Accessory Parts of the Written Work

Depending on the type of writing, there are other elements that fulfill different functions - some of a nature practical, other aesthetic, formulaic or simply routine - but that do not affect the essentials of the construction site. Reasoning about them, it is easy to conclude that they could be contained in any of the essential parts mentioned. They are as follows:
a) Previous data In some documents such as letters, reports, memos, certificates, declarations and the like, some or all of these data are usually recorded:
1. Name of the place from which it is written: it must be put with greater or lesser precision in relation to the town, city, district, zone or state and nation, according to the near or distant destination that the writing will have (for example: only León will be put, if the writing goes to any place in the state of Guanajuato; It will be written León, Gto., if it goes to any state of the Mexican Republic; but Leon, Guanajuato, Mexico must be recorded when what is written leaves the country).

2. Date: it must be established, according to Spanish usage, in this order: day, month and year. It is recommended that you write it in its entirety with the corresponding prepositions and lower case, for reasons of clarity and correctness (August 25, 1975). The redundant and outdated use that still persists in some sectors of Mexico must be discarded: "... August 25, 1975 ", for obvious reasons of modern practicality.
3. Name and references of the addressee: not only the full name of the person or persons to whom the writing is addressed, but also their titles and the positions they hold will be recorded. Excessive formality such as "Mr. Doctor Don ..." (reduced to Doctor) or "Mr. Graduate and Master .." must be avoided.. "(in which case the title that is deemed most representative is chosen —be it graduate or master— and it is written without the unnecessary" sir "). It is convenient to place the position before the name, in this way: "Mr. Chief of.. ., Ing. N. N. "When the recipient is a corporate entity, the name of the entity is put in an impersonal way (without the" gentlemen "that some use), or the form:" Gentlemen, members of.. . "(or whatever corresponds, if they are partners, members, directors, etc.). -
There is a Mexican custom that, instead of facilitating, tends to complicate the structure of the writing: direct the writing to a recipient (usually someone of high hierarchy, or an institution or business house) and place this inscription separately: "Attention from Mr. N. N. ", understanding that this man will be the first recipient of the communication. With this duality, a serious inconvenience arises to establish the fundamental psychological tonic in the writing: to which reader should adapt the editor, after knowledge of his idiosyncrasy, to touch the interior elements that will facilitate the effectiveness of his written... In this case, logic advises choosing either of these two paths: a) dispensing with this circumstantial intermediary, if his role does not confer authority on him. decision or selection on the content of the letter, or b) direct the letter to him, if he has sufficient authority, and ask him to raise it to the true addressee. In both situations the addressee is unified, and the expressive elements of the writing may have the necessary adaptability.
4. Destination of the letter: complete data of the recipient's address (street, number, town, state and country, with the same limitations that we indicate for the place of origin) when the letter is sent by mail or by means of indirect. In case of being delivered directly, it is enough to indicate the name of the "minimum place" in which the recipient is located (institution, dependency, hotel, business, etc.).
5. Method of delivery: in some cases, the way in which the letter is delivered to the addressee must be indicated, in the form directly (by placing "Present", "His dispatch from him" or similar expressions) or through intermediaries ("Attention from Mr. ").
b) Heading It is the set of introductory or vocative words with which, according to the formality established, certain official documents, wills, memorials, enforceable, declaratory and Similar. In letters it usually takes the name of treatment, mainly when it is a formula of courtesy or distinction dedicated to the recipient. In modern correspondence it has lost all trace of empty bombast (as in "From my highest consideration and respect", "With the most high and distinguished esteem "and others) to adhere to flatter and more realistic expressions (such as" Distinguished doctor "or" Dear Mister"). In the case of formal or not very personal communications, it is advisable to delete the treatment (which in its essence may be contained in the initial paragraph of the writing), recommendation more than peremptory, mainly for those who still use the hybrid grammatical idiotism and logical "Very sir", created by our grandparents precisely for a blurred reader who is reckless to call "very sir", and even more so "Own".. .
c) Epigraph Es- an inscription placed outside the writing itself, cpmó
header. Contains a synthesis, comment or explanation on the subject matter; sometimes it is an inspirational quote or sentence from the author or that promotes the reader's reflection. Its characteristic qualities are: brevity, adequacy and depth.
