Out of all the sections of the formal business letter, the most confusing is probably reference notation. Take a look at precisely what reference notation means, where it’s located, and why it matters.
As a small business owner, I regularly need to compose formal business letters to clients, partners, and vendors While most elements of a standard business letter were intuitive to me, those cryptic reference initials at the very bottom perplexed me at first
What was the purpose of those randomized letters like “JG/MC/bp”? Why were some capitalized while others weren’t? And where exactly should they go on the page?
Through trial and error and research I finally cracked the reference initials code. Now I understand their function and proper formatting – knowledge that elevates my business correspondence to a more professional level.
In this comprehensive guide, I’ll demystify reference initials so you can use them correctly in your own business letters. Read on to learn:
- What reference initials are
- Where they belong in a letter
- How to format them properly
- When to include them (or not)
Let’s dive in!
What Are Reference Initials in Business Letters?
Reference initials, also called reference notation or reference identification, are sets of initials that indicate who authored, signed, and typed a formal business letter.
They provide quick insight into how the letter was created and the roles different individuals played. Reference initials are placed at the very bottom of a business letter, below the signature block.
For example, initials like “JG/MC/bp” identify:
- JG – The letter’s signer
- MC – The letter’s writer
- bp – The letter’s typist
Including reference initials was standard practice in the days of dictated and typed letters. Today many companies still use them, though their necessity has decreased with modern technology.
Where Should You Place Reference Initials?
Reference initials belong at the end of a standard full-block or modified block style business letter. Specifically:
- Two lines below the signature block
- Aligned left (not centered)
- The only content on their own line
If the letter has an enclosure notation (indicating attachments), place that single line below the reference initials.
Here is an example of proper placement:
Sincerely,
John Smith
President
ABC Company
JS/MC/js
Enclosure (2)
This consistent positioning allows the reader to quickly identify the initials. Don’t bury them in the middle of a paragraph or randomly place them.
How Should You Format Reference Initials?
Proper formatting is crucial for reference initials to fulfill their purpose. Follow these guidelines:
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Separate initial sets with a colon or slash – JS/MC or JS:MC
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Use all capital letters for signer and writer – JS and MC
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Use lowercase for the typist’s initials – js
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Order initials as: Signer – Writer – Typist – JS/MC/js
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Omit any unused initials – If you sign and type your own letter, use just your own initials: JS/js
Adhering to these formatting rules allows readers to instantly understand each person’s role. The lowercase typist initials prevent confusion with the all-caps signer and writer initials.
When Are Reference Initials Necessary?
Should you include reference initials on every business letter? Here are a few guidelines:
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Use if required by your company – Some firms mandate reference initials on all correspondence. Follow their policies.
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Include on formal letters – Initials add a professional touch to letters sent to clients, partners, government entities, etc.
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Omit on casual letters – Letters to colleagues may not need this formal element. Use your judgment.
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Avoid overusing – Don’t force reference initials everywhere; focus on letters where they truly matter.
The more formal and consequential the letter, the more important it is to use reference initials. They demonstrate an attention to detail that recipients will notice and appreciate.
Real-World Reference Initials Examples
To cement your understanding, here are a few examples of properly formatted reference initials for different scenarios:
One author
RW/rw
This indicates Ronda Wils wrote and typed the letter herself.
Different author and typist
LH/RW/sy
Leah Hanes signed the letter, Ronda Wils wrote it based on Leah’s direction, and Stephanie Yao typed it.
Three separate roles
AB/JC/kc
Adam Bradley signed the letter, Jane Clement composed it for him, and Kelly Chen typed it.
Enclosure notation
JT/BR/br
Enclosure (1)
James Thompson signed, Bob Roberts wrote, and Bethany Robinson typed the letter. It includes 1 enclosure.
The next time you need to compose an important business letter, don’t let those tiny reference initials trip you up. Follow the tips I outlined for proper placement and formatting, and only include them when appropriate.
While optional on casual correspondence, reference initials lend a professional polish to formal letters. Recipients will admire your attention to detail.
If you have any other questions on reference initials or business communication best practices, don’t hesitate to reach out. Writing a clear, formatted business letter makes a great impression.
Frequency of Entities:
https://bizfluent.com/info-8211260-reference-initials-writing-letters.html: 5
https://smallbusiness.chron.com/reference-notation-business-letters-21548.html: 1
What Is Reference Notation?
Reference notation, also known as reference initials, refers to a small but important section of the business letter template, as described by Colorado State University. The notation is placed at the end of a letter: At first glance, it looks like a confusing jumble of letters, such as “HA:BI:nk,” but this notation provides valuable information about how the business letter was created.
Purpose of Reference Notation
The reference notation shows how the business letter was created and by whom. There can be up to three sets of initials for the business letter.
The first set of initials refers to the signer of the letter. This is typically the highest-ranked person at the business involved in making the business letter. It’s the person who ordered or decided to make the letter in the first place. In some cases, this person won’t be involved in creating the letter at all and simply signs it before it is sent out. These initials are always capitalized.
The second set of initials refers to the writer of the letter. This set of initials is used when the signer and the writer are not the same person. In these cases, higher management typically orders that a letter be written, but someone else takes care of actually writing and making sure it has the necessary information. These initials are also always capitalized. If the signer and writer are the same person, there is only one set of initials.
The third set of initials refers to the person who typed the letter. This is a throwback to when many letters were dictated to a typist, and they are included if someone other than the writer typed the letter. These initials are always lowercase.
Together, the initials allow a business to track how a letter was created. This helps enforce accountability and makes it easier to track down any specific errors.
How to Setup Business Letters
Where do you put reference initials in a business letter?
Professionals usually place reference initials on the bottom of a business letter, two lines after the writer’s signature. Try to format the initials on the left side of the page. If there’s an enclosed note or a postscript, you can place those elements underneath your reference initials. When do you use reference initials in a business letter?
How do you write a reference initial?
Reference initials consist of the initials of the person sending the letter, followed by the initials of the typist. Reference initials are placed on the bottom of the letter page, formatted to the left side. Unless there is an enclosure with your letter, the reference initials will be placed on the bottommost line of the page.
How do you put references in a business letter?
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 affix a reference in a business letter?
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
