Are you tired of sending letters without any enclosure? Do you feel like your important documents are getting lost in the mail and never reaching its intended recipient? Well, worry no more because in this article we will teach you how to include enclosures in your letters effectively.
But, first things first, what is an enclosure? An enclosure is simply any additional material like a document, photo, or brochure that you want to include with your letter. It is important to include these materials as they provide additional information and can help clarify your message to the reader.
So, how do you include an enclosure in your letter? Well, there are a few simple steps that you can follow. First, you need to mention the enclosure in your letter. You can do this by writing “Enclosure” or “Encl.” after your signature. Then, you need to list the materials that you have included. For example, you can write “Enclosure: Brochure, Product Information Sheet”.
It’s as simple as that! Now, you might be thinking “But, what do I do if I want to include multiple pages or documents?” Don’t worry, we’ve got you covered. You can simply number the pages and mention the total number of pages in the enclosure. For instance, you can write “Enclosure: Proposal (Pages 1-10 of 15)”.
If you’re still unsure about how to include an enclosure in your letter, don’t fret! There are plenty of examples available that you can consult and edit as needed. With our help, you’ll be a pro at including enclosures in your letters in no time.
The Ultimate Guide to Crafting the Perfect Letter Enclosure
From resumes to cover letters, the art of writing has always been an important factor in landing that dream job or securing that lucrative business partnership. However, there is one aspect of professional writing that is often overlooked but should never be underestimated – the letter enclosure.
An enclosure is a document or information that is included with the letter to provide the recipient with additional information or context. It may be a resume, a business card, a brochure, or any other relevant material. The key to crafting the perfect letter enclosure lies not just in the choice of materials but also in the structure in which they are presented.
Here are the steps to structure your letter enclosure like a pro:
1. Start with a clear and concise introduction. Let the recipient know what they can expect to find in the enclosed document and why it is relevant to them. This will help grab their attention and encourage them to read on.
2. Provide a brief synopsis of the enclosed document. This should be a summary of the main points or key selling features that the recipient needs to know about. Keep it concise and to the point, using bullet points if possible.
3. Include contact information and call to action. The purpose of enclosure is to encourage the recipient to take action or follow up with you. Make sure to include your contact information, such as phone number and email address, and a clear call to action, such as “Please feel free to contact me to discuss this further.”
4. End with a professional closing statement. This should be a polite and professional statement thanking the recipient for their time and reiterating the importance of the enclosed document. Use a respectful tone and avoid using overly generic phrases.
By following these simple steps, you can structure your letter enclosure in a professional and effective way that will help you stand out from the competition and increase your chances of success. Remember to keep it concise, relevant, and professional, and you will be well on your way to success.
Letter Enclosing Recommendation for a Job Applicant
Enclosure for Job Application of John Doe
Dear Hiring Manager,
I am enclosing a letter of recommendation for John Doe as part of his job application. John has been my colleague for three years now, and in that time, I have seen him grow and excel in his work as a marketing specialist.
He consistently brings unique and innovative ideas to the table, which have resulted in several successful campaigns for our company. His attention to detail and promptness in completing tasks make him a valuable asset to any team. I have no doubt that John will thrive in the position he is seeking.
Thank you for considering John for the position. Should you have any questions, please feel free to contact me.
Enclosure for Job Application of Sally Johnson
Dear Hiring Manager,
I am enclosing a letter of recommendation for Sally Johnson as part of her job application. Sally has been my direct report for the past two years, and during that time, she has consistently demonstrated her skill and dedication to her work as a project manager.
She is an effective communicator who ensures that all stakeholders are kept up-to-date on project progress. Her ability to manage projects within scope, budget, and timeline is impressive, and she approaches challenges with a positive and proactive attitude.
I have no doubt that Sally will make a valuable addition to your team. Thank you for considering her for the position. Should you have any questions, please do not hesitate to contact me.
Letter Enclosing Recommendation for a College Applicant
Enclosure for College Application of Lisa Thompson
Dear Admissions Officer,
I am enclosing a letter of recommendation for Lisa Thompson as part of her college application. Lisa was a student in my AP English class and was one of my most exceptional students in her class.
She is a naturally gifted writer and critical thinker who always puts her best into her work, and her results are always exceptional. Her attention to detail, self-motivation, and discipline are the qualities that single her out as a student worthy of admission into your college.
If admitted into your institution, I believe that Lisa will make valuable contributions to your academic community. Thank you for considering her for admission.
Mr. David Wallace
Enclosure for College Application of Samuel Hunt
Dear Admissions Officer,
I am writing to recommend Samuel Hunt’s application to your college, as he has named me as a referee. I have carefully read his application, and I am confident that he has the aptitude and dedication to excel in your program.
I was Samuel’s supervisor as part of our volunteer outreach program. I was impressed with his commitment and the quality of his contributions. His hard work, creative initiative, and determination on the job were very commendable, where he provided significant impacts in our local community.
Samuel would be an excellent representative of your college and a valuable member of your academic community. Please consider him strongly for admission, and I would be glad to discuss any further recommendation with you should you require it.
Thank you for your consideration.
