Format for Letters

Format for Letters, Addressing Names, Salutations and Attention line

One of the most error-prone zone in transcription is while transcribing letters. Since letters are usually addressed to doctors who are themselves highly proficient in their profession, any error in the letter can make them a little annoyed. So take utmost care during transcribing letters.

The address is usually typed with a left margin alignment and is begun leaving a space of 3 to 4 lines below the date of the letter. However, this can vary depending on letter size and customer specifications.

Guidelines for Addressing Names of Persons
Always a courtesy title like Mr., Mrs., Ms. or a professional title as Dr. is added to a name. If one does not know whether the person is a man or a woman, do not use any title. Similarly, the title "Ms." should be used when one does not know which title is to be used for a woman. In cases, when the degree of the person addressed is know, the degree should be preferred over the title. Both the degree and title must never be used together.

For example:
Incorrect: Correct

Dr. James F. Bethpage, MD Dr. James F. Bethpage or James F. Bethpage, MD
Dr. Linda McKinley, DO Dr. Linda McKinley or Linda McKinley, DO
Mr. Shawn Patrice, Phd Mr. Shawn Patrice or Shawn Patrice, Phd

Always use the complete name of a person if known with the courtesy title

For example:
Dr. Allen Markowitz
Professor John P. Doyle
Drs. Pugh, Hyle and McCArtney
Captain Copper W. Wright

The name of the person should never be abbreviated when addressing him or her.

For example:
Patrick K. McCartney, MD is the right way to address and not Pat K. McCartney, MD

When a person has two or more degrees, they are to be separated by a comma in between them and should be placed in order of increasing distinction and recognition.

Example:

Lee J. Hills, MMS, MD, FACOG and not as Lee J. Hills, FACOG, MD, MS

Sometimes, the names are written in reverse order with the last name first and first name last. In such cases, the parts of the name are to be separated by comma. Usually a comma is placed after the last name and before the degree if it needs to be mentioned.

For example:

Lee J. Hills, MD can also be written as Hills, Lee J., MD (see the comma usage)

However, one cannot address a person with the title in the reverse order. For example, it is wrong to write Dr. Hills, Lee J. So the correct way of transcribing is Hills, Lee J., MD

Guidelines for Addressing Names of Firms:

When transcribing name of the firm, always copy as it is printed on the company’s letterhead, website or as mentioned in the directory. Under all circumstances, the abbreviations and punctations of the firm’s name are not to be changed.

For example:
Queens-Long Island Medical Group.
Beth-Israel General Hospital
Copper & Raunchy Pathology Lab.
Schwanam, Haslip and Kimbrell Dental Clinic

Guidelines for Addressing Persons with Business Titles:
While writing official letters or addressing people of higher business profile, mentioning the business title looks more professional and respectful. When a business title accompanies any name, it is usually written last after the degree or after the name separated by a comma but if the space does not permit it to be on the same line, it can be written on the next line without the use of the comma.

For example:
Levlin K. Mirchandani, MS, Medical Director
Kevin Kasparov, LLB
Chief of Sales
Benjamin F. Camille, MD, MS
Head of Forensic Sciences

Guidelines while writing address
The address is to be written immediately flushed to the next line after the name of the person or the firm.

Usually the address starts with street name, apartment or suite number, city, state and Zip code. One should not abbreviate North, South, West, Street, Avenue, Boulevard and even Apartment except when the address line is getting too big. Usually, it looks nice to have the whole address mentioned in two or three lines. The city name is always to be spelled out and separated with comma from the State. The state name can be abbreviated or can be spelled out and is separated from the zip code with one or two space but no comma or dash. There is no need to put comma or period at the end of the address line. Comma should only be used to separate the street and suite names or as in city and state name.

Finally, it is better to copy the address as mentioned on the letter head, website or as approved by the USPS.

For example:
Kathy Suekat, MD
One Nameoke Street, Suite QE
Far Rockaway, New York 11432
(One should always be spelled out when used in building, street, suite or apartment number)
Elaine Markowitz, MD
1465 Broadway,
Hewlett, New York 11551

Susan B. Johnson, LLB
Apartment 34,
1782 Collinmore Street
Luxemborg, MA 13456
Napil B. Pakisha, MD
PO Box 1934
Maples, CA 44560

Forms of Salutations:
After finishing with the address line starts the most important part of a letter i.e. salutation. This is a highly important protocol when starting the letter. Usually, it’s easier to write the salutation when a person addressed is single but becomes more difficult and more error prone, while addressing two or more people.

The salutation starts after leaving two blank lines after the address line and is to be followed by a colon or a comma as felt appropriate.

Here are some common ways of writing salutation:
Dear Paul: or Dear Paul,
Dear Dr. Ben: or Dear Doctor Ben:
Dear Drs. Mike and Lee or Dear Dr. Mike and Dr. Lee:
Dear Linda and Betty: or Dear Linda and Betty,
Dear Mrs. Kathy and Ms. Brenda:

Some examples for married couples.
Dear Mr. and Mrs. Bond:
Dear Professor Bill and Professor Kavita:
Dear Dr. Wu and Mrs. Cathy:
Dear Captain Pat and Professor Rina:
Dear Mr. Bright and Dr. Bright:

Some examples for unmarried couples associated with business or work purposes.
Dear Professor Paul and Mrs. Wright:
Dear Dr. Mills and Dr. Hilton:
Dear William and Nancy:

When addressing a large group together, use the standard salutation format.

Ladies and Gentleman:

Dear Professor McCarthy et al: (One can also use the name of the most senior person of the firm followed by et all, meaning all others.)

Guidelines to Use Attention Line:
Sometimes it becomes necessary to use the Attention line instead of going straight to salutation. When the attention line is used, it should be typed two blank spaces after the last address line flushed with the left margin. It should be written in full and usually capital form or even the first letter in caps would do but it is never to be abbreviated.

Example:
Attention: Mrs. Nancy P. Blake or ATTENTION: Mrs. Nancy P. Blake
If the title is going long, one can accommodate on the second line.

For example:
Attention: Mrs. Nancy P. Blake

Purchasing officer

Always take care that the second line should start at the same point where the name of the person starts. This maintains clarity, visibility and neatness. It is wrong to use abbreviated form of Attention as Attn.
It is always debatable to use both the attention line and the salutation line. Some would like to use only the salutation format without any attention line while some would prefer to use the attention line. In any case, the salutation should always be in accordance with the attention line.

For example:

Attention: Mrs. Nancy P. Blake

Dear Madam,
This is the most frequent format used rather than using Dear Mrs. Nancy as mentioning the same name twice is improper.

So the start of a letter would look as follows:

May 28, 2006

Bethnovar Medical Clinic
1024 Nameoke Street, Suite 2B
Far Rockaway, New York 11621
Attention: Mrs. Nancy P. Blake

Dear Madam: