Are you unsure of how to properly include enclosures at the bottom of your business letter? Don’t worry, it’s a common struggle! Knowing how to write enclosure information in a clear and concise manner is crucial to avoid miscommunication or confusion. Fortunately, with some help and guidance, you can confidently add enclosure information to your letters.
In this article, we will delve into the proper format and placement for enclosure information at the bottom of a formal letter. We will provide you with step-by-step instructions and examples to help you get it right the first time. You can use these examples as a starting point and make any necessary edits to fit your specific situation or company’s preferences.
By the end of this article, you will be equipped to write a professional letter with accurate and clear enclosure information, leaving a lasting impression on your reader. So, let’s dive in and ensure that your business letters are complete and correct!
The Best Structure for Writing Enclosure at the Bottom of a Letter
When writing a professional letter, it is common to include enclosures at the bottom of the document. Enclosures are additional documents that are sent along with the letter, such as a resume, brochure, or contract. It’s important to include enclosure information in your letter to avoid any confusion or potential misunderstandings. Moreover, clear and concise enclosure information can also help showcase your professionalism and organizational skills. Let’s dive into the best structure for writing enclosures at the bottom of a letter.
First and foremost, it’s essential to include a brief statement indicating the number of enclosures included with the letter. This statement should be located just below your signature block. For instance, if you are sending your resume and a cover letter with your email, you can indicate it as “Enclosures: 2 (Resume, Cover Letter)”.
To ensure that your enclosure statement stands out, you may want to emphasize it with bold lettering. However, make sure your font style and size align with the rest of the letter to create a consistent look and feel. You can also separate your enclosure statement from other parts of your letter by using center alignment.
If you have multiple enclosures, it’s essential to separate each document’s name with commas. This strategy makes the statement more organized and reader-friendly, helping the reader quickly understand what is included. Also, avoid using abbreviations in your statement, unless they are commonly used in your field.
It’s worth mentioning that you may not always need to include an enclosure in your letter. If the document isn’t essential to the recipient’s understanding of the letter, you may want to consider leaving it out. However, if the enclosure is crucial to your message, ensure that your enclosure information is clear and concise.
In conclusion, including an enclosure statement in the bottom of your letter can make your communication more effective, professional, and organized. Don’t forget to keep in mind the tips and strategies highlighted above, including brief and clear enclosure information, proper formatting, and avoiding unnecessary abbreviations.
Enclosure Letter Sample for Resume Submission
Sender’s Name
Sender’s Address
City, State ZIP Code
Phone Number
Email Address
Date
Recipient’s Name
Recipient’s Address
City, State ZIP Code
Dear [Recipient’s Name],
I am writing to submit my resume for the position of [Job Title] that was advertised on your website. As a highly skilled and motivated individual with [Number of Years] years of experience, I am confident that my qualifications and expertise align with the requirements of the position.
In my current position at [Current Employer], I have demonstrated my ability to [Highlight Key Achievements]. I am dedicated to delivering exceptional results and am committed to meeting the goals and objectives of your organization.
Please find enclosed my resume for your review. I look forward to the opportunity to discuss my qualifications further and am available for an interview at your convenience.
Thank you for your consideration.
Sincerely,
[Sender’s Name]
Enclosure: Resume
Enclosure Letter Sample for Business Proposal
Sender’s Name
Sender’s Address
City, State ZIP Code
Phone Number
Email Address
Date
Recipient’s Name
Recipient’s Address
City, State ZIP Code
Dear [Recipient’s Name],
I am writing to submit a business proposal for [Project/Service/Event]. As a [Industry/Field] professional with [Number of Years] years of experience, I am confident in my ability to deliver exceptional results for your organization.
The proposed project/service/event will [Highlight Expected Outcomes] and has been developed with consideration for your company’s specific needs and requirements. The enclosed proposal includes a detailed outline of the project/service/event, including timelines, costs, and deliverables.
Please review the enclosed proposal and feel free to contact me with any questions or concerns. I look forward to the opportunity to work with you and help your organization succeed.
Sincerely,
[Sender’s Name]
Enclosure: Business Proposal
Enclosure Letter Sample for Job Application
Sender’s Name
Sender’s Address
City, State ZIP Code
Phone Number
Email Address
Date
Recipient’s Name
Recipient’s Address
City, State ZIP Code
Dear [Recipient’s Name],
I am writing to express my interest in the position of [Job Title] at [Company Name]. With [Number of Years] years of experience in [Industry/Field], I believe that my professional qualifications and experience make me a strong candidate for the role.
Please find enclosed my resume, cover letter, and any other supporting documents. These documents provide more information about my work experience, qualifications, and skills.
I am excited about the opportunity to join your company and contribute to your team’s success. Thank you for considering my application. I look forward to having the opportunity to further discuss my qualifications with you.
Sincerely,
[Sender’s Name]
Enclosure: Resume, Cover Letter, Supporting Documents
Enclosure Letter Sample for Request for Funding
Sender’s Name
Sender’s Address
City, State ZIP Code
Phone Number
Email Address
Date
Recipient’s Name
Recipient’s Address
City, State ZIP Code
Dear [Recipient’s Name],
I am writing to request funding for [Program/Project]. As a [Nonprofit/Community Organization/Organization Name], we are committed to [Highlight Key Organizational Objectives] and this proposed program/project is an essential part of achieving this goal.
The enclosed proposal outlines the program/project in detail, including timelines, costs, and expected outcomes. We believe that this program/project aligns with your organization’s goals and objectives and will provide significant benefits to the community.
We ask that you please review our proposal and consider providing funding for this program/project. Your support will make a significant impact on our organization’s ability to deliver critical services to those in need.
