In today’s age of digital communication, we tend to overlook the power of a well-crafted letter. A letter can be a personal touch that can make all the difference in today’s impersonal world of emails and messages. In some instances, you may want to include additional information with your letter to provide further context or support your position. This is where the enclosure comes into play.
Enclosures are an essential element of a letter that can help the reader gain a more comprehensive understanding of your point or topic. They also show that you’ve done additional research or taken additional steps to provide additional information.
Including an enclosure is simple and straightforward, but it’s essential to do it correctly. There’s nothing more frustrating than receiving an enclosure that wasn’t attached or is difficult to read.
If you’re wondering how to include enclosure in letter sample, don’t worry. It’s straightforward, and there are numerous examples available that you can edit to fit your needs.
In this article, we’ll provide you with tips and examples of how to include an enclosure in a letter to ensure that your message is well-received and that your point is clear. So, let’s get started and take your letter game to the next level.
The Best Structure for Including Enclosure in a Letter Sample
Including an enclosure in a letter can be a necessary step, especially when the documents or materials are crucial to the communication. However, many people struggle with the best way to structure a letter with an enclosure. Here is a simple and efficient structure to help make sure your letter is clear and professional.
First, start your letter with your opening paragraph, which traditionally consists of a greeting and an introduction. Avoid mentioning the enclosure at this stage, as it may confuse the reader. Focus on stating the purpose of the letter, and be clear and concise in your language.
Next, write the body of the letter, using the standard structure of an introduction, a middle section, and a conclusion. It is in the middle section that you can include a short statement referring to the enclosure.
For example, you can write something like: “Please find enclosed (or attached) the relevant documents to help you better understand the issue at hand.” Keep this statement brief and to the point, as the focus should be on the letter’s main message.
Once you have included the statement about the enclosure, continue with the letter’s content, using the body to elaborate on your initial purpose. Be organized in the structure, and make sure your information is relevant and clear.
Lastly, close the letter with a call to action or a summary of the points you made in the body. This should be a concise statement that guides the reader towards any necessary action or conclusion.
When it comes to formatting the enclosure, make sure to include it after the closing statement of the letter. Use the word “Enclosure” or “Attachment” to help the receiver find it easily. Avoid stapling or taping the enclosure to the letter, as it may get lost in the mail. Instead, use a paperclip or a folder to keep everything organized.
In conclusion, the best structure for including an enclosure in a letter sample is to keep it brief and to the point. State the purpose of the letter first, then include a short statement referring to the enclosure, followed by the body of the letter, and end with a call to action or a summary. By following this simple structure, you can ensure that your letter is clear, well-organized, and professional.
Seven Examples of How to Include Enclosure in Letter Samples
Sample 1: Including Enclosure in Business Letter
Dear Mr. Rogers,
Thank you for your interest in our products and services.
I am pleased to provide the marketing brochure for our new line of products as per your request. Enclosed is the brochure that provides an overview of the features, benefits, and competitive pricing of our new product line.
For further assistance or if you have any questions, please do not hesitate to contact me.
Best regards,
[Your name]
[Your title]
[Your organization]
Enclosure: Marketing Brochure
Sample 2: Including Enclosure in Application Letter
Dear Human Resources Director,
I am writing to express my interest in the position of [Job Title] in your organization, as advertised on [source].
Enclosed please find my resume, highlighting my qualifications, education, and experience, which I believe align with the requirements and responsibilities of the [Job Title] role. Additionally, I have included a cover letter that summarizes my motivation and enthusiasm to work with your organization.
Thank you for considering my application. I look forward to the opportunity to discuss my suitability for the position in further detail.
Sincerely,
[Your name]
Enclosure: Resume and Cover Letter
Sample 3: Including Enclosure in Complaint Letter
To Whom It May Concern,
I am writing to express my concern about the quality of services provided by [Name of Service Provider].
Enclosed are copies of the service agreements, receipts, and correspondence with the service provider that provide the details of the charges, promises, and delivery of the services that were unsatisfactory.
I would appreciate it if you could investigate this matter and take appropriate action to resolve the issue promptly. Please let me know if you require any further information or assistance in this regard.
Thank you for your attention to this matter.
Sincerely,
[Your name]
Enclosure: Copies of Service Documents
Sample 4: Including Enclosure in Fundraising Letter
Dear [Donor Name],
Thank you for your continuous support and generosity in helping our organization [Name of Organization] achieve our mission of [Mission statement].
Enclosed you will find a brochure that highlights the accomplishments of our recent projects, including the testimonials of the beneficiaries and the recognition received from stakeholders. I hope this conveys the impact of your contribution and inspires you to continue supporting our organization. We would appreciate any contribution that you could make towards our next project, [Project Name].
Thank you again for your support and we look forward to hearing from you soon.
