A business letter with a Re: line uses that line to identify the letter’s subject or the matter it concerns. Put it below the recipient’s address and above the salutation in a common block-style layout; the template and sample below show how to use it without making the letter harder to read.
What “Re:” Means in a Business Letter
In a printed business letter, “Re:” is a brief subject heading. It introduces the topic the letter addresses, such as a meeting, a request, a reference number, or a document. It is commonly understood as meaning “regarding” or “in reference to.” For example, “Re: Request for a revised delivery schedule” tells the reader what the letter is about before they reach the opening paragraph.
The line is useful when a recipient handles many kinds of correspondence or when the letter relates to an earlier conversation or file. A specific heading can help the recipient sort the letter, recognize its purpose, and locate it later. It does not replace the letter’s explanation: the opening paragraph should still state why you are writing.
“Re:” does not mean “reply” in this context. That misunderstanding often comes from email, where an email service may add “Re:” to the subject of a reply. In a printed letter, it functions as a subject or reference label. It is optional, so include it when it adds useful context rather than treating it as a required part of every business letter.
Where to Place the Re: Line
In a widely used full-block format, all the main parts of the letter begin at the left margin. The sender’s details and date come first, followed by the recipient’s address. The Re: line usually goes after the recipient’s address and before the salutation. Leave a blank line between each section so the heading is easy to distinguish.
For example, the sequence is:
- Sender’s name and contact details
- Date
- Recipient’s name, title, organization, and mailing address
- Re: line describing the subject
- Salutation, such as “Dear Ms. Rivera:”
- Letter body, closing, and signature
House styles differ. Some organizations use “Subject:” instead of “Re:”; some place a subject heading after the salutation; and modified-block layouts may position the date or closing differently. Follow the recipient’s or organization’s stated format when one exists. If there is no required style, placing a concise Re: line between the inside address and salutation is a clear, conventional choice.
Business Letter Template With a Re: Line
Sender name: ____________________________________
Sender title or organization: ____________________________________
Street address: ____________________________________
City, region, postal code: ____________________________________
Email or phone: ____________________________________
Date: ____________________________________
Recipient name and title: ____________________________________
Recipient organization: ____________________________________
Recipient mailing address: ____________________________________
Re: ____________________________________
Dear ____________________________________:
I am writing regarding ____________________________________.
____________________________________________________________
____________________________________________________________
Please ____________________________________ by ____________________________________.
Thank you for your attention. ____________________________________.
Sincerely,
Signature: ____________________________________
Printed name: ____________________________________
Enclosure or cc, if applicable: ____________________________________
Sample—fictional details: Re: Updated meeting agenda. Dear Mr. Vale: I am writing regarding the planning meeting scheduled for 14 May. Please see the revised agenda enclosed and let me know by 10 May if you would like to add an item. Sincerely, Mira Chen, Project Coordinator.
How to Fill In Each Part
Use the sender block to make it easy for the recipient to identify and contact you. Include the details that are relevant to the purpose of the letter; a return mailing address is especially useful for correspondence that may need a physical response. Add the date you send or finalize the letter. If the letter is printed and mailed, use a date format that will not be ambiguous to the reader.
Address the recipient by name and title when you know them, and check the spelling. If you do not know the appropriate contact, use a department or role rather than guessing at a person’s name. The Re: line should be short enough to scan quickly but specific enough to distinguish this letter from unrelated correspondence. Include a reference number only when it is relevant and appropriate to share.
The salutation begins the message politely. Use a colon in many formal American business-letter styles, though punctuation preferences vary by region and organization. In the body, explain the purpose early, add only the context the reader needs, and state any requested action and useful deadline clearly. Close courteously, then include your printed name and any relevant title. List an enclosure or copy recipient only if one is actually included or copied.
Choosing the Right Re: Wording
A useful Re: line names the subject, not the entire argument. Aim for a phrase that a reader can understand without reading the full letter. Depending on the situation, it might identify a request, a meeting, a proposal, a follow-up, or an existing file. Avoid vague headings such as “Important matter” when a more informative phrase is possible.
