Writing a business letter with enclosure may seem like a straightforward task, but it’s easy to make mistakes that can leave a negative impression on the recipient. Whether you’re a seasoned professional or a newcomer to the world of business correspondence, understanding the nuances of proper form and tone is critical. In this article, we will walk you through the steps to write a business letter with enclosure. Plus, we have also included examples that you can use and edit to make your own. By the end of this article, you’ll have everything you need to draft a polished and professional business letter with enclosure. So, let’s dive in!
The Best Structure for Writing a Business Letter with Enclosure
When it comes to writing a business letter with enclosure, there are a few important factors to consider. The structure of the letter should be clear and concise, while still including all the necessary information and maintaining a professional tone. In order to achieve this, it’s helpful to follow a structured format that ensures you cover all the important components of the letter.
The first step in writing a business letter with enclosure is to begin with a formal header. This should include the date, the recipient’s name and address, and your own contact information. It’s also important to include a clear subject line that outlines the purpose of the letter, such as “Re: Contract Agreement.”
After the header, the body of the letter should begin with a clear introduction that briefly explains the reason for the letter and provides any necessary background information. This can include context for the enclosure or any other relevant details that help frame the conversation.
Next, it’s important to provide a clear and detailed explanation of the topic at hand, using specific and precise language that avoids ambiguity. This section should be organized in a logical, easy-to-follow manner that helps the reader understand the message you’re conveying. Use bullet points or numbered lists to highlight important details or action items, if necessary.
Once the explanation is complete, it’s time to wrap up the letter with a clear call to action or next steps. This could include requesting a response, outlining any necessary action items, or suggesting a meeting or call to discuss the topic further. Be sure to clearly state any deadlines or expectations for follow-up, and provide the necessary contact information for the reader to respond.
Finally, if you are enclosing any additional materials or documents, it’s important to clearly indicate that in the letter. This can be done with a simple sentence such as, “Enclosed please find a copy of the contract agreement for your review.” Alternatively, you can use a “cc” line at the bottom of the letter to indicate who else should receive a copy of the enclosed materials.
When it comes to structure, a well-written business letter with enclosure should be organized and easy to follow. By following a clear format that includes a formal header, a clear introduction, a detailed explanation, a call to action, and a clear indication of any enclosure, you can ensure that your message is received and understood in a professional manner.
Sample Business Letter with Enclosure for Job Recommendation
Heading: RECOMMENDATION FOR MR. JOHN DOE
Dear Hiring Manager,
I am writing this letter to endorse Mr. John Doe for the position of Marketing Manager in your esteemed organization. Mr. Doe worked under my supervision at XYZ Inc. for two and a half years. During his tenure, I observed his qualities as an exceptional employee with outstanding leadership skills.
Mr. Doe always focused on his work, giving great attention to detail. He never hesitated to go beyond his responsibilities to achieve the targets set by our company. He is good at managing his team and can communicate fluently with cross-functional departments to ensure successful collaboration.
I can assure you that Mr. Doe will be a valuable addition to your team with his experience, skills, and dedication. I strongly believe that he will excel in the position of Marketing Manager and add significant value to your organization.
Enclosure: Resume of Mr. John Doe
Sample Business Letter with Enclosure for Scholarship Recommendation
Heading: RECOMMENDATION FOR MS. JANE DOE
Dear Scholarship Committee,
I am writing this letter to recommend Ms. Jane Doe for the scholarship program that your organization offers. Ms. Doe was one of my top-performing students during the last academic year at XYZ College.
Ms. Doe has consistently demonstrated an immense passion for her academic pursuits and has a sharp acuity of perceiving complex problems and finding an effective solution. Her intelligence, dedication, and hard work have made her an outstanding student and, in my opinion, deserving of the scholarship that you provide.
I can assure you that Ms. Doe has the attributes required to excel in her future academic and professional endeavors. I strongly recommend her for the scholarship program and believe that she will make the most of the opportunity that you provide.
Enclosure: Academic Transcript of Ms. Jane Doe
Sample Business Letter with Enclosure for Requesting Partnership
Heading: REQUEST FOR PARTNERSHIP WITH ABC ADVISORY
Dear Mr./Ms. [Name],
I am writing this letter on behalf of our organization to propose an alliance between our companies. Our research indicates that your company’s mission and vision are closely aligned with ours, and we strongly believe that a partnership between our two companies would be mutually beneficial.
We believe that we can offer our clients, a set of distinguished services by leveraging our core competencies, and your company can support us in combining our capabilities to offer a holistic solution to our clients.
To explore this possibility further, we are enclosing our company profile and a list of our services. We look forward to hearing back from you on this matter and to discuss how we can take this partnership forward.
Enclosure: Company Profile and Services Brochure
Sample Business Letter with Enclosure for Complaint Letter
Heading: COMPLAINT REGARDING PRODUCT DEFECT
Dear Customer Care Manager,
I am writing this letter to bring to your attention a serious issue I have encountered with your product. I recently purchased one of your [Product Name] and found that it was defective. The product has [defect details] which made it difficult to use.
As a customer, I am disappointed with your product and the inconvenience it has caused me. I would appreciate it if you could replace the product or offer me a refund.
Enclosed with this letter, I have enclosed a copy of my purchase receipt and a photograph of the product defect. I would like to bring to your notice that this product defect has caused me undue stress and loss of time and money. It is imperative that you take immediate action to rectify this issue.
