Dr Nicola Talbot | School of Computing Sciences | University of East Anglia

uealettr v 1.02 : UEA Letter Class File


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Introduction

The class file uealettr.cls is provided for writing letters with or without headed paper. It is based on the letter class file. It is recommended that the Times (Roman), Helvetica or Avant Garde (Sans Serif) and Courier (Typewriter) fonts are used instead of the Computer Modern fonts, as they look a bit better. These fonts can be obtained by using the times, helvet or avant and courier packages.

Class File Options

All options that can be passed to the letter class file, can also be passed to uealettr (except for the paper size which is fixed at A4). In addition, the following options can also be passed to uealettr:
headed
This option assumes the letter will be printed on headed paper, and so the sender details are omitted. (Default)
notheaded
This option assumes the letter will be printed on blank paper, and so the sender details are placed at the top of the letter.
personal
This option indicates that the letter is personal, and the word PERSONAL is typeset above the recipients address.
notpersonal
This option indicates that the letter is not personal. (Default)
confidential
This option indicates that the letter is confidential, and the word CONFIDENTIAL is typeset above the recipients address.
notconfidential
This option indicates that the letter is not confidential. (Default)
datetime
Use the datetime package to display the date in full on the first page, and abbrieviated in the header of subsequent pages.
nodatetime
Don't use datetime package. (Default)

letter environment

As with the letter class file, each letter should be enclosed in a letter environment. Multiple letters may be enclosed in one document using multiple letter environments. The letter environment takes one argument that should be the recipient's name and address. The \\ command may be used to provide line breaks within the recipient's address. The first line is taken to be the recipient's name. For example:
\begin{letter}{Prof. Some One\\1 The Street\\
               The Town\\
               The County\\
               AB1 2XY}
"Prof. Some One" is the recipient, the remainder is the address. Within the letter environment, the following commands may be used:
\opening{text}
This command takes one argument, and indicates the opening salutation. (e.g. \opening{Dear Sir})
\closing{text}
This command takes one argument, and indicates the closing text. (e.g. \closing{Yours Faithfully})
\cc{text}
This command takes one argument, and indicates who the letter should be copied to. (e.g. \cc{Dr A. Person\\Dr A.N. Other}). This command should come after the \closing command.
\encl{text}
This command takes one argument, and indicates any enclosures with the letter. (e.g. \encl{Application Form\\Map}). This command should come after the \closing command.
\ps
This command takes no arguments. All text from this point until the end of the letter environment is treated as a postscript.

Available Commands

The following commands may be used in the preamble:
\signature{text}
This command takes one argument, and indicates who the letter is from.
\location{text}
This command takes one argument, and indicates the school. (e.g. \location{School of Computing Sciences})
\division{text}
This command takes one argument, and indicates the group within the school that the letter is from. (e.g. \division{Kernel Support Vector Group})
\institute{text}
This command takes one argument, and indicates the institute (default: University of East Anglia.)
\instituteAddress{text}
This command takes one argument, and indicates the institute's address (default: Norwich. NR4 7TJ. England.)
\telephone{text}
This command takes one argument, and indicates the main telephone number.
\directdial{text}
This command takes one argument, and indicates the direct dial number of the sender.
\fax{text}
This command takes one argument, and indicates the fax number.
\email{text}
This command takes one argument, and indicates the e-mail address of the sender if required.
\myref{text}
This command takes one argument, and indicates the sender's reference if required.
\yourref{text}
This command takes one argument, and indicates the recipient's reference if required.
\subject{text}
This command takes one argument, and indicates the subject of the correspondence if required. (e.g. \subject{Interview})
\logo{text}
This command takes one argument, which is the logo to appear at the top right corner of the first page, if the notheaded option is specified. For example
\logo{\includegraphics[height=3.3cm]{uealogo.ps}}
By default, this is an empty box of width 4cm and height 3.3cm. The UEA logo is not supplied with this class file.

Additional Information

The default page styles are firstpage for the first page of the letter and uealettr for subsequent pages. If the letter is more than one page long, the text Continued / ... appears at the foot of all but the last page. The uealettr page style places the recipient's name, the date and the page number out of total page number in the header. Other available page styles are: empty, plain and headings. The latter is similar to uealettr but does not give the total number of pages. Since LaTeX needs to know the total number of pages in the letter for the uealettr page style, the document will need to be re-run to get it up-to-date.

The date is taken to be the current date given by \today. By default, the date is formatted in the US style, but can be changed using packages such as ukdate or datetime. Alternatively the date can be specified explicitly using the \date command (e.g. \date{17th December, 2003}). The \date command has an optional argument that specifies an abbreviated version to put at the head of subsequent pages (e.g. \date[17th Dec, 2003]{17th December, 2003}). For example, using the datetime package, the command

\date[\shortdate\today]{\longdate\today}
will result in the full date appearing at the start of the letter, but a short date at the head of page 2 onwards. (Passing the option datetime to uealettr achieves the same effect.)

The package csvtools is available for mail merging. See the csvtools documentation on how to do this.


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Dr Nicola Talbot | School of Computing Sciences | University of East Anglia
N.L.C. Talbot. School of Computing Sciences. University of East Anglia. Last Modified : 20 Mar 2004.