If you’re writing a letter that requires additional documentation, it’s essential to make it clear which documents are included. Failing to do so can lead to confusion and delays, which can be frustrating for both you and the recipient. Luckily, it’s easy to show enclosed documents on a letter if you know how to do it.
One option is to simply write “Enclosed” or “Enclosure” at the bottom of your letter, followed by a list of the documents you are including. For example, you might write “Enclosed: Copy of my resume, three professional references, and a copy of my college transcript.” This will make it clear to the recipient which documents they should be looking for and can help ensure that everything is accounted for.
However, there are other ways to show enclosed documents on a letter that can be more visually appealing and professional. For example, you might include a separate page at the beginning of your letter that lists all of the enclosed documents and includes a brief description of each one. You can also add visual elements to the page, such as a graphic or a table, to make it more engaging.
If you’re not sure where to start, don’t worry – you’re not alone! There are plenty of examples of letters with enclosed documents available online that you can use as a starting point. Simply search for “letter with enclosed documents template” or a similar phrase, and you’ll find a range of options to choose from. From there, you can edit the template as needed to fit your specific needs.
No matter which method you choose, remember that showing enclosed documents on a letter is an essential step if you want your communication to be effective and professional. By taking the time to make it clear which documents are included, you can save yourself and the recipient time and frustration and ensure that your message is received as intended.
The Best Structure for Showing Enclosed Documents on a Letter
When sending a letter or email that contains additional documents, it is important to ensure that the recipient can easily understand what is included. A well-structured approach can also help to avoid confusion, delays, or misunderstandings. In this article, we will explore the best structure for showing enclosed documents on a letter.
Firstly, it is recommended to include an introductory sentence that indicates the nature and purpose of the enclosed documents. For instance, “Please find enclosed the signed contract agreement for our recent collaboration,” or “I am writing to provide the additional information that was requested in our previous communication.” This sentence should be placed after the salutation and before the body of the letter.
After the introductory sentence, it is ideal to create a bullet point or numbered list of the enclosed documents. This can help to provide a clear and organized overview of what is included in the envelope or email attachment. For example, “Enclosed documents:
1. Signed contract agreement
2. Invoice #3849
3. Product specifications
4. Marketing materials” This list should be placed directly after the introductory sentence and before the body of the letter.
It is important to provide a brief description or context for each enclosed document, especially if the recipient may not be familiar with the content. This can be done in a separate paragraph using a set of subheadings or bold text for each item. For example, “1. Signed contract agreement: This document outlines the terms and conditions of our partnership, including the scope of work, payment schedule, and confidentiality provisions.”
If there are multiple pages to an enclosed document, be sure to indicate the total number of pages, as well as the page numbers for each document. This can help to avoid any confusion or missing pages. The page numbers should be aligned to the right margin, after the document description. For example, “(1/4)”
Finally, it is recommended to end the letter with a closing sentence that restates the enclosed documents and expresses gratitude or expectation for a prompt review. For example, “Thank you for your attention to these documents. I look forward to your prompt review and confirmation of receipt.”
In conclusion, the best structure for showing enclosed documents on a letter includes an introductory sentence, a bullet point or numbered list, brief descriptions or contexts, page numbers, and a closing sentence. Using this approach can help to ensure that the recipient understands what is included and can access the information easily and efficiently.
Enclosed Documents for Job Application
Dear Hiring Manager,
I am very excited to apply for the (insert position here) job posting at your company. With my (insert relevant skills and experiences), I am confident that I would be an asset to your team. Enclosed you will find my resume, cover letter, and three professional references for your review.
Thank you for considering my application. I look forward to the opportunity to further discuss my qualifications for the position.
Enclosed Documents for Academic Scholarship Application
Dear Scholarship Committee,
I am writing to apply for the (insert scholarship name here) scholarship. Enclosed you will find my completed application form and all supporting documentation, including my transcripts, letters of recommendation, and personal essay.
Receiving this scholarship would greatly assist me in achieving my academic and career goals, and I am grateful for your consideration. Thank you for your time and effort in reviewing my application.
Enclosed Documents for Medical History Record Request
Dear Medical Records Department,
I am requesting a copy of my comprehensive medical history records for my personal records. Enclosed please find the appropriately signed HIPAA Authorization form and any other necessary documents. I am happy to pay any applicable fees for this service.
Thank you for your assistance in this matter. Please let me know if you require any further information from me.
Enclosed Documents for Legal Contract Review
Dear (Legal Counsel Name),
Enclosed please find the legal contract that we discussed during our meeting on (insert date). I would appreciate it if you could review the document and provide your professional opinion and any necessary revisions. Thank you in advance for your time and effort on this matter.