- Clear: “Re: Request to reschedule the 8 June interview”
- Clear: “Re: Follow-up on the March service proposal”
- Clear when applicable: “Re: Invoice 4821”
- Too vague: “Re: Question”
- Too long: a full sentence that repeats the letter’s opening paragraph
Keep the heading neutral and accurate. If the letter contains sensitive information, do not put private details into a subject line unnecessarily: headings can be visible to people who handle incoming mail. Use a general description where that better protects the information, while keeping the body appropriately addressed. Do not use a Re: heading to imply that the recipient has agreed to something or that a decision has already been made.
Re: Compared With Subject: and Email
“Re:” and “Subject:” can both introduce a topic in a printed letter. “Subject:” is especially direct for readers who may not recognize the convention, while “Re:” is a familiar, compact option in formal correspondence. There is no universal rule that one is correct in every setting. Choose one label, use it consistently, and follow a required house style if there is one.
An email subject field serves a similar practical purpose, but it is not the same physical part of a letter. Email software may add “Re:” to a reply’s subject automatically; in that setting it signals a reply in a conversation thread. Do not assume that an email convention determines where a printed letter’s Re: line belongs. For a letter, the heading is part of the document layout and identifies its topic.
Common Formatting Problems
A Re: line can make a letter clearer, but careless use can create confusion. Check the heading against the actual purpose of the message and make sure the body follows through on what it promises. If the heading mentions a particular date, document, or request, verify that the details in the letter match it.
- Putting it in the wrong place: In a common block-style letter, place it above the salutation, not inside the recipient’s address.
- Using several subject headings: Avoid stacking Re:, Subject:, and a separate title unless a required format calls for them.
- Repeating information: The heading can name the topic; the first paragraph should explain the purpose rather than copy the heading word for word.
- Overloading the line: Move background, explanations, and requests into the body.
- Leaving out the recipient’s context: If the issue relates to a prior exchange, identify it briefly enough to help the reader recognize it.
Also check basic presentation before sending. Use readable spacing and a consistent font, keep the letter to a suitable length, and proofread names, dates, addresses, and attachments. A polished heading cannot compensate for a missing enclosure or an unclear request. If the letter is being sent as a printed document, make sure the signature area leaves room for a handwritten signature if one is expected.
When to Use a Re: Line
Include a Re: line when it saves the reader time or helps connect the letter to a specific matter. It is often helpful for a follow-up, a response about a named proposal, a request tied to a meeting, or correspondence that needs to be filed under a reference number. A clear heading is also helpful when the letter may be routed through an office before reaching its intended reader.
Skip it when the letter is very short and its purpose is already obvious, or when the recipient’s format does not use subject headings. A greeting card-style note, for instance, does not usually need a formal subject line. The decision is about usability, not a rule that every business letter must contain “Re:”. For legal, tax, medical, or financial-planning matters, ask a qualified professional if your situation requires specialized advice.
Frequently Asked Questions
Should the Re: line go before or after the salutation?
In a common full-block business-letter layout, place it after the recipient’s address and before the salutation. Some organizations use a different house style, so follow their instructions when available.
Do I write “Re:” or “RE:”?
Both forms are recognizable. “Re:” is common in ordinary business correspondence; capitalization and punctuation may depend on the organization’s style. Be consistent within the document.
Is a Re: line required in a formal letter?
No. It is optional and should be included when it helps identify the letter’s topic or reference. A clear opening paragraph matters whether or not you use a heading.
Can I use “Subject:” instead of “Re:”?
Yes, unless a required format specifies otherwise. “Subject:” is an explicit alternative. Use one label rather than adding both for the same heading.
Should the Re: line end with a period?
Usually it is written as a label followed by a concise phrase, without a final period. Follow the recipient’s style guide if it sets a different punctuation convention.
Does “Re:” mean reply in a printed letter?
Not usually. In a printed business letter it introduces the subject or matter being discussed. In email, “Re:” may be added to a reply’s subject line to identify the message as part of a conversation.