Have you ever found yourself struggling with how to properly include enclosures in your letter? You’re not alone. This may seem like a minor detail, but failure to include a proper enclosure can lead to confusion and misunderstandings.
But fear not, my dear readers. I am here to guide you through the process of including enclosures in your letters, step-by-step. And as an added bonus, I’ve included some examples for you to use and edit as needed.
So, if you’re ready to take your letter-writing game to the next level and avoid any potential mishaps, read on.
The Best Structure for Including Enclosures in a Letter
When you need to include additional documents, such as a resume or a brochure, along with your letter, you need to inform the recipient that the enclosure(s) are enclosed. The best structure for including enclosures in a letter is as follows:
1. Start with a brief mention of the enclosure in the body of your letter
You should start by mentioning the enclosure(s) in the body of your letter. It could be in the introductory paragraph or in the closing paragraph. It should be a brief statement such as “Please find enclosed my updated resume” or “Enclosed you will find a brochure that explains our services in detail.”
2. Mention the enclosure again in the middle of the letter
To ensure that the recipient does not miss the enclosure, it is important to mention it again in the middle of the letter. You can do this by writing a sentence that says, “As mentioned earlier, I have enclosed XYZ document(s) with this letter.”
3. List the enclosure(s) at the end of your letter
After finishing your letter, add a line that says “Enclosure(s):” at the left margin. List the enclosure(s) in bullet points. For example:
– Updated Resume
– Brochure
– Report
4. End your letter with a professional closing
After listing the enclosure(s), end your letter with a professional closing such as “Sincerely” or “Best regards.” You can then add your name, title, and contact information below the closing.
In conclusion, including enclosures in a letter is important when you need to send additional documents along with the letter. By using the above structure, you can ensure that the recipient is informed about the enclosure(s) and can easily find them. Remember to keep the tone of your letter professional and concise.
Letter Template: Enclosure for Job Application
Dear Hiring Manager,
I am writing to apply for the Marketing Manager position in your esteemed organization. I have enclosed my resume and a cover letter for your consideration.
In my previous position, I was responsible for coordinating multiple marketing campaigns and developing strategies to increase brand awareness. In addition, I implemented SEO optimization techniques to improve website traffic, which resulted in a 30% increase in online sales.
Thank you for your time and consideration. I look forward to the opportunity to further discuss my qualifications and how they can benefit your company.
Best regards,
Your name
Letter Template: Enclosure for Business Proposal
Dear Mr./Ms./Dr. [Name],
I am writing to submit a proposal for [project/service] that we believe would be valuable to [company/organization]. Please find attached the proposal, along with a budget and timeline breakdown.
Our company has extensive experience in providing similar services to [previous clients]. Our team consists of highly skilled professionals who are dedicated to ensuring the success of our clients.
We would welcome the opportunity to discuss this proposal with you further and answer any questions you may have. Thank you for considering our proposal.
Sincerely,
Your name
Letter Template: Enclosure for Recommendation Letter
Dear Admissions Committee,
I am writing to recommend [student/applicant’s name] for [program/scholarship/job]. Please find enclosed my recommendation letter, which provides details of [applicant’s] academic and professional achievements, as well as their character and work ethic.
As [applicant’s] [professor/employer/mentor], I have had the opportunity to observe them closely and can attest to the fact that they possess [qualities, skills] that make them an excellent candidate for [program/scholarship/job].
Please do not hesitate to contact me if you require any further information or clarification about my recommendations. Thank you for your time and consideration.
Warm regards,
Your name
Letter Template: Enclosure for Invoice
Dear [Client’s Name],
Thank you for choosing our company for your business needs. Please find attached an invoice for [product/service] that we provided to you on [date].
The total amount due is $[amount], with payment due by [date]. If you have any questions or concerns about the invoice, please do not hesitate to contact our customer service department at [phone number or email address].
We appreciate your continued business and look forward to serving you again in the future.
Best regards,
Your name
Letter Template: Enclosure for Contract
Dear [Client’s Name],
We are pleased to confirm that our negotiations for [project/contract] have been successful, and we are now in a position to proceed with the work. Please find attached a copy of the finalized contract for your review and signature.
The contract outlines our responsibilities and obligations of both parties, as well as the payment terms and project timeline. If you have any questions about the contract, please do not hesitate to contact us.
We look forward to working with you on this project and providing you with high-quality services that meet your needs.
