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November 7, 2000
BUSINESS LETTERS--PART II
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Last week we began a series on the standard American business letter. This week we consider the second element, the inside address.
The inside address includes the recipient's name and address. Like other informational segments, it is single-spaced and each line begins at the left margin. While titles such as "Mr." and "Mrs." or "Dr." generally are abbreviated, street designations are spelled out completely. However, the state may be abbreviated to the usual two letters used by the U.S. Post Office (example--"California" = "CA"):
Mrs. Jane Doe
1234 Carson Drive
Milestone, MI 45201
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If the recipient has a professional title, indicate that in one way only in the first line to avoid redundancy:
Dr. Selma Abrams
-or-
Selma Abrams, M.D.
NOT:
Dr. Selma Abrams, M.D.
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When indicating an address outside the United States, the country is sometimes set off in all capital letters on a separate line:
Mr. Farhad Aghee
#49 Padak Aram
Fazel Abad, Tabriz
IRAN
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Next week we will examine the third unit of the business letter, the salutation (or greeting).
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NEW WORD OF THE WEEK:
PER (pur): 1. through; by means of (business)
Per the supervisor's instructions, six boxes of files were sent to the client.
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YOUR GRAMMAR AND WRITING QUESTIONS
QUESTION: What are the differences of writing in various persons--first, second, third, etc.? I think third person is omniscient.
GRAMMARCHECK: First person, using "I" or "we," refers to the writer. The second person refers to the reader, whether directly or implicitly:
Take this case, for example. ("You" is understood by implication.)
Don't you want to pack a lunch for the field trip? ("you" is directly stated)
You are right about third person--it can be omniscient (knowing the thoughts or feelings of other and thus used primarily in fiction) or it may simply refer to known others:
Jack and Jill went up the hill. (third person reference)
He used to get up early; now he sleeps in. (third person reference)
Susan wondered whether her mother was still alive; she doubted it. (omniscient third person narrator "knows" Susan's thoughts or feelings)
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QUESTION: When something is at "its peak of flavor," should there be an apostrophe in the word "its" to show possession?
GRAMMARCHECK: No. Use an apostrophe in "its" only to show a contraction for "it is," as in the following:
It's too early for those children to be out of bed.
(It is too early for those children to be out of bed.)
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QUESTION: When, if ever, should titles like "mom," "aunt," and "old man Hewitt" be capitalized?
GRAMMARCHECK: Capitalize such titles when they serve as terms of direct address or replace personal pronouns, often including the person's proper name:
Mom, can I play basketball with Ernie?
[OR "I asked Mom if I could play basketball with Ernie."]
[BUT "I asked my mom if I could play basketball with Ernie."]
Yesterday evening Aunt Zelda arrived on the train.
[BUT "Yesterday evening my aunt arrived on the train."]
We used to throw rocks at Old Man Hewitt's house.
[BUT "We used to throw rocks at the old man's house."]
Do not capitalize words showing relational titles when they are preceded by pronouns or articles and do not include proper names:
My mom joined the PTA this year.
Is that the grandfather who was mentioned in the newspaper?
Zak mentioned that his uncle used to coach softball.
Alas, exceptions do exist, as in families who use relational titles as terms of direct address:
May I leave the room now, Aunt?
Heidi told Grandfather about finding the lost lamb.
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QUESTION: The following e-mail was sent out to the entire company. Several people have commented that the grammar is incorrect. Can you please verify that it is correct?
"Email will be down for approximately 20 minutes starting at 6:00 pm. Please exit out of email prior to 6:00 pm to expedite this down time."
GRAMMARCHECK: Sorry, but we must agree with those who found problems in the above. Here are our suggested corrections:
1. While spelled both ways, "e-mail" is the preferred spelling.
2. The number "20" should be spelled using letters if we follow the rule to spell numbers of one or two syllables. (We are aware, however, of the contradictory rule of spelling only the numbers of one through ten.)
3. A comma after "minutes" would facilitate the reading of this statement.
4. The use of "pm" should be punctuated as "p.m."
5. The phrase "exit out of" is redundant; use "exit" alone:
" . . . Please exit e-mail prior to 6:00 p.m. to expedite this down time."
We hope these suggestions are helpful!
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QUESTION: I am a teacher. When are sentences beginning with "but" and "so" correct?
GRAMMARCHECK: They are correct in beginning a complete statement (independent clause) when the coordinating conjunctions (and, or, so, yet, but, for) are not followed by punctuation marks such as commas or semi-colons:
CORRECT:
But Jimmy refused to leave.
So Agatha left town once more.
NOT:
But, Jimmy refused to leave.
So; Agatha left town once more.
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