How to Properly Include Enclosures in Letters

When writing a formal letter, it is essential to ensure that all components are correctly formatted and clearly presented. One such component is the “enclosure.” While it might seem like a small detail, correctly including enclosures in your letters can enhance professionalism and ensure that all necessary documents accompany your correspondence. Enclosures serve as crucial supplements that provide additional context, clarity, and support to your primary message, making them an integral part of effective communication.

In this comprehensive guide, we’ll walk through the process of including enclosures in a letter. We’ll provide practical tips and examples to help you get it right every time. Whether you’re drafting a business proposal, applying for a job, or sending personal correspondence, understanding how to include and format enclosures can significantly elevate your letter’s impact.

What Are Enclosures in a Letter?

Enclosures, often abbreviated as “Encl.” or “Enc.”, refer to any additional documents or items that you include with your letter. These can be anything from resumes and contracts to brochures and reports. They serve as supplementary materials that provide additional context or information related to the contents of your letter. In many cases, these documents are vital for the recipient to understand the full scope of your message or to take the necessary next steps.

Including enclosures ensures that all relevant information is presented in a single package, minimizing the chances of miscommunication or oversight. By enclosing relevant documents, you make it easier for the recipient to access and review the information without needing to request further details. This practice not only streamlines communication but also demonstrates your thoroughness and attention to detail.

Why Are Enclosures Important?

Including enclosures in your letter is crucial for several reasons:

1. Clarification and Context: Enclosures provide extra information that supports the main message of your letter. They help clarify points and give the recipient a fuller understanding of the subject at hand. For instance, a proposal letter accompanied by a detailed project plan allows the recipient to grasp the specifics, costs, and timelines, facilitating informed decision-making.
2. Professionalism: Properly indicating enclosures reflects attention to detail and professionalism, enhancing your credibility. It shows that you have thoughtfully considered the recipient’s needs and taken steps to provide all necessary information upfront. This practice can be particularly beneficial in a business setting, where professionalism and thoroughness are highly valued.
3. Organization: Listing enclosures ensures that the recipient is aware of everything included with the letter, helping them keep track of all the documents. This organizational aspect is crucial in professional and legal correspondence, where multiple documents often need to be reviewed and filed systematically. It reduces the risk of documents being overlooked or misplaced.

How to Format Enclosures in a Letter

Formatting enclosures correctly is vital to maintaining the letter’s professional appearance. Here’s a step-by-step guide to help you:

Step 1: Write Your Letter

First, draft the main body of your letter. Ensure that it is clear, concise, and addresses the primary purpose of your correspondence. Your letter should effectively convey the message or request you intend to communicate, setting the stage for the enclosures that follow. Pay attention to grammar, tone, and structure to create a polished and professional document.

Step 2: Mention the Enclosures in the Body

Where appropriate, reference the enclosed documents within the letter’s body. For instance, if you’re sending a resume along with a cover letter, you might say, “Please find my resume enclosed for your review.” This mention serves as a prompt for the recipient to expect additional materials and highlights their relevance to the letter’s content. It also provides a seamless transition to the enclosures, ensuring the recipient understands their significance.

Step 3: Include an Enclosure Notation

After the closing signature of your letter, add an enclosure notation. This notation indicates that additional materials are included with the letter. It should be placed one or two lines below your signature. This clear indication helps ensure that the recipient knows to look for additional documents, reducing the risk of them being overlooked. The notation acts as a final confirmation of the materials included, reinforcing their importance.

Step 4: Use the Correct Abbreviation

There are several ways to denote enclosures. You can use “Enclosure,” “Encl.,” or “Enc.” followed by a colon. If there are multiple items, list them as follows:

• Enclosure: Resume
• Enclosure: Contract, Brochure, Report
• Encl.: Job Application, Portfolio
• Enc.: Tax Documents

Using the correct abbreviation and format enhances clarity and ensures consistency across your communications. It also helps maintain a professional appearance, essential for business and formal letters.

Step 5: Number the Enclosures

For multiple enclosures, consider numbering them. This practice helps the recipient confirm they have received all intended documents. You can do this by including a numbered list:

• Enclosures:ResumeCover LetterReference List

Numbering enclosures adds an extra layer of organization and makes it easy for the recipient to verify that they have received all the documents. It is especially useful when dealing with complex or multi-part submissions.

Enclosures in Different Types of Letters

Enclosures can vary depending on the type of letter you’re sending. Here are a few examples:

Business Letters

In business letters, enclosures often include contracts, proposals, or reports. For example, “Encl.: Project Proposal, Financial Report.” These documents are typically critical for the recipient to evaluate your business proposition or to execute a contract. Including them ensures that the necessary details are at hand for informed decision-making.

Job Application Letters

When applying for a job, you might include your resume and cover letter as enclosures. For instance, “Encl.: Resume, Cover Letter.” These documents are essential for showcasing your qualifications and experience, providing the hiring manager with the information needed to assess your candidacy. Enclosures in this context often play a pivotal role in advancing to the next stage of the hiring process.

Legal Letters

Legal correspondence might require enclosures like affidavits or official documents. For example, “Encl.: Affidavit of Support, Court Order.” Such documents are often necessary for legal proceedings and must be included to substantiate claims or comply with legal requirements. Ensuring their inclusion is vital for the letter’s validity and effectiveness.

Personal Letters

In personal letters, you might enclose photographs or personal notes. For example, “Encl.: Family Photos.” These items add a personal touch and can enhance the emotional connection between the sender and recipient. They serve as meaningful keepsakes or mementos, enriching the personal narrative of the correspondence.

Sample Letter with Enclosures

To further illustrate how to include enclosures, here’s a sample letter with enclosures:

[Your Name][Your Address][City, State, ZIP Code][Email Address][Phone Number]

Date

Recipient NameRecipient TitleCompany NameCompany AddressCity, State, ZIP Code

Dear Recipient Name,

I am writing to provide you with the details of the upcoming project we discussed. The enclosed documents contain the full project proposal, budget breakdown, and timeline for your review. These materials are designed to give you a comprehensive understanding of the project’s scope and objectives.

Please feel free to contact me if you have any questions or require further clarification. I am available to discuss any aspect of the proposal and look forward to your feedback.

Thank you for your consideration.

Sincerely,

[Your Signature][Your Name]

Enclosures:

1. Project Proposal
2. Budget Breakdown
3. Timeline

Tips for Including Enclosures

1. Double-Check: Before sealing the envelope, double-check that all enclosures are included. This step is crucial to avoid accidental omissions, which could delay the recipient’s ability to review your materials.
2. Label Clearly: Ensure each document is clearly labeled if it’s not immediately apparent what it is. Clear labeling helps the recipient quickly identify and reference the documents, reducing confusion and enhancing efficiency.
3. Use Quality Paper: For professional letters, use high-quality paper for both the letter and the enclosures. This practice reflects your commitment to quality and professionalism, making a positive impression on the recipient.
4. Organize: Arrange the enclosures in the order they are mentioned in your letter for easy reference. Consistent organization ensures that the recipient can follow along with your letter and the associated documents seamlessly.

Conclusion

Including enclosures in your letters is a simple yet effective way to enhance your correspondence’s professionalism and clarity. By following these guidelines, you can ensure that your recipients receive all necessary documents and have a complete understanding of your message. Properly managed enclosures can bridge the gap between your written words and the supporting materials, providing a comprehensive communication experience.

Whether you’re sending business correspondence, job applications, or personal letters, correctly indicating enclosures will help you communicate more effectively and leave a lasting impression. Mastering the art of including enclosures in your letters is an investment in your communication skills, one that will serve you well across various professional and personal scenarios.