Best regards,
Your name
Letter Template: Enclosure for Medical Records
Dear [Doctor’s Name]
I am writing to request a copy of my medical records, which I understand are maintained by your clinic/hospital. Please find enclosed the $[amount] fee for processing the request.
The records that I am requesting date from [start date] to [end date]. I would appreciate it if you could send these records to my home address by [date], or alternatively, notify me if there are any delays or issues with my request.
If you require any further information or clarification, please do not hesitate to contact me. Thank you for your assistance in this matter.
Best regards,
Your name
Letter Template: Enclosure for Reference Materials
Dear [Recipient’s Name],
I am writing to provide you with [documents/publications/research] that I believe may be of interest to you or your organization. Please find enclosed the materials, along with a brief summary of their contents.
The [materials/documents/publications] are related to [subject matter] and contain valuable insights and information that I believe could be of benefit to [Recipient or Recipient’s organization].
Thank you for your time and consideration. I hope that these materials are helpful to you in your work, and I would be happy to discuss them with you further at your convenience.
Sincerely,
Your name
Tips for Including Enclosure in a Letter
When writing a letter, it’s important to make sure you include all necessary information. If you’re including additional documents or materials, you’ll want to make sure your reader is aware of this. Here are some tips for including enclosures in your letters:
1. Be clear and concise. When listing the enclosed documents, make sure you’re using clear language that’s easy to understand. Use bullet points or numbered lists to highlight the specific items you’re including. This will make it easier for your reader to find and reference the materials you’ve enclosed.
2. Use the proper terminology. When referring to enclosed materials, it’s important to use the correct vocabulary. The term “enclosure” is typically used to refer to physical documents or materials that are included with the letter. If you’re including digital materials, such as a CD or USB drive, you may want to use the term “attachment” instead.
3. Provide context. If the enclosed materials relate to a specific topic or request, be sure to provide context in your letter. Explain how the materials are related, and why you’ve included them. This will help your reader understand why the documents are important, and how they relate to your request or inquiry.
4. Double-check your enclosures. Before sending your letter, make sure you’ve included all the necessary materials. Double-check to make sure you’ve included everything you need, and that the materials are organized and easy to understand. This will help ensure that your reader can quickly and easily find the materials they need.
5. Use a notation. If you’re including enclosures, you may want to use a notation to indicate this. This can be as simple as writing “Enclosures” or “Attachments” at the bottom of your letter, followed by a numbered list of the materials included. This will help ensure that your reader knows what to expect, and can easily find the materials they need.
By following these tips, you’ll be able to effectively include enclosures in your letters. Whether you’re sending a business letter, a cover letter, or a personal letter, including all necessary materials will ensure that your message is clear and effective.
FAQs Related to How to Include Enclosure in a Letter
What is an enclosure in a letter?
An enclosure is a document or item that is included with a letter and is sent along with it. It’s usually mentioned in the letter to inform the recipient that there is something else in the envelope besides the letter.
Why is it important to include enclosure in a letter?
Including an enclosure in a letter helps the recipient to know that there is something else enclosed with the letter, and avoids confusion. It also ensures that the recipient receives all necessary documents or items.
How do I mention the enclosure in my letter?
You can mention enclosure in your letter by writing “Enclosure:” or “Encl.” followed by the name of the document or item enclosed. For example, “Enclosure: Resume” or “Encl. Brochure”.
What if I have more than one enclosure?
If you have more than one enclosure, you can list all the items at the end of the letter. For example, “Enclosures: Resume, Cover Letter, and References.”
How do I attach the enclosure to the letter?
You can attach the enclosure by paper clip or staple it to the letter. If the enclosure is something that might be damaged by a staple or paper clip, you can place it in a separate envelope and mention it in the letter.
Should I mention the enclosure in the subject line of the letter?
It’s not necessary to mention the enclosure in the subject line of the letter. However, if the enclosure is of high priority or importance, you can mention it in the subject line for the recipient’s attention.
Is it necessary to send a letter using registered mail for an enclosure?
It depends on the nature of the enclosure. If it’s a legal document or something of high importance, it’s recommended to send the letter by registered mail to ensure the safe delivery of the enclosure.
Keep it Enclosed!
We hope this article has helped you figure out how to include enclosures in your letters. Don’t be afraid to attach all the necessary documents and keep everything organized. Thank you for taking the time to read this article and we hope to see you back soon for more practical advice!