d) Farewell Some types of writing - especially letters and notes
administrative or formal - conclude with a paragraph of farewell or greeting, as if it were a personal meeting. Sometimes it includes gratitude, hope, recommendations of speed or an additional request (you must be careful in these cases with the generally improper or anti-literary use of the hackneyed gerund: "Thanking.. .", "Waiting... "," Recommending you.. . "," Begging you.. . "," Begging him... . ", substitutable in all cases by personal verbs:" I appreciate.. .", "We wait... "," I recommend.. .", "I beg.. .", "We ask them.. ."). Many people, in order not to say goodbye "to dry", precede the greeting of a paragraph that is absolutely idle or redundant ("No other particular", "No more for the moment", "No other news to do reference".. .). In addition, we must reiterate here our call for attention to the routine use of formulas or set phrases that lack validity and even meaning (such as "Your safe servant of him". "I reiterate of you", "I am always yours", "Your affection".. .). Today, out of an extreme desire for synthesis and simplicity, the greeting is often condensed into a single adverb: "Sincerely", "Cordially", "Affectionately". We believe that in this - as in so many human aspects - it is convenient to promote such a broad and ductile selective criterion that allows choosing the most appropriate ways in each opportunity, to ensure that communication is pleasant and functional.
e) Pre-signature In some cases a custom is preserved between us
which seems to prioritize the person who signs the writing more: prepend a paragraph that indicates the position of the signatory, for example: "The production manager", "The director of the Faculty", "The person in charge of cultural affairs", etc. The more modern usage removes bombast from the expression (reminiscent of "We, the King") and simply mentions the position after of the signature clarification: "N.N. Production Manager". f) Signature It is essential in correspondence and in certain documents
mentions. For a principle of validity, it must be handwritten and complete in the originals. When it comes to copying, it is usually simply started. The printed signature is only justified in some type of correspondence or collective writing (such as letters circulars, announcements, or general notifications that are personally distributed to many receivers). In cases where one person signs for another, this should be clarified as follows: below the signature the name of the person being replaced, preceded by the initials conventional: p. (by P. to. (by authorization) or p. p. (by proxy).
g) Clarification of signature The clarification of the name of the person signing —with his
Professional title, if you have one - is an unavoidable requirement in most signed documents, for obvious reasons of practicality. Only in cases of very personal correspondence, or when the data of the signer appears in some part of the writing, this clarification is dispensed with.
h) Postscript With this word of Latin origin (post datam: "after the
date "—because the date is first set at the end of the writing) what is added to a letter already concluded and signed is designated. It is justified only in cases of omissions, secondary clarifications or last minute data. Custom makes use of the abbreviation P. D. before those annotations; P. is also used. S. (from post scriptum: "after what was written"), with the same meaning. The modern functional sense rejects this type of antiquity, a remnant of cultisms that are currently incommunicating.
i) Vale Old fashioned formula, of Latin origin, equivalent to a greeting and
good wish like "Bye! "(it means exactly:" Stay healthy "). Many mistakenly use the term at the end of an additional note, with the meaning of "It is valid" (which would imply an absurd redundancy, since it would not make sense to write something null).
j) Explanatory notes They serve to add or clarify data that appear
in writing. As we expressed in relation to the postscript of the letters, it is necessary that these notes be text are fully justified by the content, so that they are "natural" and not put whimsically.
k) Attachments o They are annotations that are used in certain annexed documents —generally administrative or commercial— to indicate
details regarding the attached items (documents, checks, brochures, samples, etc.). They are indicated by the abbreviations Adj. or Ane. and they are of undeniable utility as a testimony and control of what was sent.
I) Inscriptions These are additional notes, usually printed, that fulfill information or propaganda functions. Letterheads fit between them, when they are printed on top of the paper. Its adequacy is the obvious condition of its functionality and correctness.
m) Letterhead Word derived from the old membership = "to remember", in our language it means "provisional annotation in which only the substantial and precise is put." In addition, it indicates the "name or title of a person or corporation placed at the end of the writing that is addressed to him" and also "this same name or title placed at the head of the front page "(what in modern common usage is called addressee). Among us the term is used to designate the "name or title of a person, industry or corporation printed in the upper part of the writing paper ", to which other information such as address, telephone, etc. The use of these inscriptions has become very widespread, for aesthetic and practical reasons.
n) Reference o Especially in administrative and commercial documents, the matter is usually consigned in the upper right part, in the form
summary, the general content or reason of the writing, as well as data related to numbers, dates and other identification annotations. As it is an extremely useful element for the management and filing of these writings, it should not be lacking in the appropriate cases. Its fundamental condition is accuracy.
ñ) Identifying initials Sometimes, out of text and at the end of the
writing, letters are placed whose object is the identification of who dictated, ordered or carried out the writing. They are conventional annotations, of undeniable practical value.