How To Write Enclosed In A Letter: A Comprehensive Guide

Writing a letter, whether for personal or professional reasons, requires precision and clarity. One common phrase that often causes writers to pause is the mention of enclosures. Knowing how to write “enclosed” in a letter correctly, along with the proper formatting, is crucial for effective communication. This guide will break down everything you need to know to ensure your letters are clear, concise, and professional.

Understanding the Purpose of “Enclosed”

Before diving into the specifics, let’s understand why we even use the word “enclosed.” When you send a letter, you might also be including additional documents or items. The word “enclosed” alerts the recipient that something else is included with the letter itself. This could be anything from a resume to a check, a photograph to a contract. Properly indicating an enclosure ensures the recipient doesn’t miss important supporting materials.

Why Accuracy Matters

Using “enclosed” correctly is more than just a matter of style; it’s about conveying professionalism and ensuring the recipient knows what to expect. A missed enclosure, or a vague reference to one, can lead to confusion, delays, and potential misunderstandings. Clear and concise communication is paramount, especially in professional settings.

Formatting “Enclosed” in a Letter: The Basics

The placement of “enclosed” and the information about the enclosure matters. There are a few standard practices that you should follow.

Placement in the Letter

Generally, the word “enclosed” (or a similar phrase) is placed in one of two locations:

  • After the salutation: This is less common but acceptable.
  • Near the end of the letter: This is the most common and preferred method. It’s usually placed below the closing, but before the sender’s typed name and signature.

Common Phrases to Use

The choice of wording is crucial. Here are some effective phrases:

  • Enclosure: This is the simplest and most direct.
  • Enclosed: This is the past tense of “enclose,” meaning the item is included.
  • Enclosures: Use this if you have more than one item.
  • Attached: For electronic correspondence, this is a frequent term.
  • Please find enclosed: This is slightly more formal and polite.

Step-by-Step Guide: Writing “Enclosed” Correctly

Let’s break down the process, from the letter’s content to the final notation.

1. Draft the Body of Your Letter

Write the main content of your letter. This is where you’ll explain the reason for the letter and refer to the enclosure. For example, “Please find enclosed my resume for your review.” or “I am writing to enclose the signed contract.”

2. Identify the Enclosure(s)

Before you finish, make a list of all the items you are including. This will help you accurately note them at the end.

3. Choose Your Phrase and Placement

As mentioned, place the “enclosed” notation below your closing, but before your typed name. Choose the most appropriate phrase from the options above.

If you’re including multiple items, or if you want to be extra clear, list the enclosures below the “enclosed” notation. This helps the recipient quickly identify what they should have received. List each item separately, perhaps with a brief description if necessary.

Examples: Professional and Personal Letter Formats

Let’s look at some practical examples to illustrate these principles.

Example 1: Professional Letter with One Enclosure

Here’s an example of a professional letter to a potential employer:

Dear Mr. Smith,

I am writing to express my interest in the Marketing Manager position advertised on your website. Please find enclosed my resume for your consideration.

I am confident that my skills and experience align well with the requirements of this role, and I am eager to learn more about this opportunity.

Thank you for your time and attention.

Sincerely,

Jane Doe

Enclosure:

  • Jane Doe - Resume

Example 2: Personal Letter with Multiple Enclosures

Here’s an example of a letter to a friend:

Dear Sarah,

I hope this letter finds you well. I’m so excited for you and wanted to share some pictures from my trip.

I’ve enclosed some photos from my trip and a little souvenir. I hope you like them!

Love,

Emily

Enclosures:

  • Photo 1: Beach Picture
  • Photo 2: Sunset Picture
  • Souvenir: Small Seashell

Avoiding Common Mistakes When Noting Enclosures

There are some frequent pitfalls to avoid when writing about enclosures.

Vague References

Avoid vague statements like “I have enclosed some documents.” Be specific. Mention the document’s name or purpose.

Missing the Notation

Always include the “enclosed” notation. It signals to the recipient that there’s something else to look for.

Incorrect Placement

Ensure that the notation is placed correctly – usually below the closing and before your typed name.

Incorrect Grammar

Double-check your grammar and spelling. Simple errors can detract from the professionalism of your letter.

Utilizing “Enclosed” in Electronic Correspondence

The principles remain the same for email, but the language may shift slightly.

Using “Attached” in Emails

Instead of “enclosed,” the term “attached” is predominantly used in emails. You would typically write something like, “Please find attached my resume.”

Ensuring Attachments are Included

Always double-check that your attachment is actually attached before sending the email! It’s a common mistake.

Referencing Attachments in the Email Body

In your email, make sure you mention the attachment and its purpose in the body of the message.

Taking Your Letter Writing to the Next Level

Mastering the use of “enclosed” is a fundamental skill, but there’s more to effective letter writing.

Tone and Style

Adjust your tone and style to match your audience and purpose. A formal letter requires a professional tone, while a personal letter can be more casual.

Clarity and Conciseness

Strive for clear and concise language. Get to the point quickly, and avoid unnecessary jargon.

Proofreading

Always proofread your letter before sending it. Check for grammar, spelling, and punctuation errors. A quick review can catch many mistakes.

Frequently Asked Questions

What should I do if I accidentally forget to include an enclosure?

Contact the recipient as soon as possible and apologize. Offer to send the missing item separately, and be sure to do so promptly.

Is it necessary to list the enclosures?

While not always required, listing the enclosures is highly recommended, particularly if you are sending multiple items. It helps the recipient verify that they have received everything and avoids confusion.

How do I know if I should use “enclosed” or “attached”?

Use “enclosed” for physical letters and documents. Use “attached” for electronic correspondence, such as emails.

Can I use abbreviations for “enclosed”?

While it’s acceptable to use abbreviations like “Enc.” or “Encl.” in some cases, it’s generally best to spell out “enclosed” to maintain clarity and professionalism.

What if I have a large number of enclosures?

If you have a large number of enclosures, consider creating a separate attachment list or a cover sheet to clearly identify each item. This helps the recipient organize and review the materials easily.

Conclusion

Mastering how to write “enclosed” in a letter is a valuable skill for any writer. This guide covered the purpose of using “enclosed,” the formatting guidelines, and practical examples for both professional and personal correspondence. By following these steps, you can ensure your letters are clear, professional, and that your enclosures are easily identified by the recipients. Remember to be specific, accurate, and always proofread your work. This will help you to communicate with confidence and effectiveness.