Have you ever received a letter where the enclosed item was missing? Enclosed or enclosures in a letter are a critical component of communication, and it’s essential to get them right. Enclosed items could be a document, a check, or a file, and their inclusion in a letter could make or break a deal. But the problem is, many people don’t know how to use them effectively. That’s why I’ve put together this article to guide you through all the basics of what enclosed or enclosures in a letter are about, their types, and how to use them. In this article, you will also find some examples that you can use and edit as you need. So, whether you’re sending a business proposal, applying for a job, or just sending a personal letter, this article will help you communicate effectively.
The Best Structure for Enclosed or Enclosure in a Letter
When it comes to writing a letter, whether it is a formal or informal one, you might need to enclose a document or some other materials as a supporting document. In such cases, using the right structure for enclosing or enclosure becomes essential. Not only will it increase the professionalism of your letter, but it will also make it easier for the recipient to understand your message and purpose.
The first thing to consider in structuring an enclosed letter is to be clear and concise about your intention. It starts with placing the word “Enclosed” or “Enclosure” at the top left or right-hand corner of your letter. Using bold letters, capitalizing, and underlining the word can help it stand out even more, making it easier for the recipient to see. It also shows that you have provided additional information in the letter, making it easier to pinpoint the amount of information provided.
Next, place the recipient’s name and contact information, followed by the date of writing the letter. Make sure to include additional information such as a reference number, if applicable, to make it easier for the recipient to match the enclosed documents with the letter. This can help to establish proof of sending the documentation, making it easier for both parties to track and reference the document in the future.
After giving the proper greeting and salutation, you may want to add a brief paragraph explaining the purpose of your letter and why you have enclosed some documents. Doing so helps the recipient understand the main intention of the letter, a sort of roadmap for the recipient to know what to expect before diving into the documents. If you are enclosing more than one document, be sure to list them in the order you want them read. Make sure that you avoid any repetition of information, as it could cause confusion or make the letter unnecessarily long.
Finally, end your letter with a courteous closing, followed by your name and signature. It is also important to ensure that the enclosed documents are organized correctly, physically attached or grouped together in order, for example, stapling several pages would be the easiest way to keep the enclosed letter in order. Make sure that the envelope is addressed correctly, and the proper postage is applied. All of these small details will help to ensure a successful delivery of your enclosed letter.
In conclusion, employing the right structure for an enclosed letter or enclosure is essential in achieving the desired result. It helps to maintain a professional tone and ensures that the information is conveyed to the recipient in an organized and clear manner. Remember to be concise, clear, and courteous when writing the enclosed letter, as it can help to establish a more positive working relationship with the recipient.
Letter Enclosure Samples
Enclosed Recommendation for Employee Recognition
Dear [Employer Name],
I am pleased to recommend [Employee Name] for their excellent work in [specific project/task]. They have demonstrated exceptional competency, attention to detail, and dedication to their role. As an acknowledgment of their contributions, I have enclosed a letter of recommendation which highlights their accomplishments. I believe that [Employee Name] would be a valuable asset to your team, and I highly recommend their employment.
Thank you for considering my recommendation. Please let me know if you require any further information.
Best Regards,
[Your Name]
Enclosed Invoice Payment Reminders
Dear [Customer Name],
This is a gentle reminder that your invoice [Invoice Number] is currently overdue. As a proactive measure and to avoid any delays to your account, I have enclosed a copy of the invoice. Please kindly ensure that the payment is made promptly to avoid any further late fees.
Thank you for your attention to this matter. If you require any further assistance, please do not hesitate to contact me.
Best Regards,
[Your Name]
Enclosed Medical Documents Request Letter
Dear [Medical Provider Name],
I am writing to request copies of my medical history from [specific date to present]. I have enclosed a signed medical records request form, along with a copy of my ID, and relevant insurance information. Please advise the best method to obtain these documents and any associated costs.
Thank you for your attention to this matter. Please let me know if any additional information is required from my end.
Best Regards,
[Your Name]
Enclosed Job Application Documents
Dear [Employer Name],
I am writing to submit my application for the [specific position] posted on [Job Board/Organization]. I have enclosed my cover letter, resume, references, and any additional documents that may support my application.
Thank you for considering my application. I look forward to the opportunity to discuss my qualifications further. Please do not hesitate to contact me if any further information is required.
