• Signature Block
– The signature block begins on the
fourth line below the
complimentary closing to allow
room for the handwritten
signature.
– Type the full name on the first line.
– Type the business title, if used, on
the next line.
Basic Business
Letter Construction
• Signature Block
– Short titles may immediately follow the
name on the first line.
• Example: Rick Harris, Director
Bureau of Health Provider
Standards
– The State Health Officer prefers his
signature block to be as follows:
• Donald E. Williamson, M.D.
State Health Officer
Basic Business
Letter Construction
• Signature Block
– For all ADPH correspondence, begin
the signature block at the center
point of the page.
– When using letterhead, it is not
necessary to include the name of the
organization in the signature block.
– It is acceptable to include the
organization name in the typed
contact information of an e-mail.
Basic Business
Letter Construction
• Reference Initials
– The reference initials begin on the
second line below the signature
block, at the left margin.
– Use reference initials to indicate
who composed the letter and/or
who produced the printed letter.
• Example: DEW/MJ
Basic Business
Letter Construction
• Reference Initials
– When a letter is generated for the
State Health Officer’s signature, it
is the department’s preference to
include his initials, along with
initials of the author and typist.
• Example: DEW/SW/MZ
Basic Business
Letter Construction
• Enclosure/Attachment Notation
– The enclosure/attachment
notation, if used, begins one line
below the reference initials, at the
left margin.
– Type “Attachment(s)” or
“Enclosure(s)” to indicate other
items in the envelope.
Basic Business
Letter Construction