Formatting a business letter: Where should RE go?

Correction on my previous comment: Reference lines or blocks appear two lines immediately below the inside address not the date. I don’t know who came up with putting it below the date but that looks ridiculous and crowded.

Webster Dictionary’s definition for the word reference is: cite, mention, point of origin, source. Their definition for the word subject is: theme, topic, matter, issue. So a letter can have both a line that highlights the point of origin or source for the letter and a line that states the theme or topic of the letter. Or it can have one or the other.

Anon is correct. John had the only response that drew attention to the fact that reference and subject are not the same thing. I was a highly trained executive secretary for over 20 years in corporate America and was taught to put the reference line 2 lines below the address. That does not mean it relates to the address. That’s why it is separated by the 2 lines. The subject line goes 2 lines below the salutation and it is not part of the the body.

“Reference lines should be used when the letter refers to several invoices, letters, or telephone conversations. They eliminate the need to include such information in the opening paragraph.

Reference lines or blocks appear immediately below or two lines below the date line, depending upon company preference. They can begin with RE or References.

If several references are listed, each may be preceded by a number or letter identifier to facilitate ease of referral (by number or letter) within the body of the document. In documents of multiple pages, reference lines may appear under the date in the heading of all pages. ”

“Subject Line. Descriptive subject lines instantly inform a reader of the general content of the letter. They also permit accurate filing and retrieval from files.

Subject lines specifically define the subject matter of the letter. They appear two lines below the salutation and two lines above the first line of the text, although the simplified letter format may have different spacing. Subject lines are highlighted by boldface type, underlining, or the use of all capital letters. “

The Attention Line . . . however, if it was to be sent c/o, then it would be addressed in the Salutation line to the Director.

I am writing a government agency. They supplied me w/ the Director’s name, and the name of the person to whom I’m to include in an “Attention Line.” My question is: Whom do I address in the Salutation Line?–the Director or the person on the Attention Line?

Noble is spot on about the distinction here. While I’m sure many people will continue to do this differently, RE: is a reference line or block, and “Subject” is a subject line. RE: is used specifically for referencing a previous communication/account file/etc similar to the way we might think of a “” subject line in an email (references a previous email communication)

“Subject” in a letter is short outline of what the letter is about and does indeed go below the salutation. It is often underlined rather than using “Subject:”

While I agree that conversation may flow with a salutation first before a subject, the way we use emails is more like the way we use letters (in business). In emails, the subject/topic before you open it and the salutation comes after. That makes sense to alert you of what you will be reading. But we’ll stick to formalities.

I too have always gone with the “old school.” I was an Executive Secretary to a Vice President at ITT for man years. The “RE” is a part of the letter NOT a part of the address.

The ATTENTION LINE goes after the address.
The SUBJECT LINE (or Re line) goes after the salutation.
That is the proper business letter setup.

I worked for ten years as a management consultant for PricewaterhouseCoopers, and we always followed the same standard that I learned back in my high school typing class.

Our address

Client’s address
attn: So-and-So

re: Subject Title

Dear sirs;
yadda yadda

I am a Katherine Gibbs School Graduate; and although most letters these days put the Re line under the address, it is incorrect. The Re line is just another word for the subject line, and the subject line always belongs under the salutation. Just because the other way is widely used does not make it correct.

The RE: format on making a business letter was really confusing if it was to be written below the salutation or above, however Re: can only be use when you are making interoffice memorandum because it takes the place of subject line and for outside communications i think it depends if you have a constant communication with the person/company the purpose of which is for the addressee to know instantly what you want but for first time communications i think the usual formal letter without RE; was to be used.

I am surprised by the many different responses to my question about where the RE line should correctly be placed in business letters today. The letters I type involve individual patients, and the patient’s name is shown on that line to easily reference the subject of the letter. I can see from the responses, that office manuals differ today. It was made clear to us in school that the salutation line referred to the person to whom the letter is written, and that the regard/subject line is in reference to the information in the letter. I’ve been troubled when seeing so many letters written today that don’t follow that format, but now I see why. I appreciate all of your responses and want you to know that each and every one of you have good reasons for your explanations. I may not necessarily change the way I prepare letters, but it’s very interesting to see that formatting can be much more flexible today!

Putting the “re:” above the salutation doesn’t make sense. You wouldn’t talk like that. Nobody says “Regarding your show, Dear Oprah, please have me as a guest . . . .” Instead, you would say: “Dear Oprah, regarding your show, please have me as a guest . . . .” Ergo, the “Regarding . . .” or “Re:” comes AFTER the Dear whoever. It should appear the way you’d speak it. Anyway, I run a farm and this is how I do all my correspondence.

I agree. I’ve been a secretary (legal and executive) since 1980. What was taught in high school, business school, and in college writing books is that the re comes after the address, before the salutation.

I also have to agree with Anon. We use this format numerous times a day. I have been in the administrative field for over 25 years and have always seen it done this way.

