How to Write “Enclosure” in a Letter: A Comprehensive Guide
Writing a professional letter often involves including additional documents or items. Knowing how to properly indicate these attachments is crucial for clarity and efficiency. This article provides a detailed guide on how to correctly write “Enclosure” in a letter, covering various aspects from placement and formatting to specific scenarios.
Understanding the Purpose of the “Enclosure” Notation
Before diving into the specifics, it’s important to understand why we use the “Enclosure” notation. This simple word, or its variations, serves a vital purpose: it alerts the recipient that something else is included with the letter. This ensures they are aware of all the materials sent and can easily locate them. Failing to indicate an enclosure can lead to confusion, lost documents, and a less professional impression.
The Importance of Clear Communication in Business Correspondence
In the business world, clear communication is paramount. Every detail matters, and the enclosure notation is no exception. It streamlines the process, ensures nothing is overlooked, and reinforces the professionalism of your communication. Whether you’re sending a resume, a contract, or a check, correctly noting the enclosure is a fundamental aspect of good letter-writing etiquette.
Placement and Formatting: Where to Put “Enclosure”
The location of the “Enclosure” notation is fairly standard, but consistency is key. While slight variations exist, the following guidelines are generally accepted and will ensure your letter looks polished and professional.
The Standard Placement: Below the Signature Block
The most common and widely accepted placement for the “Enclosure” notation is below your signature block. This means it should appear after your typed name and any other information you’ve included in the closing section of your letter.
Formatting Variations: “Enclosure,” “Enclosures,” and More
The specific wording can vary slightly depending on the number of items enclosed. Here are the common variations:
- Enclosure: Used when there is a single item enclosed.
- Enclosures: Used when there are multiple items enclosed.
- Enc.: This is a common abbreviation for “Enclosure” and is acceptable, especially when space is a concern.
- Enc. (2): This indicates two enclosures.
- Attachments: This is a synonym for “Enclosure” and is often used, especially in digital communication.
Line Spacing: Maintaining a Clean Look
The line spacing should be consistent with the rest of your letter. Typically, you’ll want to leave one or two blank lines between your typed name and the “Enclosure” notation. This provides visual separation and enhances readability.
Specific Scenarios: Tailoring Your Notation to the Situation
The way you write “Enclosure” can be adapted depending on the specific contents of the letter and the number of items you’re sending.
Single Item Enclosure: Keeping it Simple
When you’re sending a single document, such as a resume or a contract, the notation is straightforward: “Enclosure:” or “Enc.:” followed by a blank line. You can also specify the enclosed document if it helps the recipient: “Enclosure: Resume.”
Multiple Enclosures: Listing the Items
When you’re sending multiple items, it’s helpful to list them for clarity. You can do this in a couple of ways:
- Simple Listing: “Enclosures: 1. Resume 2. Cover Letter 3. References.”
- Numbered List: “Enclosures: 1. Contract 2. Invoice 3. Brochure.”
This numbered or bulleted list makes it easy for the recipient to check that they’ve received everything.
Digital Communication: Adapting for Email and Online Platforms
In the digital world, the way you handle “Enclosure” is slightly different. While you can still use the notation at the end of your email, the most important thing is to clearly state the attachments in the body of the email.
You should also ensure that the file names are descriptive and easy to understand. For example, instead of “document.pdf,” use “SalesProposal_2024.pdf.”
Common Mistakes to Avoid
Even experienced writers can make mistakes. Avoiding these common pitfalls will help you maintain a professional image.
Missing the Notation Altogether
This is perhaps the most significant mistake. Always include the “Enclosure” notation when you’re sending attachments. Failing to do so can lead to confusion and a perception of unprofessionalism.
Incorrect Placement
While the standard placement is below the signature block, avoid placing it in an unusual spot, such as at the top of the letter.
Inconsistent Formatting
Stick to a consistent format throughout your letters. If you use “Enclosure,” use it consistently; don’t switch to “Attachments” randomly.
Failing to List Enclosures (When Necessary)
When sending multiple items, failing to list them can create confusion. Always list the enclosures to make it easy for the recipient to confirm they have everything.
Examples of “Enclosure” in Action
Let’s look at some examples to solidify your understanding.
Example 1: Sending a Resume
Sincerely,
[Your Typed Name]
Enclosure: Resume
Example 2: Sending a Contract and a Cover Letter
Sincerely,
[Your Typed Name]
Enclosures:
1. Contract
2. Cover Letter
Example 3: Email with Attachments
Subject: Sales Proposal - [Your Company Name]
Dear [Recipient Name],
Please find attached the sales proposal for your review. It includes details on our services and pricing.
Please let me know if you have any questions.
Sincerely,
[Your Name]
Attachments: SalesProposal_2024.pdf, PricingSheet_2024.xlsx
Beyond the Basics: Enhancing Your Letter-Writing Skills
Mastering the “Enclosure” notation is just one aspect of effective letter writing. Here are some tips to further improve your skills.
Proofreading and Editing: Ensuring Accuracy
Always proofread your letter carefully before sending it. Check for spelling errors, grammatical mistakes, and formatting inconsistencies.
Using Professional Stationery: Making a Good Impression
When sending physical letters, use high-quality stationery. This adds a touch of professionalism and shows that you care about the details.
Tailoring Your Letter to the Audience: Considering Your Reader
Consider your audience when writing your letter. Adjust your tone and content to suit their preferences and expectations.
Frequently Asked Questions
Here are some frequently asked questions regarding “Enclosure” in a letter.
What if I forget to add the “Enclosure” notation?
If you realize you’ve forgotten the notation after sending your letter, it’s best to send a quick follow-up email or a brief note informing the recipient of the enclosed materials. Apologize for the oversight and reiterate what was sent.
Can I use “Attachments” instead of “Enclosure”?
Yes, the terms are often used interchangeably, particularly in digital communication. However, “Enclosure” is generally preferred in more formal, physical letters.
Is it necessary to list the enclosures if there’s only one?
No, it’s generally unnecessary to list the single enclosed item. Simply writing “Enclosure: [Document Name]” is sufficient.
How should I format the file names of the attachments in an email?
Use descriptive file names that clearly identify the content. For example, use “ProjectProposal_CompanyName” instead of just “proposal.”
What if my letter is very long?
If your letter is very long, it’s still best practice to use the “Enclosure” notation. You can also consider using a table of contents if you are sending a very detailed document.
Conclusion: Mastering the Art of “Enclosure”
Writing “Enclosure” in a letter is a small but significant detail that contributes to professional communication. By understanding its purpose, mastering the correct placement and formatting, and avoiding common mistakes, you can ensure your letters are clear, concise, and leave a positive impression. Remember to adapt your approach based on the situation, whether you’re sending a single document or multiple attachments. By following these guidelines, you’ll be well on your way to writing effective and professional correspondence.