Best regards,
[Your name]
[Your title]
[Your organization]
Enclosure: Brochure
Sample 5: Including Enclosure in Recommendation Letter
To Whom It May Concern,
I am writing to recommend [Name of Person], whom I have known for [Number] years, for the position of [Job Title] at your organization.
Enclosed is my letter of recommendation for [Name of Person], which summarizes her skills, qualifications, and accomplishments that demonstrate her ability to excel in the [Job Title] role. I believe that [Name of Person] would make a valuable addition to your team and would contribute her knowledge, creativity, and enthusiasm to your organization.
If you require any further details or information, please do not hesitate to contact me. I appreciate your attention to this matter and look forward to hearing from you soon.
Sincerely,
[Your name]
[Your title]
[Your organization]
Enclosure: Letter of Recommendation
Sample 6: Including Enclosure in Invitation Letter
Dear [Recipient Name],
We are honored to invite you to participate in [Event Name], which will take place on [date].
Enclosed please find the event brochure that provides the details of the schedule, speakers, sessions, and networking opportunities that make [Event Name] an exceptional learning and social experience. We hope that this event will help you expand your knowledge, skills, and network with other professionals in the industry.
Please let us know if you have any questions or if we can assist you in any way to plan your participation. We look forward to hearing from you soon and hope to see you at [Event Name].
Sincerely,
[Your name]
[Your title]
[Your organization]
Enclosure: Event Brochure
Sample 7: Including Enclosure in Legal Letter
To Whom It May Concern,
I am writing to provide the documents relevant to the legal case of [Case name] in accordance with the court order dated [Date of order].
Enclosed are the certified copies of the documents, including the evidence, statements, and reports, that pertain to this case. I request you to kindly acknowledge the receipt of these documents and confirm that they meet the requirements of the court order.
Thank you for your cooperation in this matter.
Sincerely,
[Your name]
[Your title]
[Your organization]
Enclosure: Certified copies of legal documents
Tips for Including Enclosures in Your Letter Sample
When sending a letter that requires an enclosure, it is important to make sure that the reader knows exactly what is included. Here are some tips for how to include enclosure in letter sample:
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Use a header or subject line. One of the easiest ways to let the reader know that there is an enclosure is to include it in the header or subject line of your letter. For example, you might include “Enclosed: Proposal for XYZ Project” or “Re: Enclosed Invoice.”
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Include a statement in the body of the letter. Depending on the purpose of your letter, you might also want to include a statement in the body of the letter letting the recipient know that there is an enclosure. For example, you might say “Please find enclosed the contract as requested.”
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Reference the enclosure in the closing. Another way to make sure that the recipient knows that there is an enclosure is to mention it in the closing of your letter. For example, you might say “Thank you for your consideration. Please let me know if you have any questions about the proposal, or about the enclosed materials.”
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Use an enclosure notation. If you are including more than one enclosure in your letter, you might want to use an enclosure notation to list them all. For example, you might include “Enclosures (3): Resume, Writing Samples, and References.”
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Be specific about what is included. When you mention that there is an enclosure in your letter, it’s important to be specific about what that enclosure is. For example, you might say “Please find enclosed the final draft of the report, as well as a summary of our findings.”
Remember that including an enclosure in your letter can help you to communicate more effectively, but it’s important to make sure that the recipient knows exactly what is being included. By using one or more of the tips above, you can be sure that your letter sample is clear and professional.
FAQs Related to How to Include Enclosure in a Letter
What is an enclosure in a letter?
An enclosure in a letter is a document that accompanies the main letter. It could be a report, a contract, or any other relevant document that supports the letter’s content.
How do you indicate that you are including an enclosure?
To indicate that you are including an enclosure, you should add a notation at the end of the letter. The notation should read ‘Enclosure’ or ‘Enclosures’ followed by the number or name of the document(s) included.
Where should the enclosure notation be placed in the letter?
The enclosure notation should be placed at the bottom of the letter, after the closing line and before the writer’s signature. It should be aligned with the left margin.
Can you include multiple enclosures in a letter?
Yes, you can include multiple enclosures in a letter. In such a case, you should list them all in the enclosure notation, separated by commas or semicolons.
Should the enclosure be stapled to the letter?
The enclosure should be attached to the letter but not necessarily stapled. You can use paper clips, binder clips, or any other appropriate method to attach the enclosure to the letter.
How do you format the enclosure itself?
The enclosure should be formatted according to the standard formatting rules for the document type. It should have its own title page, header, page numbering, and any other necessary formatting elements.
What should you do if you forget to include the enclosure?
If you forget to include the enclosure, you should either send it separately or include it in a follow-up letter. You should also apologize for the oversight and explain the situation.
That’s all for now!
Well, that’s all for today folks! I hope this little guide on how to include enclosure in letter sample was helpful. Be sure to use these tips to make your letters more professional and polished. And don’t forget to double-check your enclosure list before sending any important documents. Thank you for reading and be sure to visit us again soon for more tips and tricks on all things letter-writing!