Ms. Melissa Campbell
Letter Enclosing Recommendation for a Vendor
Enclosure for Vendor Recommendation of XYZ Company
Dear Vendor Manager,
I am enclosing a recommendation letter for the XYZ Company for all the services they have provided to our organization over the past year.
XYZ Company has consistently delivered high-quality products on time, resulting in cost-saving and improved efficiencies for our organization. Furthermore, they have demonstrated their commitment to customer service by responding quickly and efficiently to our inquiries and concerns.
In conclusion, I highly recommend XYZ Company as a reliable and trusted vendor. Thank you for considering them for any future projects or services.
Enclosure for Vendor Recommendation of Bright Stars Inc.
Dear Vendor Manager,
I am writing to recommend Bright Stars Inc. for their excellent service. I have had the pleasure of working with the company, and I can attest to their quality and professionalism.
Bright Stars Inc. has been providing our organization with IT consulting services for three years now, and during that time, they have distinguished themselves as a knowledgeable and dependable partner. Their contributions have been instrumental in the growth and success of our organization, and we appreciate their commitment and dedication to our business.
I highly recommend Bright Stars Inc. to any organization looking for a reliable and professional partner. Thank you for considering them for any future projects or services.
How to Properly Use Enclosures in Your Letter
When it comes to writing a professional letter, it is essential to include an enclosure to provide additional information and documents that support your message. Knowing how to use an enclosure correctly can make a significant impact on the effectiveness of your communication. Below are some tips to help you put enclosures in your letter properly:
Label Your Enclosure(s) Clearly: Always label your enclosure(s) with a clear title, such as “Enclosure: Annual Report 2021” or “Enclosure: Resume.” Place this label below your signature line, near the bottom of your letter. This way, the recipient can quickly identify the document you have enclosed and understand its relevance to the letter.
Order Your Enclosure(s) Carefully: If you have multiple documents to enclose, make sure to order them correctly. The first document should be the most important one that supports your main message. You can list the names of all the enclosed documents either on a separate sheet or at the end of your letter to make it easier for the recipient to review them.
Use Appropriate Format: When including documents as enclosures, ensure that they are in the correct format. If it is a resume, it should be in PDF or Word format. For other documents, make sure that they are properly formatted and easy to read. You can also consider adding a cover page to your enclosure with a summary of the contents of each document you have enclosed.
Mention the Enclosure(s) in the Body of Your Letter: Sometimes, you may need to draw the recipient’s attention to the enclosed documents by mentioning them in the body of your letter. For example, you could write, “As you requested, I am enclosing a copy of my most recent tax return as proof of income.” This makes it clear to the recipient what they can expect to find attached to your letter.
Proofread Your Letter and Enclosure(s): Always check your letter and enclosure(s) for errors and typos before sending them. Ensure that the enclosed documents are complete and accurate. A sloppy or incomplete enclosure may project a poor impression of your professionalism and attention to detail.
In conclusion, enclosures are an essential part of a professional letter. Whether you’re enclosing a resume, a report, or other documents that support your message, make sure to follow these tips to ensure that your enclosure is clear, organized, and relevant to the letter. Proper use of enclosures can help you stand out and make a positive impression on the recipient.
What is an enclosure in a letter?
An enclosure in a letter refers to any additional documentation or material that is included with the letter. It can be a brochure, a form, a contract, or any other relevant document that supports or supplements the letter’s content.
How do I indicate that I have enclosed something in my letter?
You can indicate the presence of an enclosure in your letter by writing “Enclosed” or “Attached” followed by the name or description of the enclosure. This should be mentioned after the main body of the letter and before the closing.
Where should I place the enclosure note in my letter?
The enclosure note should be placed below your signature or your typed name at the end of the letter, aligned to the left margin. This will make it convenient for the recipient to locate and access the enclosed documents.
What is the proper syntax for mentioning enclosures in a letter?
A commonly-used syntax for mentioning enclosures in a letter is “Enclosed please find [document name].” You can use this phrase or a variation of it to indicate the enclosure, making sure to insert the specific name or description of the document. Be concise yet clear in your wording.
Do enclosures require their own cover sheet?
Enclosures do not necessarily need their own cover sheet. However, if you have multiple enclosures that are associated with different sections of your letter, it may be helpful to create a cover sheet that lists and briefly describes each of the enclosed documents.
Should I staple or paperclip my enclosures to my letter?
The best practice is to use a paperclip to attach your enclosures to your letter. This allows the recipient to easily detach and reorganize the documents if necessary. Using a staple may damage the documents and make them difficult to read or scan.
What should I do if I forgot to include an enclosure in my letter?
If you forgot to include an enclosure, you can send it separately and provide an explanation or apology in your follow-up correspondence. Alternatively, you can also send a corrected version of your original letter with the enclosure attached. Be sure to acknowledge and address the error in a professional manner.
The Bottom Line
That’s all for today folks! We hope that this article has been helpful in teaching you how to properly include an enclosure in your letter. Remember to double-check your letter before sending it out, and to always mention any attached documents in your message to avoid confusion. Thanks for reading, and be sure to visit us again for more tips and tricks on making your correspondence easier and more lifelike!