Sincerely,
[Sender’s Name]
Enclosure: Proposal for Funding
Enclosure Letter Sample for Legal Document
Sender’s Name
Sender’s Address
City, State ZIP Code
Phone Number
Email Address
Date
Recipient’s Name
Recipient’s Address
City, State ZIP Code
Dear [Recipient’s Name],
Please find enclosed a copy of the [Legal Document Name] related to [Situation/Dispute]. This document has been prepared by our legal team and outlines the terms of the agreement/dispute resolution/etc.
If you have any questions about the enclosed document, please do not hesitate to contact us. We believe that the enclosed document accurately reflects our position and hope that it can help us resolve this matter efficiently and effectively.
Sincerely,
[Sender’s Name]
Enclosure: Legal Document
Enclosure Letter Sample for Reference Letter
Sender’s Name
Sender’s Address
City, State ZIP Code
Phone Number
Email Address
Date
Recipient’s Name
Recipient’s Address
City, State ZIP Code
Dear [Recipient’s Name],
I am writing to provide a reference for [Name of Person Receiving Reference]. [Name] has worked with me at [Company/Organization Name] for [Number of Years] years and has excelled in [Highlight Key Strengths and Achievements].
[Name] is an excellent [Job Title/Role] and has consistently demonstrated [Highlight Key Strengths] throughout their time with our organization. They are skilled, organized, and highly motivated, and I believe that they would be an asset to any organization.
Please find enclosed a copy of my reference letter for [Name]. If you require any additional information, please do not hesitate to contact me.
Sincerely,
[Sender’s Name]
Enclosure: Reference Letter
Enclosure Letter Sample for Invoice
Sender’s Name
Sender’s Address
City, State ZIP Code
Phone Number
Email Address
Date
Recipient’s Name
Recipient’s Address
City, State ZIP Code
Dear [Recipient’s Name],
Please find enclosed an invoice for [Product/Service]. The total amount due is [Dollar Amount], and payment is due within [Number of Days] days.
We appreciate your business and thank you for your prompt payment. If you have any questions or concerns regarding this invoice, please do not hesitate to contact us at [Phone Number/Email Address].
Sincerely,
[Sender’s Name]
Enclosure: Invoice
How to Write Enclosures at the Bottom of a Letter
When writing a letter, it is important to include any relevant documents or materials that might be necessary for the reader’s understanding. This is where enclosure notation comes in. Here are some tips on how to write enclosure at the bottom of a letter:
1. Be clear and concise: The reader should be able to quickly identify what documents are enclosed. Write a brief notation such as “Enclosure: Resume” or “Enclosures (2): Contract, Invoice” to indicate the specific documents included with the letter. This makes it easy for the reader to locate and access the enclosed materials.
2. Use proper formatting: It is important to format the enclosure notation correctly so that it is clear and easy to read. Start a new line after the closing and type “Enclosure” or “Enclosures” followed by a colon. If there is more than one item enclosed, write the word “Enclosures” in the plural form. Then, list the enclosed documents in order, separate them with commas and place the number of enclosed materials in brackets after the name of the document.
3. Double-check for accuracy: Before sending the letter, make sure that all of the enclosed materials are included in the envelope. Also, check to see if any additional information needs to be included in the letter to clarify the purpose of the enclosed materials. If there are no enclosures, it is important to indicate this by writing “No Enclosure” at the bottom of the letter.
4. Customize your enclosure notation: Depending on the type of letter or document being sent, you may want to adjust your enclosure notation. For example, if you are sending a resume and cover letter to a prospective employer, you may want to include a notation such as “Enclosure: Resume and Cover Letter” to make it clear that both documents are enclosed. On the other hand, if you are sending invoices to a client, you may want to include a specific reference number or date range to help the client identify which invoices are enclosed.
In summary, including an enclosure notation at the bottom of a letter can help ensure that all of the necessary materials are included and can provide clarity for the recipient. By following these tips and customizing your notation as needed, you can effectively communicate with your readers and convey professionalism.
FAQs about writing enclosures at the bottom of a letter
What is an enclosure in a letter?
An enclosure is an additional document or item that you include with your letter. It could be a brochure, a report, a check, or anything else that you want to send along with your letter.
Where should I mention the enclosure in my letter?
You should mention the enclosure after you have concluded the main body of your letter. You can write “Enclosure” or “Enclosures” on a new line, followed by the name(s) of the item(s) you are including. For example, “Enclosure: Brochure on our new products.”
Do I need to include a list of enclosures in my letter?
If you are including multiple items, it is a good idea to include a list of enclosures after you mention the word “Enclosure(s)”. This makes it easier for the recipient to keep track of what they are receiving.
Can I abbreviate the word “Enclosure” to “Encl.”?
Yes, you can use the abbreviation “Encl.” instead of writing out the full word “Enclosure”. Be consistent with your abbreviation throughout the letter.
What if I forget to include an enclosure that I had mentioned in my letter?
If you have already sent the letter, there’s not much you can do except apologize in your next communication. However, if you catch the mistake before sending the letter, make sure to include the enclosure before sealing the envelope.
Should I staple the enclosure to my letter?
If the enclosure is a single sheet of paper, you can staple it to your letter. However, if there are multiple items or documents, use a paper clip or attach them together with a binder clip.
Is it necessary to mention the enclosure in an email?
Yes, you should mention the enclosure in an email as well. You can do so by writing “Enclosure: [Name of item]” after your email signature.
Wrap it Up!
Well, that’s all we have for today, folks! We hope that this guide has helped you in your letter writing endeavors. Enclosures may seem like a small detail, but they can make a big difference in the professionalism of your communication. Remember to always double-check your enclosures before sealing the envelope, and use clear and concise language when mentioning them in your text. Thanks for reading, and we hope to see you again soon for more helpful tips and tricks!