Best Regards,
[Your Name]
Enclosed Request for Proposal Response
Dear [Recipient Name],
I am pleased to submit our company’s response to the Request for Proposal (RFP) for [specific project]. We have enclosed our proposal, which includes our approach to the project, scope of work, deliverables, budget, timelines, and any additional information that may be relevant to your decision-making process. We are confident that our proposal is in line with your requirements and needs, and we look forward to the opportunity to work with your organization.
Thank you for considering our proposal. Please let us know if you require any further information or clarification.
Best Regards,
[Your Company’s Name]
Enclosed Legal Documents Requested by Court
Dear [Legal Counsel],
I am writing to request the enclosed legal documents that were requested by the court. These documents include [specific documents]. Please let me know the best method to obtain these documents and any associated costs.
Thank you for your attention to this matter. Please let me know if any additional information is required from my end.
Best Regards,
[Your Name]
Enclosed Proposal for Marketing Strategy
Dear [Client Name],
Enclosed is our proposal for the marketing strategy for [Client’s Specific Project]. Our proposal includes details on our approach, strategy, and timelines for the project. We believe that our strategy aligns with your requirements and needs and would lead to successful outcomes. We look forward to the opportunity to partner with your organization and bring our expertise to this project.
Thank you for considering our proposal. Please let us know if you require any further information or clarification.
Best Regards,
[Your Company’s Name]
Tips for Enclosed or Enclosure in Letter
When writing a letter that includes an enclosure, it is important to use the proper formatting to ensure that the recipient is aware of the additional document. Below are some tips to help you effectively include an enclosure in your letter:
1. Mention the Enclosure Early in the Letter
Include a note about the enclosure early on in the letter. This can be done in the opening paragraph or in a separate line below the signature line. This will ensure that the recipient knows to expect an additional document and doesn’t miss it.
2. Use the Word “Enclosure”
Be sure to use the word “enclosure” to clearly indicate that there is another document included in the letter. Using the word “attachment” or “inclosure” can cause confusion or be easily overlooked.
3. Format the Letter with Proper Enclosure Notation
Include a reference notation at the bottom of the letter after the signature line. This can be in the form of “Enclosure” followed by a colon and then a list of the documents that are included. For example, “Enclosures: Resume, Cover Letter.”
4. Separate the Enclosure from the Letter
When mailing the letter, be sure to keep the enclosure separate from the letter. Use a paper clip to attach the document or include it in a separate envelope. This will make it easier for the recipient to organize and review the documents.
5. Double Check the Enclosure
Before sending the letter, double check that the correct document is included as an enclosure. This will save time and prevent confusion for both you and the recipient.
Using these tips will ensure that your enclosure is properly included in your letter and that the recipient is aware of the additional document. This will help you to communicate effectively and present yourself professionally.
FAQs Related to Enclosed or Enclosure in Letter
What is an enclosure in a letter?
An enclosure is a document or item that is included with a letter. It can be a separate document, a check, a brochure, or anything else that the sender wants to include with the letter.
What is the purpose of an enclosure in a letter?
The purpose of an enclosure in a letter is to provide additional information or materials that are relevant to the content of the letter. It can help to support the message of the letter and provide more context for the reader.
How do I indicate that there is an enclosure in my letter?
You can indicate that there is an enclosure in your letter by typing “Enclosure” at the bottom of the letter, followed by a brief description of what is included. For example, “Enclosure: Check for $100.”
Do I need to include an enclosure in every letter?
No, you do not need to include an enclosure in every letter. Enclosures should only be included if they are relevant to the content of the letter and if they will help to support the message you are trying to convey.
Can I include multiple enclosures in a letter?
Yes, you can include multiple enclosures in a letter as long as they are relevant to the content of the letter and they will help to support the message you are trying to convey. Be sure to label each enclosure clearly so that the recipient knows what is included.
Do I need to mention an enclosure if it is a duplicate of something already sent?
If you have already sent the enclosure in a previous letter or email, there is no need to mention it again. However, if the recipient has not yet received the enclosure, it may be helpful to mention that it was included in a previous correspondence.
What should I do if I forget to include an enclosure in my letter?
If you forget to include an enclosure in your letter, you can send it separately with a note explaining that it was not included in the original correspondence. Alternatively, you can send a corrected version of the original letter with the missing enclosure included.
Ciao for now!
I hope this article has helped shed some light on the proper use of enclosed and enclosure in letters. It may seem like a small detail, but it can make a big difference in the way your message is received. Thanks so much for taking the time to read! If you have any comments or questions, feel free to leave them below. And don’t forget to check back soon for more helpful writing tips. Until then, happy writing!