Enclosure: Purchase receipt and Product defect photograph
Sample Business Letter with Enclosure for Requesting Information
Heading: REQUESTING INFORMATION ABOUT YOUR PRODUCTS
Dear Customer Service,
I am writing this letter to request more information about your products. I have reviewed your website and product brochure and am interested in knowing more about the features and specifications of [Product Name].
As a potential customer, I would appreciate your assistance in providing me detailed information about the product. Can you please provide me with any additional technical specifications, product images, warranty information, and any other relevant details?
Enclosed with this letter, I have provided my contact information for your convenience. I am looking forward to hearing back from you soon and appreciate your prompt response.
Enclosure: Your Contact Information
Sample Business Letter with Enclosure for Job Application
Heading: JOB APPLICATION FOR THE POSITION OF MARKETING MANAGER
Dear Hiring Manager,
I am writing this letter to apply for the position of Marketing Manager in your organization. I believe that my skills, experience and passion align with the requirements of this position. I have enclosed my resume along with this letter for your review.
During my [no. of years] years of experience in marketing, I have built a strong foundation of skills in marketing strategy, digital marketing, and public relations. I have successfully implemented various marketing campaigns that resulted in increased brand awareness and lead generation.
I am a highly motivated and performance-driven professional who enjoys working collaboratively with a diverse team of people. I communicate effectively with team members, management, and external stakeholders to achieve business objectives.
I am excited to be part of an organization that values innovation, creativity and upholds a strong work ethic. I believe that my skills and work experience make me a suitable candidate for the Marketing Manager position, and I look forward to the opportunity to discuss this further.
Enclosure: Resume of [Your Name]
Sample Business Letter with Enclosure for Requesting Payment
Heading: REQUESTING PAYMENT FOR OUTSTANDING BALANCE
Dear [Debtor’s Name],
I am writing this letter to request payment of an outstanding balance on your account. Despite several reminders and notices, we have not received the payment due, which has now become overdue.
Your account has an outstanding balance of [Dollar Amount], which we request you to remit within the next [no. Of days] days. We value our relationship and would appreciate if you could pay at the earliest to avoid any further inconvenience.
If you have any questions, please do not hesitate to contact us by phone or email. We appreciate your prompt attention to this matter.
Enclosure: Details of the outstanding balance
Tips for Writing a Business Letter with Enclosure
In the world of business communication, writing a letter with enclosure is a common practice. It is a way of attaching additional documents or materials that support the content of the letter. The key to writing a business letter with enclosure effectively is to ensure that it is clear, concise, and professional. Here are some tips to help you succeed:
Be clear about the purpose: Before you start writing the letter, have a clear understanding of the purpose of the letter and the enclosure. Make sure that the enclosure is relevant and adds value to the letter. This will ensure that the reader understands why the additional material is included.
Use the correct format: The format of the letter should be professional and standard, including all necessary elements such as the date, recipient’s address, and a subject line. The enclosure notation should be included at the bottom of the letter after the signature line and should state the type and number of enclosures.
Use clear and concise language: It is essential to use clear and concise language when writing a business letter with enclosure. Avoid using jargon or technical language that may confuse the reader. Use active voice instead of passive voice to make the letter more engaging and informative.
Edit and proofread: Before sending the letter, it is crucial to edit and proofread it thoroughly for errors. Ensure that the enclosure is attached and correctly labeled. A mistake in the enclosure can affect the credibility of the letter and the company.
Be polite and professional: Finally, remember that a business letter with enclosure is a formal communication method. Maintain a polite and professional tone throughout the letter, and show appreciation to the reader for their time and consideration.
Business letters with enclosure are an important part of the communication process in the business world. Following these tips will help you write effective and professional letters that leave a lasting impression on the reader.
FAQs on How to Write a Business Letter with Enclosure
What is a business letter with enclosure?
A business letter with enclosure is a formal letter that includes additional documents such as resumes, letters of recommendation, and other supporting materials that are relevant to the letter’s content.
What should be included in a business letter with enclosure?
A business letter with enclosure should have the same components as any other formal letter, including a clear and concise introduction, body, and conclusion. The enclosure should be clearly indicated below the signature block.
What is the proper way to indicate an enclosure in a business letter?
The proper way to indicate an enclosure in a business letter is by typing “Enclosure” or “Enclosures” at the bottom of the page, followed by a colon, and then listing the documents included.
When should a business letter with enclosure be used?
A business letter with enclosure can be used whenever additional materials are necessary to support the content of the letter. It is commonly used when applying for a job, requesting information, or making a proposal.
What is the appropriate tone for a business letter with enclosure?
The tone of a business letter with enclosure should be professional, polite, and courteous. It should have a clear purpose and be written in a way that is easy to understand.
What is the recommended length for a business letter with enclosure?
The recommended length for a business letter with enclosure should not exceed one page. It should be clear, concise, and to the point.
How do I proofread my business letter with enclosure?
Proofread your business letter with enclosure by reading it out loud, checking for grammar and spelling errors, and verifying the accuracy and completeness of the enclosed documents. It may also be helpful to have someone else review it before sending it out.
Wrap it Up
Writing a business letter with enclosure might seem like a daunting task, but with these easy steps, you can confidently tackle any correspondence that requires an attachment. Remember to stay professional, clearly state the purpose of your letter, and end with a strong closing. Thanks for reading, and until next time, happy writing!