Write a "Subject" or "Re" line if your company customarily does so
"Subject" and "Re"
Some companies write the subject of the letter in a line between the salutation ("Dear Mr. Franks:") and first paragraph of the letter. It may be centered or flush left, as in this example:
Mr. Darren Carpenter
Florsheim Shoes, Inc.
3842 Dallas Boulevard
Boyleston, CA 97735
Dear Mr. Carpenter:
Subject: Arrangements for your upcoming visit to our company
We look forward to your visit . . .
If your company commonly includes the line, do so. However, since you should explain the context and subject of your letter in the introduction, the "Subject" or "Re" line is redundant and may be premature.
Use key words in the "Subject" or "Re" line and introduction
Use key words the reader will recognize immediately in the "Subject" or "Re" line. Then, use the same words in the introduction. Don't worry about being redundant. Your goal is to be clear.
Make the "Subject" or "Re" line reflect your goals.
InformDescribe the central message in a few words. Choose key words the reader will understand immediately. If you are responding to a request, include the key words the requester used.
Generate action or stop action
If feasible, state the action that must begin or must stop in the subject line. Word it so the reader is aware of the action.
Provide reference material
The reader will have to retrieve this letter later. Make sure the key words are ones the reader might think of when looking through a stack of letters later.
Persuade
If you want to persuade or have the reader respond to an appeal, use words that will be of interest to the reader or that describe benefits the reader will receive if the results of the letter come about. You may decide not to present the decision, action, or belief that is the subject of the letter until later in the letter after you have built your case.
Convey the importance of the message.
If the contents are very important or have a time constraint, consider stating that in the "Subject" or "Re" line: "IMPORTANT - Results of the test." "RESPONSE NEEDED BY 5:00 TODAY."
Use such appeals infrequently. If you use them regularly, people will learn to disregard them when they come from you.
Write the "Subject" or "Re" line to meet reader needs.
Choose words for the "Subject" or "Re" line that reflect reader needs. For example, rather than writing "Re: Decisions made at the Wednesday meeting" write "Re: Decisions about your salary made at the Wednesday meeting."
Write the message; then write the "Subject" or "Re" line.
If your company requires you to write a "Subject" or "Re" line, but you find yourself stretching to come up with what to write, consider waiting until you've written the letter to create the "Subject" or "Re" line. You will then have a clear picture of the contents of the letter.
Do not write the "Subject" or "Re" line in most or all capitals.
In all of your business writing, write words or sentences in capitals rarely. It sounds as though you're shouting and capital words are more difficult to read. Resist using capitals in the "Subject" or "Re" lines unless you have a very good rationale for using them.
Do not write an overly long "Subject" or "Re" line.
Have clear goals for your use of the "Subject" or "Re" line. You intend to give the reader a quick statement of the contents of the letter. Don't write so much that it becomes an introduction to the letter. On the other hand, write enough that the content is meaningful to the reader.
Example
To see an example of subject lines that are not appropriate for letters and revisions that improve them, click on the "Example" button below. The information will appear in a new window. Close the new window when you're finished looking at the examples.