your business letter.
2. Place the reference initials in the correct location
Professionals typically affix the reference initials two lines below the writer’s signature at the bottom of a business letter. The initials on the left side of the page should be formatted. You can put any attachments or postscripts below your reference initials if there are any.
3. Order the initials
If you decide to use both the writer’s and the typist’s initials, the order of the initials indicates how each contributed to the creation of the letter. Typically, the typist is listed first, then the person who created the initials. Although most businesses use a colon to separate the two sets of initials, you can also use other punctuation, like a slash or dash.
4. Use correct capitalization
Using proper capitalization when creating reference initials can make your letter appear more professional and assist the recipient in identifying the typist or writer. A typist writes their initials entirely in lowercase letters. Try to make the writer’s initials capital if you include them. This distinguishes the writer of the letters from the typist, along with the initials’ order.
Why use reference initials in a business letter
A recipient can tell that a business letter was typed by another person by the use of reference initials, which enables them to distinguish between the sender and the typer of the letter. This can help you give credit to the hired typist or inform the recipient who to contact if they have inquiries or worries about the letter. You can give credit to the person who typed a letter by using the reference initials as well.
Template for reference initials in a business letter
Here is an example of reference initials to use at the end of a business letter:
[Creators initials in capital letters]:[typists initials in lowercase]
Examples for reference initials in a business letter
Here are a few illustrations of how to properly format your reference initials in a business letter:
Example 1
Jack Ortega is Amy Reynoldss secretary. Jack types a letter for Amy, who adds her signature at the bottom. They decide to only use the typist’s initials as a reference, so Jack simply writes “jo” in the letter’s bottom left corner, two spaces after Amy’s signature.
Example 2
Edgar Barnes types a business letter for Alicia Gregerson. She also decides to include a note in her letter as an attachment. Edgar adds the initials AG:eb directly above the note enclosed at the end of the letter.
Example 3
Tina Long has a business letter typed by Miriam Jenkins for Innovative Industries. They use both of their initials and slash them apart in accordance with Innovative Industries’ style guidelines. At the bottom of the letter, just before Tina’s postscript, Miriam adds TL/mj.
Tips for formatting business letters
You can use the following examples as a guide to properly format business letters:
Use proper spacing
Try to make sure that your business letter has the proper spacing. A letter’s readability can be improved by using proper spacing, which could make the recipient take notice of your professionalism. When writing a letter, remember to check your margins because they are an important part of the formatting guidelines for business letters.
Consider your font
A business letter’s professionalism can also be ensured by choosing the right font. Consider choosing a font thats clear and easy to read. Your business might have a preferred font it uses when sending business letters. If not, think about utilizing conventional fonts like Arial or Times New Roman.
Reference a guide or template
When writing, using a manual as a reference can help you format a business letter correctly and may enhance the look of your letter overall. Think about asking a manager if your organization has any style manuals or writing references that you can follow. You can also search for business letter templates online.
Proofread your work
It’s helpful to review the formatting of your business letter in addition to proofreading it for errors in grammar or spelling. Try to read the document several times while paying close attention to details like paragraph alignment, spacing, and capitalization. Think about asking a peer or a typist to review your work.
How to Write a Business Letter
FAQ
How are the reference initials written in a personal business letter?
Personal Business Letter Example If you typed the letter yourself, you don’t need to include the reference initials; only use them in this situation. Initials used as references are those of the sender of the correspondence, followed by those of the typist.
What is the correct format for reference initials?
Placement. Initials for references are included in the very last paragraph of a business letter. These initials are consistently written two lines below the signature block and with the left margin at the bottom of a letter. There may be one or more sets of reference initials.
How do you write initials in a business letter?
Typist initials, which include the initials of both the content writer and the typist, are placed near the end of your business letter but before any enclosures. The business letter’s author’s initials are written in capital letters first, followed by a colon or slash, and finally, the typist’s initials are written in lowercase.
How do you write initials in a letter?
Capitalize the letter writer’s initials and follow them with a slash or colon. Add the typist’s initials in lowercase letters. The typist line should read, for instance, AB/cd or AB:cd if the letter writer is Andrew Benson and the typist is Carrie Dale.
