When sending important documents or additional information with a letter, it's crucial to make sure the recipient knows exactly what to expect. This is where the concept of an enclosure comes in. Learning how to put an enclosure in a letter ensures that your communication is clear, professional, and complete. This guide will walk you through the best practices for indicating enclosures, making your correspondence more effective.
Understanding Enclosures and Their Placement
An enclosure in a letter refers to any document or item that is included with the main letter but is not physically part of it. These can range from resumes and financial statements to brochures, contracts, or even photographs. Properly indicating an enclosure is vital because it alerts the recipient that there's more to review than just the letter itself. This helps prevent items from being misplaced or overlooked, ensuring all intended information is received and processed.
The most common way to denote an enclosure is by typing "Enclosure" or "Enclosures" at the bottom of your letter, typically below your typed signature and before any typist's initials or cc (carbon copy) notations. If you are including more than one item, you can list them individually for added clarity:
- Enclosure
- Enclosures (2)
- Encl.
For a more detailed approach, especially in formal business correspondence, you might consider a brief list or table. This can be particularly helpful when there are multiple distinct enclosures or when you want to provide a quick reference to what's included. The key is to make the information readily accessible and unambiguous.
| Item | Description |
|---|---|
| Resume | Current Professional Summary |
| Cover Letter | Application for Marketing Position |
How to Put Enclosure in Letter: Applying for a Job
Dear Mr. Smith,
I am writing to express my keen interest in the Marketing Manager position advertised on your company's website. My extensive experience in developing and executing successful marketing campaigns aligns perfectly with the requirements outlined in your job description.
I have enclosed my resume and a portfolio of my recent work for your review. I am confident that my skills and qualifications make me a strong candidate for this role. I am eager to discuss how I can contribute to your team's success.
Thank you for your time and consideration.
Sincerely,
Jane Doe
Enclosures: Resume, Portfolio
How to Put Enclosure in Letter: Submitting a Contract
Dear Ms. Johnson,
Please find attached the draft contract for our upcoming project. This document outlines the terms and conditions we discussed during our last meeting.
We have carefully reviewed all clauses and believe it accurately reflects our mutual understanding. We kindly request that you review the contract at your earliest convenience and provide any feedback or necessary revisions.
We look forward to finalizing this agreement and commencing our collaboration.
Best regards,
John Lee
Enclosure: Draft Contract Agreement
How to Put Enclosure in Letter: Sending Financial Documents
Dear Financial Department,
This letter is to accompany the quarterly financial statements for Q3 2023. These documents have been prepared in accordance with company accounting standards.
Please find the following documents enclosed for your review and processing.
Should you require any further information or clarification, please do not hesitate to contact me.
Sincerely,
Accounting Team
Enclosures:
1. Balance Sheet
2. Income Statement
3. Cash Flow Statement
How to Put Enclosure in Letter: Sharing a Brochure
Dear Potential Investor,
Thank you for your interest in our innovative new product line. We are excited to share the details of our latest advancements with you.
I have enclosed a brochure that provides a comprehensive overview of our products, including key features, benefits, and technical specifications. We believe this will give you a clear picture of the value we offer.
We are available to schedule a meeting to discuss this further at your convenience.
Warm regards,
Sarah Miller
Enclosure: Product Brochure
How to Put Enclosure in Letter: Including a Flyer
Hello Community Members,
We are thrilled to invite you to our annual neighborhood block party! It's a wonderful opportunity to connect with your neighbors and enjoy a day of fun and festivities.
Inside this mailing, you will find a flyer with all the details, including the date, time, location, and a schedule of events. We encourage everyone to participate!
We can't wait to see you there!
Best,
The Neighborhood Association
Enclosure: Block Party Flyer
How to Put Enclosure in Letter: Sending a Medical Report
Dear Dr. Evans,
This letter is to formally transmit the medical report for patient John Smith, dated October 26, 2023. The report includes the results of his recent diagnostic tests.
Please review the enclosed report for your professional assessment and treatment recommendations.
Thank you for your continued care of Mr. Smith.
Sincerely,
Clinic Administrator
Enclosure: Medical Report - John Smith
How to Put Enclosure in Letter: Mailing a Photograph
Dear Grandma,
I wanted to share a special moment with you! We had a wonderful time at the park last weekend, and I took some lovely pictures.
I've enclosed one of my favorite photos of us laughing. I hope it brings a smile to your face. I miss you dearly!
Lots of love,
Emily
Enclosure: Photograph
How to Put Enclosure in Letter: Attaching a Schedule
Dear Team,
This memo is to inform you about the revised project schedule for the upcoming development phase. Please familiarize yourselves with the updated timelines.
The detailed project schedule is enclosed with this letter for your reference. It outlines key milestones and deadlines that we need to adhere to.
Your cooperation in meeting these targets is greatly appreciated.
Regards,
Project Manager
Enclosure: Revised Project Schedule
In conclusion, understanding how to put an enclosure in a letter is a fundamental aspect of effective written communication. By clearly indicating what is included, you ensure that your recipient has all the necessary information, fostering professionalism and preventing miscommunication. Whether you are sending a job application, a contract, or a personal note, using the "Enclosure" notation correctly will enhance the clarity and completeness of your correspondence.