Letters / 207-^ Are any other necessary notations included, such as copy lines, attention lines,
subject lines, and so on?
-^ Is the format consistent, either in block form or in one of the two modified-
block forms?
- Are^ the^ top^ and^ bottom^ margins^ nearly^ equal?
Make any necessary revisions based on the preceding guiding questions. If necessary,
for the sake of an immaculate, businesslike appearance, reprint the letter.
STEP 6: Proofreading—Checking the Technical Details
Check grammar, mechanics, and usage. [See Part IV for rules and examples.] In addi-
tion, consider the following questions as you proofread:
-^ Have I punctuated the letterhead correctly, using a comma between the city
and state but no punctuation between the state and zip code?
- Did^ I^ include^ a^ comma^ between^ the^ day^ of^ the^ month^ and^ the^ year?
-^ Have I punctuated the inside address correctly, using a comma to separate the
name of the addressee from his title or position if both are listed on the same
line? Did I punctuate the address correctly? - Have^ I^ maintained^ accurate^ capitalization^ throughout?
- Do^ I^ use^ accurate^ terminology^ throughout^ the^ letter?
- Is^ my^ spelling^ absolutely^ correct?^ Do^ not^ rely^ on^ spell-checkers.^ Incorrect^
words correctly spelled will slip by. - In^ the^ case^ of^ alternate^ spellings,^ do^ I^ use^ the^ preferred^ spelling?^ Check^ a^
dictionary as a final reference.
-^ When you have typed a final copy, proofread it carefully and sign it. The letter
is ready to prepare for mailing.
STEP 7: Proofreading—The Final Step
In order to maintain an immaculate, businesslike appearance, this section discusses
three final points: addressing the envelope, folding the letter, and sending the letter.
Addressing the Envelope. Follow these steps:
- Use a plain white envelope, preferably letter-size.
- Put your return address, including your name, in the upper-left corner of the
envelope, using the same style as you used in the heading of the letter. - Begin the mailing address on line 14 of a letter-size envelope and on line 12 of a
small envelope. Start at the vertical center of the envelope. The mailing address
should appear exactly as it does in the inside address of the letter. - Be sure to add sufficient postage.
Folding the Letter. If you are using a long envelope, fold your letter in thirds, fold-
ing the bottom third toward the top and then the top third down. Insert the letter