I’ve always increased the font and I bold it so it stands out.

Believe me, I am old school and I’ve never seen or done it any other way – I’m with Anon!

I agree with you 100%. I was always taught the RE: goes after the address. I have never done it any other way.

Yes, per Franklin Covey the subject line above the salutation therefore that is the preferred style for my company.

According to the 3rd edition of Complete Office Handbook, recommended by IAAP, “the subject line is not necessary in business letters but is used when drawing the reader’s attention to the contents of the letter. No punctuation is needed.”

Following is an example the authors used:

February 2, 2010 (followed by 4 enters)

Mr. Michael Troy
Human Development Associates
203 S. Willits
Visalia, CA 93291 (followed by 2 enters)

YOU DID AN OUSTANDING JOB!

Then comes the text of the letter.

I don’t particularly like this example, however.

Back in the stone age when I went to Katharine Gibbs, the format we learned was the subject line went under the salutation, underlined and centered.

I don’t think there is a consensus, because it depends on the letter style you use and which book you reference!

I don’t do a large amount of letters that use “RE”, but when I do them, I do as anon does. The main reason I do is because that is what I’m given to type. If one of the partners gives me the letter to type, and that’s how he/she wants it then that’s how I’ll do it. If I think it is done wrong and critical enough to change it, then I’ll consult with them and tell them how it should be done. They trust my judgment. But this issue has not bothered me enough to do that. If the consensus here points to that way being both wrong and critical, then I will consult with the bosses and let them know. But so far I’m not finding that it is the consensus, nor do I feel that it would be critically important. However; I’ll continue to monitor the responses on this issue. I do like to do things right.

I don’t type very many business letters, either. However, I looked it up In an OLD Secretary’s Complete Self-Training Manuarl (copyright 1992). It states the subject line of the letter is typed two lines below the salutation and two lines above the frist line of the body of the letter. It is typed flush left in Full Block and Simplified Letters, but it may be centered in Semiblock of Modified Block Letters. It may be introduced by the word “subject.” with a colon afterwards. (I didn’t see anything where it says you should use “Re:” in the subject line.

One more little tip.

Because of the industry I work in, things get “lost” or “misplaced”.

I have found that if I increase the RE/Subject Line, by a few fonts and bold face that line, it helps in our industry with reducing the amount of letters/e-mails/faxes that may get lost. Of course this is NOT 100% effective all of the time, but it does at least help in our industry.

Here is a sample (but I can NOT increase the fonts on this post):

29 January 2010

Ms. Jane Q. Public, MST, CPE
12345 Old Evergreen-Pine Road
Suite #10985-B7
Anytown, Washington 98092

Dear Ms. Public:

RE: PAST DUE AMOUNT OF $39,589.99 ON FILE #08375670-FXJ

*I usually highlight the RE/Subject line in my e-mails and boldface the text. When writing a hard copy letter, normally I just increase the font size. Meaning if the font size for the letter is times roman numeral 12, then I will increase the RE/Subject line to 14 or 16.

Just a tip. It may work for some of you and it may not.

Just throwing stuff out there.

Dr. StillStanding

PS: This will come up later or on another post. In MY subject/RE lines, I like to be detailed and let the reader know what it is about. This way I hope that the letter can get to the correct person without major delays. Sometimes I get e-mails that say “$40.00!” And I have to read the entire e-mail before I figure out that this e-mail should have been sent to our accounting department or sales department!!!!

Paying attention to detail is an excellent way to be favored by your peers and noticed by the top brass! Smile!

I’ve always done my “RE” like Anon. I also double checked the Covey style guide and it says the same.

It’s Friday and my examples were flip-flopped from the explanation. I hope you figured that the first example was for the attention line and the second example was for the subject line.

According to Gregg Reference Manual (8th ed.), the subject line goes below the salutation.

Inside Address

Attention: Accounting Department

Dear Byfield & Duff:

An attention line (Attention: Person/Department Name) goes above the salutation line.

Inside Address

Dear Ms. Smith:

Subject: Your Request for Early Retirement

I vote with old school – the topic goes after the name.

I am not in a position in which I write letters very often but if I were receiving letters done the two ways listed above I would certainly think that the one done by Anon looks better and makes more sense. It gives me a heads up on what you are writing me about right up front. Just my opinion.

I’ve been in the secretarial field for over 20 years. I’ve always done it the way Anon is showing it in their response. I’ve never known it to be the other way, nor do I ever remember seeing it that way. “Old school” may be older than me, but that’s the way I learned it and have always handled it.

I go with the old school, (see below) however I try to avoid using an ‘re’ at all, unless it is a memo. Seems like it’s unnecessary to use it otherwise.

Mr. John Doe
Company Name
1234 Main Street
Anywhere, USA 12345

Dear Mr. Doe:

RE: Topic

The subject line always goes below the address:

Mr. John Doe
Company Name
1234 Main Street
Anywhere, USA 12345

RE: TOPIC

Dear Mr. Doe: