When you receive a business letter, you may notice a word or a symbol before the subject line. It is usually written as “Re:” or “RE:”. But what does it mean and how should you use it in your own business letters?
In this article, we will explain the meaning, origin, placement, and usage of “Re:” in business letters, as well as the differences between “Re:” and “Ref” and some common alternative spellings and mistakes.
Defining “Re:”
“Re:” is an abbreviation for “regarding” or “in reference to”. It is used to indicate the topic or the main point of the letter. For example, if you are writing a letter to inquire about a job opening, you may write “Re: Job Application” as the subject line. This tells the recipient what the letter is about and helps them to prioritize their response.
The origin of “Re:” can be traced back to the Latin word “res”, which means “thing” or “matter”. In Latin, “re” is a preposition that means “about” or “concerning”. In the 18th century, “Re:” was adopted as a shorthand for “regarding” or “in reference to” in business correspondence. It is still widely used today in formal and informal business letters, as well as in emails and memos.
Placement of “Re:” in a Business Letter
The placement of “Re:” in a business letter depends on whether you are using a salutation or a subject line. A salutation is a greeting that addresses the recipient by name or title, such as “Dear Mr. Smith” or “To Whom It May Concern”. A subject line is a brief statement that summarizes the purpose of the letter, such as “Job Application” or “Invoice Payment”.
If you are using a salutation, you should place “Re:” under the salutation, on a separate line, followed by a colon and a space. For example:
Dear Mr. Smith,
Re: Job Application
I am writing to express my interest in the position of …
If you are using a subject line, you should place “Re:” before the subject line, on the same line, followed by a colon and a space. For example:
Re: Job Application
Dear Mr. Smith,
I am writing to express my interest in the position of …
The placement of “Re:” in a business letter is not a strict rule, but a matter of preference and convention. However, you should follow the standard formatting guidelines for business letters, such as using a clear and legible font, aligning the text to the left margin, leaving a one-inch margin on all sides, and using single or double spacing between paragraphs.
Differences Between “Re:” and “Ref”
Another abbreviation that is sometimes used in business letters is “Ref”. “Ref” stands for “reference” or “reference number”. It is used to indicate a specific document, file, or case that is related to the letter. For example, if you are writing a letter to follow up on a previous correspondence, you may write “Ref: Your letter dated 10/10/2023” as the subject line. This tells the recipient which letter you are referring to and helps them to locate it.
The difference between “Re:” and “Ref” is that “Re:” indicates the general topic or the main point of the letter, while “Ref” indicates a specific reference or a reference number that is related to the letter. “Re:” is more commonly used in business letters, while “Ref” is more commonly used in legal, medical, or technical fields.
Common Alternative Spellings and Usage
There are some variations in the spelling and usage of “Re:” in business letters. Here are some of the most common ones:
“Re” vs. “Re:”
Some people prefer to omit the colon after “Re” and write it as “Re Job Application” or “Re Your letter dated 10/10/2023”. However, this may cause confusion with the word “re”, which is also a prefix that means “again” or “back”, such as in “reapply” or “revisit”. Therefore, it is advisable to use the colon after “Re” to avoid ambiguity and to follow the standard practice.
Capitalization and Punctuation
Some people prefer to capitalize “Re” and write it as “RE:” or “RE”. Some people prefer to use a comma instead of a colon and write it as “Re, Job Application” or “Re, Your letter dated 10/10/2023”. However, these variations are not widely accepted and may look unprofessional or informal. Therefore, it is advisable to use the lowercase “Re” and a colon to follow the standard practice.
Examples and Common Mistakes
Here are some examples of how to use “Re:” correctly and incorrectly in business letters:
- Correct: Re: Job Application
- Incorrect: Re Job Application
- Correct: Re: Your letter dated 10/10/2023
- Incorrect: Re Your letter dated 10/10/2023
- Correct: Re: Invoice Payment
- Incorrect: Re Invoice Payment
- Correct: Re: Meeting Request
- Incorrect: Re Meeting Request
