Are you struggling to write an effective enclosure letter? This type of communication is commonly overlooked but can be critical in conveying important information. Whether you’re including additional documents, further instructions, or other supplemental materials, writing a clear and concise enclosure letter is a must.
Fortunately, you don’t have to start from scratch. The internet is full of examples and templates that you can use as a starting point. From there, you can tailor the letter to your specific needs and make any necessary edits.
To ensure your enclosure letter is effective, be sure to clearly state the purpose of the accompanying material and any necessary actions the recipient should take. Avoid using vague language and be as specific as possible.
Remember, the enclosure letter is just as important as the documents it’s accompanying. By taking the time to craft a clear and concise letter, you can ensure that your message is received and understood by the recipient.
Best Structure for Writing an Enclosure Letter
When it comes to writing an enclosure letter, it is important to have a clear and concise structure. This will ensure that your letter is organized and effective in communicating the necessary information. Here are the steps to follow when structuring your enclosure letter, adapted from Tim Ferris’s writing style.
1. Begin with a clear opening statement – Start with a clear and concise statement introducing yourself and your purpose for writing the letter. This could include the reason for enclosing the documents, the type of documents enclosed and how they complement the letter’s intended message.
2. Briefly explain the purpose of the letter – In the body of your letter, explain the reason for the enclosed documents. This could include a requested application, resume, reference, contract agreement, or any other necessary documents stating or supporting a particular matter.
3. Clarify why enclosed documents matter – Use relevant details and examples to clarify why the enclosed documents are essential in the context of the letter. This could include skills and experience mentioned in a resume, detailed information about a contract agreement, or any business agreements that require a signature.
4. Provide instructions on how to use the enclosed documents – It is important to let your reader know how to use the enclosed documents correctly. For instance, they may need to sign a contract and send it back, thus providing a return address and instructions can help make the process as smooth as possible.
5. Thank the recipient and conclude the letter – Finish your enclosure letter by thanking the recipient for their time, consideration, and cooperation. Express your appreciation and provide your contact information to encourage further communication.
In conclusion, following these steps will help you write an effective enclosure letter. A clear, concise, and structured approach will ensure that your letter is well received by the intended recipient, allowing them to fully understand and use the enclosed documents as intended.
Enclosure Letter Sample #1: Recommendation Letter
Dear Hiring Manager,
I am writing this letter to recommend John Smith for the Marketing Manager position at ABC Corporation. I have had the pleasure of working with John for the past five years as his supervisor at XYZ Company. He has proven himself to be an efficient and professional employee who is dedicated to his work and always goes above and beyond to exceed expectations.
John is a natural leader who possesses exceptional communication skills. He is always eager to help his team members and is highly respected by his colleagues. His attention to detail and strategic thinking make him the perfect candidate for the Marketing Manager position at your organization.
Please find John’s resume, cover letter, and other relevant documents enclosed with this letter. Please do not hesitate to contact me if you require any further information or clarification regarding John’s qualifications or work experience.
Thank you for considering John for the position. I am confident that he will bring significant value to your organization.
Best regards,
Janet Williams
Enclosure Letter Sample #2: Request for Payment
Dear Mr./Ms./Mrs. [Recipient’s Name],
I am writing to request payment for the outstanding balance on your account. Please find enclosed a copy of the invoice detailing the amount due.
We understand that unforeseen circumstances may arise, and we are willing to work with you to establish a payment plan that suits your needs. If you require any assistance in managing your account or payment options, please do not hesitate to contact us.
We appreciate your business and look forward to resolving this matter as soon as possible. Thank you for your attention to this matter.
Best regards,
[Your Name]
Enclosure Letter Sample #3: Invitation to an Event
Dear [Recipient’s Name],
We cordially invite you to attend our annual fundraising event to be held on [Date] at [Venue]. The event will feature a live auction, dinner, and an open bar.
Please find enclosed your personalized invitation and a response card. Kindly indicate your attendance by filling out and returning the response card as soon as possible to ensure that we have an accurate headcount for the event.
We hope that you can join us in support of our cause, and we look forward to seeing you soon.
Thank you for your continued support.
Warm regards,
[Your Name]
Enclosure Letter Sample #4: Request for Information
Dear [Recipient’s Name],
I am writing to request information regarding the [Topic]. I am particularly interested in [Specific Details], and I would appreciate it if you could provide me with any relevant material or documentation on the matter.
Please find enclosed a self-addressed and stamped envelope to reduce your expenses. I would be grateful if you could send the information in the next few days so that I can use the data in my research project.
If you require any further information from me, please do not hesitate to contact me through my email or phone number provided in the request form. Thank you very much for your assistance, and I look forward to hearing back from you soon.
