Business Letter Abbreviations: 25+ Common Ones

Business letter abbreviations are shortened forms of common terms used in professional correspondence, such as “Attn” for “attention” or “Enc.” for “enclosure.” They save space, speed up writing, and signal that you know standard business conventions. This article explains the most common abbreviations, how to use them correctly, and answers frequent questions about them.

Why Abbreviations Are Used in Business Letters

Business letters have a long history of using abbreviations to keep communication concise. In the days of typewriters, every character cost time and paper, so writers abbreviated common phrases. Today, abbreviations persist because they are recognized globally and make documents easier to scan. For example, “cc” (carbon copy) tells a reader that someone else received a copy, and “re” (regarding) points to the letter’s subject. Using them correctly shows you understand professional norms, which can build trust with recipients.

However, not all abbreviations are appropriate in every context. Formal letters to clients or government agencies may require full words, while internal memos can be more casual. Knowing the difference is key to effective communication.

Common Abbreviations and Their Meanings

Here is a list of the most frequently used abbreviations in business letters, grouped by where they appear.

• Attn: Attention – used in the address block to direct the letter to a specific person.
• Re: Regarding – used in the subject line to state the topic.
• Enc. or Encl.: Enclosure – indicates that something is included with the letter.
• cc: Carbon copy – lists other recipients of the letter.
• bcc: Blind carbon copy – lists recipients without others seeing their names.
• PS: Postscript – an afterthought added after the signature.
• ASAP: As soon as possible – often used in requests.
• FYI: For your information – used to share information without requiring action.
• RSVP: Répondez s’il vous plaît – French for “please reply,” used in invitations.
• EOD: End of day – a deadline.
• COB: Close of business – a deadline.
• ETA: Estimated time of arrival – for deliveries or meetings.
• N/A: Not applicable – used in forms or lists.
• FAQ: Frequently asked questions – common in informational documents.

These are just a few; many others exist in specific industries, like “PO” (purchase order) or “INV” (invoice).

How to Use Abbreviations Correctly

Using abbreviations correctly involves more than just knowing what they mean. Here are practical guidelines:

• Spell out on first use: If you use an abbreviation that might be unfamiliar, write the full term first, then the abbreviation in parentheses. For example, “The purchase order (PO) is attached.”
• Use standard forms: “Enc.” is more common than “Encl.” in American English, but both are accepted. Check your company’s style guide if you have one.
• Punctuate correctly: In American English, abbreviations like “Attn.” and “Enc.” take a period. In British English, they often do not (e.g., “Attn” and “Enc”). Be consistent.
• Place them properly: “Attn” goes in the address block, “Re” in the subject line, and “cc” at the bottom after the signature.
• Avoid overuse: Too many abbreviations make a letter hard to read. If a term appears only once, spell it out.

For example, a correct use might be: “Attn: Ms. Rivera – Re: Invoice #1234. Enc.: Contract draft.”

Common Mistakes and Misconceptions

One common mistake is confusing “cc” and “bcc.” “Cc” means everyone can see who else got the letter; “bcc” hides that list. Another error is using “Re” as a verb – it is a preposition meaning “regarding,” not “reply.” Also, some people write “PS” after the signature, but it should come after the signature block, not in the body. A misconception is that “Enc.” means “enclosed” – it actually means “enclosure,” referring to the item itself. Always double-check that the enclosure is actually attached.

Abbreviations in Email vs. Paper Letters

Email has changed how we use abbreviations. In emails, “cc” and “bcc” are fields, not typed text. “Re” appears automatically in the subject line when you reply. However, “Attn” and “Enc.” are less common in email because addresses and attachments are handled digitally. Still, you might write “Attn: HR” in an email’s subject line to route it. In paper letters, all these abbreviations remain standard. When writing to international partners, be aware that some abbreviations differ – for example, “cc” is understood globally, but “Attn” might be written as “FAO” (for the attention of) in some countries.

Choosing the Right Abbreviation

Choosing the right abbreviation depends on your audience and purpose. For a formal letter to a new client, stick to the most common ones: Attn, Re, Enc., cc. For an internal memo, you can use more casual ones like ASAP or FYI. If you are unsure whether the recipient knows an abbreviation, spell it out. When in doubt, err on the side of clarity – a full word is never wrong, but an obscure abbreviation might confuse. Also, consider the medium: in a text message, “ASAP” is fine; in a formal proposal, write “as soon as possible.”

Template for a Business Letter with Abbreviations

Frequently Asked Questions

What does “cc” stand for in a business letter?

“cc” stands for “carbon copy.” It originated when carbon paper was used to make copies of typed letters. Today, it lists other people who receive a copy of the letter, and their names are visible to all recipients.

Is it “Enc.” or “Encl.” for enclosure?

Both are used, but “Enc.” is more common in American English. “Encl.” is also correct and often seen in British English. Choose one and be consistent throughout the letter.

Can I use abbreviations in a formal business letter?

Yes, but use only standard ones like Attn, Re, Enc., and cc. Avoid casual abbreviations like ASAP or FYI in very formal letters unless you know the recipient prefers them. When in doubt, spell out the full term.

Where do I put “Attn” in a letter?

“Attn” goes in the address block, either on the first line of the recipient’s address or on a separate line above it. For example: “Attn: Human Resources” or “Acme Corp, Attn: John Doe.”

What does “PS” mean and where does it go?

“PS” stands for “postscript,” from Latin “post scriptum” meaning “written after.” It goes after the signature, at the very end of the letter, and is used for a brief afterthought. In formal letters, it’s better to avoid PS and include everything in the body.

Should I spell out “re” or write “Re:”?

Write “Re:” with a colon in the subject line. It is a standard abbreviation for “regarding.” Some people write “RE” but that is less common. Always use a colon after it.

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