Enclosure Letter Example: How to Properly Include Attachments in Business Correspondence

Are you tired of sending out letters and not getting the results you want? Are you looking for a way to make your letter stand out and grab the attention of the recipient? Well, look no further than the enclosure letter.

An enclosure letter is a document that accompanies a letter or email, containing additional information or documents that the recipient may need. It’s a powerful tool that can boost the effectiveness of your letters and help you achieve your desired outcomes.

The great news is that you don’t have to start from scratch. There are plenty of enclosure letter examples available online, which you can use as a starting point and edit as necessary. Whether you’re sending a job application, a business proposal, or any other communication, there is an enclosure letter example that can help you increase your chances of success.

So why wait? Start exploring enclosure letter examples today and see how you can enhance the impact of your next letter or email. With the right approach, you can communicate your message clearly, concisely, and persuasively, and achieve the results you want.

The Best Structure for an Enclosure Letter

When it comes to business communication, writing an enclosure letter can be a valuable tool to include additional information beyond the main document. Whether it’s used to enclose a brochure, a report, or any other supporting information, it’s crucial to structure the letter in a clear and concise way to ensure that it serves its purpose effectively.

Start by opening with a brief introduction, indicating the purpose of the letter and the document enclosed. This should be straightforward and to the point, providing the reader with clarity and a clear understanding of what’s to come.

Next, expand on the main document and provide some context as to why it’s being enclosed. This may include any relevant background information, such as recent developments in a project or new opportunities to consider.

Always keep the reader in mind when writing, making sure that the language used is professional, yet straightforward and easy to read. Avoid jargon or excessive technical language, as this can make the letter difficult to understand for those who may not be familiar with the industry.

Include any relevant details about the enclosed document, such as page numbers, titles, and authors. This information not only keeps the reader informed, but also helps them navigate the enclosed document more easily, further enhancing their understanding of the material.

Finally, conclude your letter with a brief summary of the main points covered and a call-to-action. This may include inviting the reader to get in touch if they have any questions or feedback, or simply expressing gratitude for their consideration.

In wrap up, an enclosure letter should be structured in such a way that it clearly communicates the purpose of the letter and the document enclosed, providing the reader with the essential information they need to understand both. By following these best practices, your enclosure letter can be an invaluable tool for conveying important information and building more effective business relationships.

Enclosure Letter Examples

Recommendation for a Job

Dear Employer,

I am writing this letter to recommend my colleague, John, for the position of Marketing Manager in your organization. John has been working as a Senior Marketing Executive in our company for the past five years and has demonstrated exceptional skills in devising and executing successful marketing strategies.

His ability to understand customers’ needs and create tailor-made solutions has helped us to increase our revenue by 20% in the past year. He also has excellent communication skills and can work well under pressure.

I am confident that John will be a valuable asset to your company and make significant contributions to achieving your business goals. If you require further information about John’s qualifications and experience, please do not hesitate to contact me.


[Your Name]

Recommendation for a Scholarship

Dear Scholarship Committee,

I am writing to endorse my student, Mary, for the scholarship program offered by your organization. I have had the pleasure of teaching Mary for the past two years, and I can confidently attest to her exceptional academic abilities, leadership skills, and community involvement.

She has shown a keen interest in pursuing a career in medicine and has demonstrated her passion by actively participating in various volunteer projects in the healthcare sector. Her outstanding GPA, coupled with her commitment to leadership and community service, make her a worthy recipient of the scholarship.

I believe that Mary will continue to excel in her academic endeavors, demonstrate leadership qualities, and contribute positively to society, and I urge you to give her application for the scholarship your fullest consideration.


[Your Name]

Recommendation for a Business Partnership

Dear Business Partner,

I am writing this letter to introduce our company, XYZ Inc., and express our interest in exploring a business partnership with your organization. We have been monitoring your success in the industry and are impressed by your innovative products and services.

At XYZ Inc., we specialize in providing comprehensive solutions for supply chain management. Our portfolio includes customized procurement, warehousing, and logistics services that help our clients optimize their business operations and reduce costs.

We believe that a partnership between our organizations will be mutually beneficial and help us expand our customer base and offer better value to our clients. We would be delighted to discuss this further and share more details about our services and products.

Thank you for considering our proposal, and we look forward to your response.


[Your Name]

Recommendation for a Volunteer Position

Dear Volunteer Director,

I am writing to recommend my friend, Robert, for the volunteer position of Youth Mentor in your organization. I have known Robert for several years, and he has always impressed me with his passion for community service and his commitment to making a positive impact on the lives of young people.

Robert has volunteered with several organizations, including a youth sports league, a local food bank, and a tutoring program, where he has consistently demonstrated his leadership skills and positive attitude. He has a gift for connecting with young people and inspiring them to achieve their full potential.

I am confident that Robert will be an asset to your organization, and I wholeheartedly endorse his application for the Youth Mentor position. Please do not hesitate to contact me if you require any further information about Robert’s qualifications and experience.


[Your Name]

Recommendation for a College Admission

Dear Admissions Committee,

I am writing to highly recommend my student, Alex, for admission to your university’s Computer Science program. I have had the pleasure of teaching Alex for the past three years and have watched him develop into a talented and motivated individual with a passion for technology.

