How To Write “Enclosure” in a Letter: A Comprehensive Guide
Writing a letter, whether for personal or professional reasons, is a skill that transcends generations. While the core principles of clear communication remain constant, there are nuances to consider, like how to properly indicate an enclosure. This guide dives deep into the art of writing “enclosure” in a letter, ensuring your correspondence is both professional and understood.
Understanding the Purpose of an “Enclosure” Notation
Before we delve into the specifics, let’s clarify why you need to indicate an enclosure. The word “enclosure” (or its abbreviation, “Enc.”) alerts the recipient that supporting documents are included with the letter. This is crucial for several reasons:
- Transparency: It provides a clear heads-up, preventing the recipient from overlooking vital information.
- Organization: It helps the recipient organize their paperwork, knowing exactly what to look for.
- Professionalism: It demonstrates attention to detail and a commitment to clear communication.
Where to Place the “Enclosure” Notation: Formatting Essentials
The placement of the “enclosure” notation is just as important as its presence. The accepted standard is relatively straightforward, ensuring consistent readability across all letter formats.
Standard Placement: The Bottom Left
The most common and preferred location for the “enclosure” notation is the bottom left corner of your letter, directly below your signature block. This placement is consistent across both business and personal correspondence.
Alternative Placement: The Bottom Right
While less common, you can also place the “enclosure” notation in the bottom right corner of the letter, aligning it with the date and sender’s address. This is acceptable, but the bottom-left placement is generally considered more standard.
Different Ways to Write “Enclosure”: Variations and Best Practices
There isn’t a single “correct” way to write “enclosure,” but some variations are more widely accepted than others.
Using the Full Word: “Enclosure”
Using the full word “Enclosure” is perfectly acceptable and is often favored in more formal situations. For example:
Sincerely,
[Your Name]
Enclosure: Resume
Using the Abbreviation: “Enc.”
The abbreviation “Enc.” is widely used and perfectly acceptable, especially when space is a concern. It’s a concise and efficient way to indicate the presence of an enclosure. For example:
Sincerely,
[Your Name]
Enc.: Resume
Specifying the Number of Enclosures
If you are including multiple documents, it’s best to specify the number of enclosures to avoid any confusion. This is especially important in a business setting.
Sincerely,
[Your Name]
Enc.: 3
Listing the Enclosed Documents
For clarity, you can also list the specific documents included. This is crucial when sending multiple items.
Sincerely,
[Your Name]
Enc.: Resume, Cover Letter, References
Formatting Guidelines: Ensuring Clarity and Professionalism
Beyond the basic placement and wording, adhering to proper formatting guidelines adds to the professionalism of your letter.
Font and Style Considerations
Choose a professional and easily readable font, such as Times New Roman, Arial, or Calibri. Maintain a consistent font size throughout the letter, typically 11 or 12 points.
Spacing and Margins
Use standard margins (typically one inch) on all sides of the document. Use single spacing within paragraphs and double spacing between paragraphs. This creates visual appeal and improves readability.
Consistency is Key
Whatever format you choose (full word, abbreviation, listing documents), be consistent throughout your correspondence. Consistency signals professionalism and attention to detail.
Common Letter Types and Enclosure Usage
The need to include enclosures varies depending on the type of letter. Here’s how to apply this knowledge to different scenarios.
Business Letters
Business letters frequently include enclosures such as resumes, contracts, invoices, or reports. Always clearly indicate the enclosures and list them, especially when sending multiple documents.
Cover Letters
A cover letter is specifically designed to accompany a resume. Therefore, the enclosure notation, usually listing “Resume,” is crucial.
Personal Letters
While less common, personal letters might include enclosures like photographs, copies of documents, or other supporting materials. Always use the “enclosure” notation when relevant.
Letters of Recommendation
Letters of recommendation sometimes include attachments, such as transcripts or portfolios. In this case, the “enclosure” notation is essential.
Avoiding Common Mistakes
Even experienced writers can make mistakes. Here’s how to avoid the most common pitfalls:
Forgetting the Notation
The most common mistake is omitting the “enclosure” notation altogether. This can leave the recipient unaware of important documents.
Using an Unclear Notation
Avoid vague notations. Instead of just “Enc.,” specify what is enclosed, especially if there are multiple items.
Incorrect Placement
Make sure the notation is consistently placed in the bottom left (or right) corner.
Over-Enclosing Documents
Only include documents that are absolutely necessary. Avoid overwhelming the recipient with unnecessary paperwork.
Advanced Considerations: Electronic Correspondence
The principles of indicating enclosures extend to electronic correspondence, such as emails.
Subject Line Clarity
Always mention the enclosed documents in the email subject line. For example, “Resume – Application for Software Engineer Position.”
Mentioning Enclosures in the Body
In the email body, clearly state that documents are attached. For example: “Please find my resume attached for your review.”
Attachment File Names
Use clear and descriptive file names for your attachments. For example, “JohnDoe_Resume.pdf” is better than “resume.pdf.”
FAQs About Letter Enclosures
Here are five frequently asked questions to further clarify the topic:
What happens if I forget to include the enclosure notation?
The recipient may not realize that documents are included, leading to delays or missed opportunities. It’s best to err on the side of clarity and always include the notation when appropriate.
Is it okay to use “Attachment” instead of “Enclosure”?
While “Attachment” is suitable for emails, “Enclosure” is the standard term for physical letters. Using “Attachment” in a physical letter is incorrect.
How do I handle enclosures if I’m sending a letter via email and also by physical mail?
You need to indicate the enclosure both in the email (using “Attachment”) and in the physical letter (using “Enclosure”). This ensures the recipient is fully informed regardless of the delivery method.
Should I use a separate line for each enclosed document?
Yes, especially if you are listing multiple documents. This improves readability and makes it easier for the recipient to check off each item.
What if the enclosure is a large document?
If the enclosure is a large document, consider whether it can be split into smaller sections or whether a digital version is preferable. Always include the “Enclosure” notation, regardless of the document’s size.
Conclusion: Mastering the Art of Letter Enclosures
Writing “enclosure” in a letter is a small detail that makes a big difference. By understanding the purpose, placement, variations, and formatting guidelines, you can ensure your correspondence is clear, professional, and effective. From business letters to personal notes, the proper use of the “enclosure” notation demonstrates your attention to detail and commitment to clear communication. Following the recommendations outlined in this guide helps ensure your letters are received and understood in a professional manner.