Tips for Including Enclosures in Letters

In this article, we will guide you through the process of including enclosures in letters effectively. We will cover the importance of enclosures, how to format them, and provide tips to ensure your letter is polished and professional. Understanding these elements will enable you to craft letters that convey all necessary information clearly and concisely, leaving no room for misunderstanding. With this knowledge, you can confidently include enclosures in any correspondence, enhancing the impact and professionalism of your communication.

Understanding Enclosures in Letters

An enclosure is any additional document you include with your letter. This could be anything from a resume, a contract, a brochure, or any other supportive material that complements the content of your letter. These documents serve to provide additional information or evidence that supports the claims or statements made in your letter. Including enclosures can provide clarity, offer proof, or give additional context to your message. It ensures that the recipient has all the necessary information to make informed decisions or respond appropriately to your communication.

Why Include Enclosures?

Including enclosures in a letter serves multiple purposes:

• Proof and Verification: Enclosures can provide evidence or verification for the information mentioned in the letter. This is particularly important in business or legal correspondence where claims need to be substantiated. By including documents that support your statements, you build credibility and trust with the recipient.
• Additional Information: They can offer extra details that are too lengthy to include in the body of the letter. For instance, a technical report or a detailed proposal can be enclosed rather than included in the main text, allowing the letter to remain concise and focused on key messages.
• Professionalism: Properly including enclosures reflects professionalism and attention to detail. It shows that you have taken the time to provide all necessary information and that you respect the recipient’s need for clarity and completeness. This can enhance your reputation and increase the likelihood of a positive response.

Formatting Your Letter with Enclosures

When preparing a letter with enclosures, it’s crucial to ensure that the recipient can easily identify and access the enclosed documents. Proper formatting helps ensure that your letter is not only professional but also user-friendly. Here’s how to format your letter:

Letter Structure

1. Sender’s Information: At the top of the letter, include your name, address, and contact information. This ensures the recipient knows who the letter is from and how to contact you if needed.
2. Date: Below your contact information, include the date you are sending the letter. This is important for record-keeping and provides a timeline for any follow-up actions.
3. Recipient’s Information: Add the recipient’s name, title, and address. This personalizes the letter and ensures it reaches the right person.
4. Salutation: Greet the recipient professionally, using “Dear Name,”. A respectful salutation sets a positive tone for the rest of the letter.
5. Body: In the body of the letter, briefly mention the enclosure(s) and explain their relevance. Clearly stating the purpose of the enclosures helps the recipient understand their importance and context.
6. Closing: End with a formal closing such as “Sincerely,” followed by your signature and printed name. A courteous closing leaves a good impression and concludes the letter on a positive note.
7. Enclosure Notation: At the bottom of the letter, after your signature, include an enclosure notation. This signals to the recipient that additional documents are included.

Enclosure Notation

The enclosure notation is a brief note indicating that there are additional documents included with the letter. It is crucial for ensuring that the recipient knows to look for these extra materials.

• Single Enclosure: If there’s only one document, you can simply write “Enclosure” or “Encl.” This keeps it simple and direct, ensuring clarity.
• Multiple Enclosures: When including multiple documents, list them as “Enclosures” followed by a colon and the names of the enclosed documents, such as “Enclosures: Resume, Portfolio, Reference Letters”. This helps the recipient understand exactly what to expect and ensures nothing is overlooked.

Example of a Letter with Enclosure Notation

John Doe123 Main StreetAnytown, USA [email protected]

March 15, 2024

Jane SmithXYZ Corporation456 Business RoadBusiness City, USA 67890

Dear Ms. Smith,

I am writing to apply for the Marketing Manager position at XYZ Corporation. Enclosed, you will find my resume and portfolio, which detail my experience and accomplishments in the marketing industry. I believe my skills and background make me a perfect fit for this role. My enclosed documents provide a comprehensive view of my expertise and achievements, offering further insight into how I can contribute to your team.

Thank you for considering my application. I look forward to the opportunity to discuss how I can contribute to your team.

Sincerely,

John Doe

Enclosures: Resume, Portfolio

Tips for Including Enclosures

To ensure your enclosures enhance your letter and leave a positive impression, follow these tips:

Clearly Identify Each Enclosure

Make sure each enclosure is clearly labeled with your name and contact information. This helps prevent any confusion if the enclosure gets separated from the letter. Proper labeling also aids in ensuring that the recipient can easily attribute the documents to your correspondence, maintaining the integrity of your communication.

Reference Enclosures in the Letter

Mention the enclosures within the body of your letter. This prepares the recipient for what to expect and highlights the relevance of the enclosed documents. By clearly referencing these materials, you guide the recipient’s attention to the key supporting documents that complement your message.

Organize and Present Enclosures Neatly

If you have multiple enclosures, organize them in the order they are mentioned in the letter. Use a paperclip or a small binder clip to keep them together and neat. Presenting your documents in a tidy and logical order enhances readability and reinforces your attention to detail.

Double-Check Enclosure Count

Before sealing the envelope, double-check that all mentioned enclosures are included. This prevents the embarrassment of sending an incomplete application or proposal. Ensuring all items are accounted for reflects your thoroughness and commitment to providing complete information.

Use High-Quality Paper and Printing

For a professional touch, print your letter and enclosures on high-quality paper. Ensure that the print is clear and free from smudges or errors. High-quality presentation materials demonstrate your professionalism and respect for the recipient.

Common Mistakes to Avoid

Even with the best intentions, mistakes can happen. Here are some common pitfalls to watch out for when including enclosures:

Forgetting to Mention Enclosures

Failing to mention enclosures in your letter can leave the recipient puzzled about the additional documents. Always reference them in the body of the letter. Clear communication about the enclosures helps avoid confusion and ensures your message is fully understood.

Incorrect Enclosure Notation

Ensure your enclosure notation accurately reflects the number and titles of the enclosed documents. Double-check for consistency between the letter and the actual enclosures. This attention to detail prevents misunderstandings and ensures the recipient can easily match each document to its mention in your letter.

Poor Presentation

Sloppily presented enclosures can detract from your professionalism. Make sure they are well-organized, labeled, and presented neatly. Attention to presentation details conveys a sense of pride in your work and respect for the recipient.

Conclusion

Including enclosures in your letters can significantly enhance your communication by providing additional information and context. By following these tips and using proper formatting, you can ensure your enclosures are professionally presented and make a positive impression on the recipient. Effective use of enclosures can reinforce your message, providing clarity and supporting evidence that bolsters your communication.

Remember, attention to detail reflects your professionalism and can set you apart in your personal and professional correspondence. Whether you’re sending a job application or a business proposal, mastering the art of including enclosures will make your letters more effective and impactful. Embrace these practices to elevate your correspondence and leave a lasting, positive impression on your audience.