Alex has consistently performed well academically, achieving top grades in science and mathematics courses. He has also demonstrated his commitment to serving the community by participating in coding competitions and volunteering for coding seminars for high school students.

I am confident that Alex will make significant contributions to your university’s Computer Science program, and I urge you to give his application your fullest consideration. Please feel free to contact me if you require any further information about Alex’s qualifications and experience.


[Your Name]

Recommendation for a Legal Matter

Dear Attorney,

I am writing to provide a recommendation for my attorney, John, who represented me in a legal matter recently. John not only provided legal counsel to me but also provided emotional support and made himself available whenever I needed to speak with him.

John’s knowledge of the legal system is impressive, and he is an excellent strategist who carefully analyzes the case details and devises the best approach to achieving the desired outcome. He is highly respected in the legal community and is known for his integrity, professionalism, and dedication to his clients.

I am extremely satisfied with the outcome of my case, and I have no hesitation in recommending John to anyone who may require legal representation. Please do not hesitate to contact me if you require any further information about John’s qualifications and experience.


[Your Name]

Recommendation for a Vendor Service

Dear Vendor Manager,

I am writing to express my satisfaction with the service provided by your company and to endorse the quality of the products you offer. My company has been using your services for the past two years, and we have been impressed by the consistency and reliability of your services.

Your team is always responsive to our requests and ensures timely delivery of the products. The products themselves are of high quality, and we have received multiple compliments on the look and feel of the printed materials.

I would highly recommend your services to anyone looking for a reliable and high-quality vendor. I look forward to continuing our business relationship and using your services for all our future needs.


[Your Name]

Enclosure Letter Example: Tips for Writing a Professional Correspondence

When submitting a document or other materials along with a letter, it’s important to include an enclosure or attachments line to indicate that there are additional items included. However, simply stating “enclosed” or “enclosure” may not be enough to convey the message clearly. To ensure that your correspondence is professional and efficient, consider these tips for writing an effective enclosure letter example:

  • Specify the number and type of enclosures: Be specific about the number of attachments and the type of materials that are included. This will eliminate confusion and provide clarity for the recipient. For example, “Enclosed please find two copies of my resume and a letter of recommendation” is more effective than simply stating “Enclosed: Resume and recommendation”
  • Use a separate line for each enclosure: Avoid listing all the enclosed items in a single line. This can make it difficult for the recipient to identify and locate each item. Instead, use a separate line for each item, as in “Enclosures: Resume, Recommendation”
  • Keep it brief and to the point: Your enclosure letter example should be concise and direct. Avoid including irrelevant information or extraneous details that may distract or confuse the reader. Focus on providing the necessary information that the recipient needs to understand what is being enclosed.
  • Proofread for errors: As with any written communication, proofreading is critical to ensure that your enclosure letter example is error-free and professional. Check for typos, spelling errors, and grammatical mistakes to avoid embarrassing errors that may damage your credibility.
  • Format the enclosure line properly: The enclosure line should be placed below the signature block and should be aligned with the left margin. It should be separated from the body of the letter by a blank line. Additionally, it should be bolded or underlined to ensure that it is easily noticed.
  • Include additional instructions if necessary: If there are detailed instructions for handling the enclosed materials, you may want to include them in the letter. This can help ensure that the recipient understands how to proceed and what to do with the materials.

By following these tips, you can ensure that your enclosure letter example is professional, clear, and effective. Remember to keep it brief, specific, and to the point, and always proofread for accuracy. With these strategies in mind, you can create a successful enclosure letter that will make a positive impression on the recipient.

Enclosure Letter Example FAQs

What is an enclosure letter?

An enclosure letter is a cover letter that accompanies a document or package that is being sent to the recipient. It informs the recipient of what is enclosed, why it is enclosed, and any important information that needs to be conveyed.

Why is it important to include an enclosure letter?

Including an enclosure letter helps ensure that the recipient knows what is included in the package or document, and can also provide important information about the contents that may not be readily apparent.

What should be included in an enclosure letter?

An enclosure letter should include a description of what is enclosed, why it is enclosed, any important details about the contents, and any specific instructions for the recipient.

How should an enclosure letter be formatted?

An enclosure letter should be formatted like a standard business letter, with a clear and concise opening, body, and closing. The letter should use a professional tone, and be free from errors in grammar and spelling.

What types of documents may require an enclosure letter?

Some types of documents that may require an enclosure letter include contracts, proposals, reports, resumes, and application materials.

Should an enclosure letter be sent via email or regular mail?

Whether to send an enclosure letter via email or regular mail will depend on the circumstances and the preferences of the recipient. However, if the documents being enclosed are physical items rather than digital files, sending the letter via regular mail may be more appropriate.

Are there any common mistakes to avoid when writing an enclosure letter?

Some common mistakes to avoid when writing an enclosure letter include being too vague about what is enclosed, failing to include any important details about the contents, and using an unprofessional tone or language.

Thanks for Reading!

Well, that’s all for now. I hope you found this enclosure letter example helpful and informative! If you have any questions or comments, feel free to leave them down below. And don’t forget to come back soon for more useful tips and articles. Until next time, take care and happy writing!