How To Write Enclosures In Letters?
Being able to reference enclosures is essential for those who compose business letters as part of their work. In business letters, the enclosures are documents included along with the letter you are sending. Therefore, if you have to write enclosures, you should follow steps to ensure the recipient can receive the document. In this article, we will explain what an enclosure is and how to properly cite it, as well as offer examples of enclosed an official letters.
What Is An Enclosure In A Business Letter?
An enclosure is a document you attach to the business letter. Generally, you send business letters to people not part of your company, which means they’re usually formal documents. Therefore, adhering to the correct format and manner of writing is essential to leave the impression they deserve. Attachments differ from enclosures since they are typically standalone documents, while attachments generally extend the contents of the original letter. The types of enclosures can comprise images, articles,,, resumes, and other documents. For instance, you could attach your resume if you write a cover letter.
There is no need to include an enclosure in the body of the letter. However, if you add enclosures to your business letter,, it’s essential to mention them at the endof. The goal of citing the enclosure is to notify the recipient that the enclosure is present to ensure that they don’t overlook it. Citing enclosures also makes it easier for readers to quickly take in letters and find the required information.
How To Write Enclosures In A Business Letter?
In business correspondence, enclosure references must follow a certain style. It’s crucial to mention this correctly to demonstrate professionalism. Below are four easy steps you can follow to write your enclosures in an official letter:
Attach the closing line to your letter
Before you write your enclosures:
- Add a closing of any business letters.
- Sign off with phrases such as “sincerely” or “best.”
- Add your name and signature at the bottom of the document.
It is crucial to complete this step as enclosures typically appear on the final page of the document.
Take note of the enclosure that is located under your signature
Under your signature, which should be aligned to the left edge of your page, you can be sure to note the enclosure. It is possible to write”enclosure” or the phrase “enclosure” entirely, or you can use abbreviations such as “Enc.” as well as “Encl.” You can choose the abbreviation you prefer for your letter; however, stay consistent if you frequently send letters with attachments to a single organization.
Note down the name of the enclosed document
When you’ve noted your enclosure in the document, you may include the title of the document. It’s not a requirement; however, it could aid in ensuring that the recipient is aware of what is expected of them. The document’s title is also helpful when you have multiple documents so that the recipient can find each. If you add documents with titles, ensure that they are clearly linked to the documents they are attached to and make sense to the person receiving them.
Add a description if necessary
It is also possible to add an explanation to the enclosure if you feel it is necessary. It’s not mandatory; however, it could help in describing the contents of your enclosure for the recipient. Adding descriptions is beneficial if you’re sending many documents as it helps recipients find the right document and distinguish between the two.
Examples Of Enclosures Used In Business Letters
It is easier to reference enclosures when you follow some examples. Here are two examples of how to reference enclosures within business correspondence:
Here’s an example of an enclosure reference:
Includes: Product assembly manual (1) Images of the product (3)
The example below uses abbreviations in place of the word “full. The citation indicates its two enclosures: a guide to the product assembly and images. The numbers within parentheses tell the number of documents there is, which means there’s one assembly guide for the product and three images of the product.
Here’s another illustration of an enclosure in the citation:
This is a shorter version. The citation lists the identical number of enclosures. However, it does not include a description. This kind of enclosure citation could be beneficial if you wish for your reference to remain easy and concise.
Business Letter Enclosure Tips
Here are some suggestions you can use when you attach enclosures to business letters:
A key tip to include an enclosure in your business letter is to make them as brief as possible. A clear and concise writing style will help make the letter easily understood by the person receiving it. For instance, if you don’t have the enclosure’s title and description of your enclosure, you can take the information in your letter and add the words “Enclosure” under your signature.
Limit Your Enclosures
Reducing the number of enclosures you can include in one business letter is also crucial. This will allow the recipient to find each document. Make sure to include only the necessary enclosures in your letter. Then, you can follow up with additional details in a subsequent letter.
All Of The Enclosures You Have In Place
Another idea is to arrange your enclosures according to the order in which you record your references. This makes it easier for the person receiving it to locate the required enclosure. It also helps keep your document tidy and professional-looking.
Double-Check Your Letter
After you’ve written your letter and attached the enclosures, you should proofread and read the letter to ensure the details are accurate. Ensure that each enclosure’s description corresponds to that of your document’s title, and also ensure that the enclosures are in proper order. Reviewing the letter can help ensure it’s correct, making the letter appear more professional.
What does a letter’s enclosure mean?
Every additional document or item that is enclosed with a letter is referred to as an enclosure. A résumé, cover letter, brochure, or other type of informational material are all acceptable enclosures.
Where in my letter should I put the enclosure?
The enclosing notation should be placed at the bottom of the letter, following the closing but before your signature. If there are many enclosures, you should also state how many of them there are.
How should I format the letter’s enclosure notation?
The format for the enclosure notation should be “Enclosure” or “Enclosures” followed by a colon and the number of enclosures (if there is more than one). For instance, “Resume enclosed.”
Do I have to include each enclosure’s precise name in the enclosure notation?
The enclosure notation does not have to provide a list of the precise names of each enclosure. The number of enclosures need only be stated. Nonetheless, you are welcome to name each enclosure if you believe it is significant.
What happens if I fail to attach the enclosure I mentioned in my letter?
You should send an enclosure you indicated in your letter separately as soon as you remember, if at all possible. In a subsequent letter or email, you might express your regret for the oversight.
I’m attaching a document to my letter, but is it required to add the word “enclosure”?
No, if you are attaching a document to your letter, you do not need to use the phrase “enclosure.” You can simply make a brief reference of the document in your letter and then attach it. Nonetheless, using the word “enclosure” can assist in making it apparent to the reader that your message contains additional resources.