If you have any questions or concerns regarding the contract, please do not hesitate to contact me. I look forward to hearing back from you soon.
Enclosed Documents for Insurance Claim Submission
Dear Claims Department,
I am submitting a claim for (insert incident type, e.g. car accident) that occurred on (insert date). Enclosed please find all relevant documentation to support my claim, including photos, medical bills, and witness statements.
Please do not hesitate to contact me if you require any additional information or documentation. Thank you for your prompt attention to this matter.
Enclosed Documents for Personal Loan Application
Dear Loan Officer,
I am writing to apply for a personal loan from your financial institution. Enclosed you will find my completed loan application and all supporting documentation, including my credit report and income verification.
Receiving this loan would greatly assist me in (insert purpose of loan here), and I am grateful for your consideration. Thank you for your time and effort in reviewing my application.
If you require any further information or documentation, please let me know. I look forward to hearing from you soon.
Enclosed Documents for Business Proposal Submission
Dear (Recipient Name),
I would like to propose a business partnership between our companies. Enclosed you will find my business proposal, outlining the potential benefits and opportunities of this partnership. Please review the proposal at your earliest convenience.
If you have any questions or concerns regarding the proposal, please do not hesitate to contact me. I look forward to discussing this opportunity with you further and developing a successful partnership between our organizations.
How to Show Enclosed Documents on a Letter: Tips and Guidelines
If you are sending a letter that requires additional documents, it is essential to know how to indicate this to the recipient. By doing so, you ensure that your message is clear and that the recipient receives all the necessary information. Here are some tips on how to show enclosed documents on a letter:
1. Use the Word “Enclosed”
The most common way to show that you have enclosed documents in your letter is to use the word “Enclosed” or “Attached” at the beginning of a sentence. For instance, you can write: “Enclosed is my resume for your review”, “Attached please find the contract for the project”, or “I have enclosed the necessary forms for an application.”
2. Use a Subject Line
A subject line is a helpful tool when you want to ensure that the recipient opens your email or letter and immediately knows what it is about. In addition, you can use the subject line to indicate that you have enclosed documents. For example, “Subject: Application for the Position – Enclosed Forms”.
3. Create an Enclosures Notation
If you want to be extra clear, you can add an Enclosures notation at the end of your letter, which lists all the documents that are enclosed. For example, “Enclosures: Resume, Cover Letter, Reference List”.
4. Include the Document Title
When you mention an enclosed document, be sure to include the title of the document. This will help the recipient know which document you are referring to.
5. Use Bullet Points
Finally, if you are sending multiple documents, consider using bullet points to list and organize the enclosed documents. This makes it easier for the recipient to quickly see what documents they should expect to receive.
Overall, showing enclosed documents on a letter is straightforward and can significantly enhance the clarity of your message. By following these simple tips, you can ensure that your letter not only contains all the necessary information but also communicates your message effectively and professionally.
FAQs on How to Show Enclosed Documents on a Letter
What is the best way to mention enclosed documents in a letter?
The best way to mention enclosed documents in a letter is to write “enclosed” or “attached” followed by the name of the document. For example, “Enclosed please find my resume for your review.”
Where should I mention enclosed documents in a letter?
You should mention enclosed documents after the body of the letter but before the closing. You can either write “Enclosure:” followed by the name of the document or list the documents after the closing. For example, “Sincerely, [Your Name] Enclosures: Resume, Cover Letter.”
Can I use shorthand when mentioning enclosed documents in a letter?
Yes, you can use shorthand such as “Encl.” or “Att.” instead of writing out “Enclosed” or “Attached”. However, make sure the recipient will understand the abbreviation.
Should I mention every document that I am enclosing in the letter?
No, you do not need to mention every document that you are enclosing in the letter. You can simply provide a summary of the enclosed documents or mention the most important document.
What if I forgot to enclose a document in the letter?
If you forgot to enclose a document in the letter, you should send a follow-up email or letter with the missing document as soon as possible. Apologize for the inconvenience and explain the situation.
How can I make sure that the recipient received all enclosed documents?
You can follow up with the recipient after a few days to confirm that they received all enclosed documents. You can also send the documents by certified mail or request a return receipt to ensure delivery.
Is it necessary to send original documents or can I send photocopies?
It depends on the context and the recipient’s requirements. In most cases, photocopies are sufficient. However, if the recipient requires original documents, you should send them by secure mail or in person.
And there you have it folks! A super simple guide on how to show enclosed documents on your letter. By following these tips, you can impress your clients, colleagues, or whoever you are corresponding with. Thanks for reading and I hope you found this article helpful. Don’t forget to visit us again for more exciting write-ups!