How to Write Enclosures on the Bottom of a Letter: A Comprehensive Guide

Writing a professional letter, whether for business or personal correspondence, involves more than just the body text. One often-overlooked element that contributes significantly to clarity and professionalism is the proper handling of enclosures. This article will delve deep into the nuances of indicating enclosures at the bottom of your letters, ensuring your recipients are fully informed and your communication is impeccably presented.

Understanding the Importance of Enclosure Notations

Why bother with a seemingly minor detail like noting enclosures? The answer lies in clarity and courtesy. When you send a letter that includes documents, photographs, or any other attachments, it’s crucial to let the recipient know what to expect. This prevents confusion, allows them to readily identify all received materials, and showcases your attention to detail. Failing to note enclosures can lead to missed attachments, delayed responses, and a less professional image.

The Standard Format: A Simple and Effective Approach

The most widely accepted and straightforward method for indicating enclosures is remarkably simple. It typically appears in the bottom left corner of your letter, beneath the signature block and any carbon copy (CC) or blind carbon copy (BCC) notations. There are a few variations, all acceptable, but consistency is key.

The “Enclosure” or “Enc.” Notation

The core of the notation is either the word “Enclosure” or its abbreviation, “Enc.” You can choose either; both are perfectly fine.

Specifying the Number of Enclosures

Following “Enclosure” or “Enc.”, you typically indicate the number of items enclosed. For instance:

  • Enc. 2
  • Enclosure: 3

For added clarity, consider briefly describing the enclosed items. This is particularly helpful if the recipient isn’t expecting specific documents. For example:

  • Enc. 2: Resume, Cover Letter
  • Enclosure: 1 (Invoice)

Variations and Alternatives: Tailoring to Your Needs

While the standard format is generally preferred, there are a few acceptable variations you can adapt based on the context of your letter and your personal preference.

Using “Attachments”

Instead of “Enclosure,” you can use “Attachment” or “Attachments.” This is especially common in digital communications.

  • Attachments: 3 (Spreadsheet, Presentation, Contract)

Placement in the Bottom Right Corner

In some cases, particularly in internal memos or less formal correspondence, the enclosure notation might be placed in the bottom right corner. While less common, it’s acceptable as long as it’s consistent within your communications.

Using a Dedicated “Enclosures” Section

For extremely complex scenarios with multiple enclosures, you could create a dedicated “Enclosures” section below the signature block. This isn’t the standard and should be used judiciously.

Best Practices for Professionalism

Maintaining a professional image is paramount when writing letters. Here are some best practices regarding enclosure notations:

Consistency is Key

Choose one format and stick with it. Consistency demonstrates professionalism and attention to detail.

Clarity over Conciseness

While brevity is often valued, prioritize clarity when describing enclosures. Ensure the recipient understands what to expect.

Proofread Everything

Always proofread your letter, including the enclosure notation. Typos or errors can undermine your credibility.

Match the Digital and Physical Correspondence

If you’re sending a letter both physically and digitally, ensure the enclosure notations match in both formats. This avoids confusion.

Enclosures in Different Types of Letters

The approach to enclosure notations remains largely consistent across various types of letters, but there might be subtle nuances.

Business Letters

In business letters, precision and clarity are crucial. Use the standard “Enc.” or “Enclosure” followed by the number and a brief description.

Cover Letters

In cover letters, you’ll often enclose your resume and possibly other supporting documents. Be clear about what you’re including. For example: “Enc. 2: Resume, Portfolio”

Personal Letters

Even in personal letters, it’s polite to indicate enclosures, especially if they’re unexpected or important.

Common Mistakes to Avoid

Several common errors can detract from the effectiveness of your enclosure notations.

Omitting the Notation

Failing to include an enclosure notation is a significant oversight. Always indicate enclosures.

Inconsistent Formatting

Mixing up formats (e.g., sometimes using “Enc.,” sometimes “Attachment”) creates a sloppy appearance.

Vague Descriptions

Avoid vague descriptions like “Enclosure: Documents.” Be specific.

Incorrect Numbering

Double-check that the number of enclosures listed matches the actual number of items included.

Frequently Asked Questions About Letter Enclosures

Here are some frequently asked questions to clarify any lingering doubts:

What if I have a large number of enclosures?

If you have a significant number of enclosures, consider creating a separate list or using a dedicated “Enclosures” section below the signature block. Number each item for easy reference.

Is it necessary to note an enclosure if it’s obvious?

Yes, it’s still good practice. Even if the enclosure is obvious, including the notation reinforces your professionalism and ensures clarity.

How do I handle electronic attachments?

The same principles apply. Use “Attachments” or “Enc.” at the bottom of your email, followed by a description of the files.

Can I use abbreviations other than “Enc.”?

While “Enc.” is the most common and accepted abbreviation, you can use “Att.” for “Attachment” if preferred. However, consistency is essential.

Is the enclosure notation always at the bottom left?

Generally, yes. However, in certain less formal settings, it might be placed in the bottom right corner. Always prioritize clarity.

Conclusion: Mastering the Art of Enclosure Notations

Writing effective enclosure notations is a small but significant part of crafting professional and clear correspondence. By understanding the standard formats, adopting best practices, and avoiding common mistakes, you can ensure your letters are easy to understand, and your communication reflects your attention to detail. From business letters to personal notes, using the correct enclosure notations is a simple way to elevate your communication and project a polished and professional image.