Mastering the Art of Letter Enclosures: A Comprehensive Guide

Writing a letter, whether for personal or professional reasons, is a skill that remains relevant in our digital age. While email is ubiquitous, a well-crafted letter, particularly one with physical enclosures, conveys a level of care and attention that digital communication often lacks. This guide will delve into the specifics of how to write enclosures in a letter, ensuring your correspondence is both effective and professional. We’ll cover everything from what constitutes an enclosure to how to properly format your letter to indicate their presence.

Understanding the Importance of Letter Enclosures

Before we dive into the “how,” let’s understand the “why.” Enclosures are crucial when you need to send supporting documents, supplementary information, or physical items along with your letter. This could range from a resume and cover letter for a job application to a check for payment or a photograph for a personal correspondence. Properly handling enclosures demonstrates professionalism, attention to detail, and respect for the recipient. Neglecting to mention an enclosure, or doing so incorrectly, can lead to confusion, delays, and even the loss of important documents.

Identifying What Qualifies as an Enclosure

So, what exactly constitutes an enclosure? The definition is broad, encompassing anything that you are physically including with your letter. Common examples include:

  • Documents: Resumes, cover letters, contracts, invoices, certificates, reports, and brochures.
  • Physical Items: Checks, photographs, CDs/DVDs, samples, and gifts.
  • Forms: Applications, questionnaires, and surveys.

Essentially, if it isn’t part of the letter itself but is being sent with the letter, it’s an enclosure.

Formatting Your Letter: The Enclosure Notation

The key to correctly indicating enclosures lies in proper formatting. The standard practice involves using a specific notation, typically appearing below the signature block. This ensures the recipient is aware of the included items and knows to expect something in addition to the main letter text. Here’s how to do it:

Placement and Style

The enclosure notation should be placed at the very bottom of the letter, below the typed name and any other closing elements, such as “Sincerely” or “Regards”. Use a consistent style, such as:

  • Enclosure: (followed by a colon and the number of enclosures, or a description)
  • Enclosures: (if there is more than one enclosure, followed by a colon and the list of items)
  • Enc.: (a shortened version of the above, useful when space is limited)

Examples of Enclosure Notations

Here are a few examples illustrating how to format the enclosure notation:

  • Example 1: Single Enclosure

    Sincerely,

[Typed Name]

Enclosure: Resume

  • Example 2: Multiple Enclosures

    Best regards,

[Typed Name]

Enc.: 2

    Or:

    Sincerely,

[Typed Name]

Enclosures:
-   Contract Agreement
-   Payment Schedule

  • Example 3: Shortened Version

    Thank you,

[Typed Name]

Enc.: 1

    Or:

    Sincerely,

[Typed Name]

Enc.: Check for $100.00

Detailed Instructions for Specific Enclosures: Resumes and Cover Letters

When sending a resume and cover letter, the enclosure notation becomes particularly important. This is a common scenario, and clarity is essential.

Formatting for Resumes and Cover Letters

  • Always include an enclosure notation: Even if it seems obvious, always indicate that a resume and cover letter are included.
  • Be specific: While “Enclosure: Resume” is acceptable, consider being more specific, especially if the resume is accompanied by other documents. For example, “Enclosures: Resume, Cover Letter” or “Enc.: Resume and Cover Letter.”

Placement of the Notation

The enclosure notation should be placed at the bottom of the cover letter, below the closing and your typed name.

Common Mistakes to Avoid When Mentioning Enclosures

Several common errors can undermine the effectiveness of your enclosures. Avoiding these pitfalls is crucial for maintaining professionalism.

  • Failing to mention enclosures: This is the most significant error. Always include the enclosure notation.
  • Incorrectly listing the number of enclosures: Double-check that the number of enclosures listed matches the actual number of items included.
  • Using unclear or ambiguous language: Be precise in describing the enclosures. Avoid vague terms.
  • Using an inconsistent style: Stick to a consistent format throughout all your correspondence.
  • Sending the wrong enclosures: Always verify that the correct documents or items are included before mailing the letter.

Handling Multiple Enclosures: Clarity is Key

When sending multiple enclosures, providing clear and concise information is paramount.

Numbering vs. Listing

  • Numbering: Use a simple “Enc.: 3” format when you want to keep it brief.
  • Listing: For greater clarity, list each enclosure separately. This is especially helpful when the enclosures are varied or complex.

Organizing the Enclosures

Consider organizing the enclosures in a logical order, such as:

  1. The main document (e.g., the contract).
  2. Supporting documentation (e.g., appendices, schedules).
  3. Any supplementary items (e.g., a check).

Letter Enclosures in a Digital World

While this guide focuses on physical letters, the principles of clarity and professionalism apply equally to digital communication.

Digital Equivalents

  • Attachment Notation: In emails, use the “Attachment:” or “Attached:” notation at the beginning of the email body, or directly below the closing.
  • File Naming: Ensure your file names are clear, concise, and accurately reflect the content (e.g., “Resume_JohnDoe.pdf”).

Best Practices for Digital Enclosures

  • Mention attachments in the email body: Briefly reference the attached documents within the email text.
  • Use appropriate file formats: PDF is generally preferred for documents to ensure formatting consistency.
  • Keep file sizes reasonable: Large files can be difficult to download. Consider compressing files or using cloud storage links.

Tips for Professional Letter Writing

Beyond the specifics of enclosures, several general tips will elevate the quality of your letter writing:

  • Proofread carefully: Always proofread your letter for grammatical errors, spelling mistakes, and typos.
  • Use a professional tone: Maintain a respectful and formal tone, even in less formal correspondence.
  • Use appropriate stationery: For professional letters, use high-quality paper and a well-chosen font.
  • Address the recipient correctly: Ensure you know the correct name, title, and address.
  • Keep it concise and to the point: Avoid unnecessary jargon or rambling.

FAQs About Letter Enclosures

Here are some frequently asked questions to further clarify the topic:

What if I forgot to include the enclosure notation?

If you realize you forgot to include the enclosure notation before sending the letter, revise it. If you realize after sending it, you can send a brief follow-up email or letter, explaining the oversight and restating the enclosure.

Is it necessary to seal the enclosures separately?

Generally, no. Place all enclosures inside the envelope with the letter. However, if the enclosures are particularly fragile or valuable, consider using a separate envelope for added protection.

Can I send a letter with enclosures using a postage meter?

Yes, you can. Ensure the envelope is properly sized and that there is sufficient postage to cover the weight of the letter and all enclosures.

How do I handle enclosures when the recipient is expecting multiple items?

Be specific. If the recipient is expecting multiple items, clearly list each one in the enclosure notation. Consider numbering the enclosures for easy reference (e.g., “Enclosures: 1. Brochure, 2. Application Form”).

What about sending a letter with a small gift as an enclosure?

It’s perfectly acceptable to send a small gift along with a letter. However, be mindful of the recipient and the context of the letter. Clearly indicate the gift in the enclosure notation (e.g., “Enclosure: Gift Card”).

Final Thoughts: Mastering the Art of the Letter

In conclusion, mastering how to write enclosures in a letter is a crucial skill for effective communication. By understanding the importance of enclosures, using the correct notation, and following best practices, you can ensure your letters are clear, professional, and leave a positive impression. Remember to be specific, concise, and always proofread. Whether sending a resume, a contract, or a personal note, taking the time to properly handle enclosures demonstrates your attention to detail and commitment to effective communication. This attention to detail elevates your correspondence, leaving a lasting impression on the recipient and reflecting positively on you.