Best regards,
[Your Name]
Enclosure Letter Sample #5: Complaint Letter
Dear [Recipient’s Name],
I am writing to express my disappointment with the [Product/Service] that I purchased from your company on [Date]. Unfortunately, the performance of the [Product/Service] was below my expectations, and I believe that it did not meet the standards outlined in your advertisement and sales material.
Please find enclosed a copy of the receipt and relevant documents to support my claim. Moreover, I would like to request that you review this matter and provide me with an appropriate resolution that satisfies me as a customer.
If you fail to address this issue satisfactorily within ten days, I will be forced to take further steps to protect my consumer rights. I am hoping for a swift resolution to avoid any inconvenience on either side. Thank you for your attention to this matter.
Sincerely,
[Your Name]
Enclosure Letter Sample #6: Job Application Cover Letter
Dear Hiring Manager,
I would like to apply for the [Job Title] position at [Company Name], and I have enclosed my resume, cover letter and other relevant documents for your consideration and reference.
I am a [Your professional experience and qualifications], and I believe that I would be able to make a significant contribution to your organization based on my extensive knowledge and proven track record in the field of [Your area of expertise, and how it aligns with the job position]
I am excited about the opportunity to join your team, and I look forward to discussing my qualifications further. Please do not hesitate to contact me at [Your contact information] if you require any further information or would like to schedule an interview. Thank you for your time and consideration.
Sincerely,
[Your Name]
Enclosure Letter Sample #7: Announcement
Dear [Recipient’s Name],
I am writing to inform you of some exciting news regarding [Topic]. We are pleased to announce that [Company/Brand] has recently launched a new product line that offers [Benefits of the new product line]
Please find enclosed our latest brochure and information materials detailing the new product line. We hope that you would take advantage of our launch promotion and provide us with your feedback on our products. We believe that the new product line aligns with your interests, and we would like to invite you to take a closer look at our offerings.
Thank you for your continued support, and we look forward to hearing back from you soon.
Best regards,
[Your Name and Designation]
Tips for Writing an Enclosure Letter
Writing an enclosure letter can be challenging, especially for those who are not familiar with the process. An enclosure letter is a document sent along with the main letter to provide additional information or documents that are relevant to the topic. Here are some tips for writing an effective enclosure letter:
- Be clear and concise. The enclosure letter should be brief and to the point. Make sure to state the purpose of the letter and the documents included in the enclosure.
- Use a professional tone. The enclosure letter should be written in a formal tone and language. Avoid using slang or colloquial language.
- Include all relevant information. Make sure to include all the necessary information about the documents enclosed, such as the name of the document, the date, and the subject matter.
- Number the enclosures. If you are including several documents with the enclosure letter, make sure to number them for easy reference.
- Mention in the main letter. You should mention the enclosures in the main letter as well, so the recipient knows to look for them.
- Proofread carefully. Make sure to double-check your enclosure letter for any spelling or grammatical errors. A well-written and error-free letter will leave a positive impression on the reader.
In conclusion, writing an enclosure letter requires a professional tone, clear and concise language, and attention to detail. By following these tips, you can ensure that your enclosure letter is effective and adds value to the main letter.
FAQs about enclosure letters
What is an enclosure letter?
An enclosure letter is a document, often sent along with a business letter or formal communication, which contains additional information or documents that the recipient should review.
What should be included in an enclosure letter?
An enclosure letter should include a clear description of the enclosed documents or information, as well as any necessary context or explanations. It should also include any contact information or instructions for the recipient to follow.
How should the enclosed documents be referenced in the letter?
The enclosed documents should be clearly referenced in the body of the letter. This can be done by stating the name of the document, its purpose, and where it can be found within the enclosure.
Can multiple documents be enclosed in a single letter?
Yes, multiple documents can be enclosed in a single letter. However, each document should be clearly labeled and referenced in the body of the letter.
Should an enclosure letter be sent separately from the main communication?
No, an enclosure letter should always be sent along with the main communication. It should be attached to the same email or physical letter as the main communication.
Is it necessary to use formal language in an enclosure letter?
Yes, since enclosure letters are often associated with business or formal communication, it is necessary to use appropriate and professional language in the letter.
How important is it to proofread an enclosure letter?
It is very important to proofread an enclosure letter carefully, as errors in the letter can reflect poorly on the sender’s professionalism and attention to detail.
Wrapping it Up
And there you have it! You now know how to write an enclosure letter like a pro. Always remember to be clear and concise, keep your tone polite and professional, and make sure to include all the necessary attachments. Thanks for reading and I hope this article has been helpful to you. Don’t forget to come back for more informative content in the future!