If you’re sending a letter that contains important information or data, it’s crucial to indicate enclosed documents. Failing to do so could result in the document being overlooked or misplaced, leading to confusion and potential complications down the line. However, knowing how to appropriately indicate enclosed documents in a letter can be a bit tricky.
But fear not! Help is at hand. In this article, we’re going to provide you with all the necessary information on how to indicate enclosed documents in your letters. Not only that, but we’ll also be providing tips and guidelines that will help ensure that your letters are professional and well-formatted.
As always, our aim is to provide you with the information you need to accomplish your goals in the most efficient and effective way possible. That’s why we’ve made it easy for you to find examples of enclosed letters and edit them as needed. By the time you’re finished reading, you’ll be able to create letter after letter with confidence, knowing that you’re adhering to proper etiquette and protocol. So let’s get started!
The Best Structure for Indicating Enclosed Documents in a Letter
When it comes to writing letters, it’s important to communicate effectively and clearly. This includes indicating any enclosed documents that accompany the letter. A well-structured and organized letter can make a positive impression on the recipient and can help ensure that all necessary documents are included. Here are some tips for the best structure for indicating enclosed documents in a letter:
1. Begin by mentioning the enclosed documents in the first sentence of the letter. This can be as simple as saying “Enclosed please find” or “I am enclosing” followed by a list of the documents. For example, “Enclosed please find my resume, cover letter, and writing samples for your review.”
2. Next, provide a brief explanation of the documents and their relevance to the letter. This can be done in a sentence or two. For example, “I am enclosing my resume, cover letter, and writing samples to apply for the position of Marketing Coordinator at your company.”
3. Then, use a sentence or two to explain any actions that need to be taken by the recipient regarding the enclosed documents. For example, “Please review my resume and writing samples and let me know if you have any questions or would like to schedule an interview.”
4. Finally, end the letter with a courteous closing remark such as “Thank you for your consideration” or “I look forward to hearing from you.”
By following this structure, you can effectively indicate any enclosed documents in a clear, concise and professional manner that will make a positive impression on the recipient.
7 Samples of Indicate Enclosed Document in Letter for Different Reason
Sample 1: Indicating Enclosed Receipt
Dear Mr. Johnson,
We are writing to confirm receipt of your payment for the outstanding balance on your account. Enclosed with this letter, please find a copy of your receipt, which confirms payment for your reference.
Thank you for your prompt attention to this matter. If you have any further questions or concerns, please do not hesitate to contact us at any time.
The Customer Service Team
Sample 2: Indicating Enclosed Contract
Dear Ms. Jackson,
We are writing to provide you with a copy of the contract that you requested. Enclosed with this letter, you will find a signed original of the contract.
In addition, we have enclosed a copy of the instructions that you requested for completing the necessary paperwork. We hope that you find these materials helpful, and we look forward to working with you in the near future.
Thank you for your consideration of our services, and please contact us if you have any questions.
The Legal Department
Sample 3: Indicating Enclosed Resume
Dear Hiring Manager,
Thank you for considering my application for the position of Sales Representative with XYZ Company. Enclosed with this letter, please find a copy of my resume for your review.
I am confident that my experience and qualifications make me an excellent candidate for this position, and I look forward to hearing from you soon regarding the next steps in the hiring process.
Thank you for your time and consideration, and I hope to hear from you soon.
Sample 4: Indicating Enclosed Invoice
Dear Ms. Roberts,
Thank you for your order of 250 widgets with our company. Enclosed with this letter, please find your invoice for the total amount due for your order.
Please note that payment for this invoice is due within 30 days of receipt. We appreciate your business, and we look forward to serving your needs in the future.
If you have any questions about your invoice or the payment process, please do not hesitate to contact us at any time.
The Accounting Division
Sample 5: Indicating Enclosed Letter of Recommendation
Dear Admissions Committee,
I am writing to highly recommend Sarah Johnson for admission to your graduate program. Enclosed with this letter, please find my letter of recommendation for Sarah.
I have had the pleasure of working with Sarah for the past two years, and I can attest to her exceptional work ethic, intelligence, and dedication to her studies. I am confident that she will excel in your graduate program and make a significant contribution to your academic community.
Please do not hesitate to contact me if you have any questions or require further information about Sarah’s qualifications or abilities.
Professor John Doe
Sample 6: Indicating Enclosed Medical Records
Dear Dr. Anderson,
Enclosed with this letter, please find the medical records that you have requested for your patient, George Johnson. These records include a complete medical history, diagnoses, and treatment plans for Mr. Johnson.
If you have any questions or require any further information, please do not hesitate to contact our office at any time. We appreciate your attention to this matter and your commitment to providing your patients with exceptional care.
The Medical Records Department
Sample 7: Indicating Enclosed Bank Statements
Dear Mr. Smith,
Enclosed with this letter, please find the bank statements that you have requested for your account with our bank. These statements cover the period from January 1, 2020, to December 31, 2020, and include all transactions and balances for the account during that time period.
If you have any questions about your account or the information contained in these statements, please do not hesitate to contact our customer service department at any time. We appreciate your business and look forward to serving your financial needs in the future.
The Customer Service Department
Indicating Enclosed Documents in a Letter: Tips and Techniques
If you are sending a letter that includes additional documents, it’s important to indicate that those documents are included. Not only does this ensure that the recipient knows to expect additional information but it also models good communication practices. Here are some tips for effectively indicating enclosed documents in your letter.
1. Mention the Enclosures Early in the Letter
When writing your letter, call attention to the enclosed documents in the opening paragraph. This lets the reader know that they should look out for additional materials, and it also keeps your letter organized and focused.
2. Use Clear and Concise Language
There’s no need to be overly wordy or complex when indicating enclosed documents in a letter. Instead, use clear and concise language that gets straight to the point. You might say, for example, “Please find enclosed the minutes from our last meeting,” rather than, “I wanted to be sure to let you know that there are some additional materials that you might find of interest.”
3. Be Specific About What’s Included
Rather than simply saying, “Please find enclosed,” it can be helpful to be specific about what the recipient can expect to find. This might include a list of documents or a brief overview of what each item covers.
4. Use Enclosure Notation
Enclosure notation is the practice of including a brief line at the end of your letter that indicates what’s enclosed. This might include a note like, “Enclosure: Minutes from Our Last Meeting.” This makes it clear to the recipient what they should expect to find when they open your envelope.
5. Proofread Carefully
Finally, be sure to proofread your letter carefully before sending it off. Make sure that all of your enclosures are included and that you’ve provided clear and accurate information. You might also consider having a colleague or friend review your letter to ensure that everything is clear and easy to understand.
By following these tips, you can effectively indicate enclosed documents in your letter and ensure that your communication is clear, concise, and professional. Whether you’re sending a business proposal, a job application, or a personal letter, this simple technique can help to improve the effectiveness of your message. Good luck!
FAQs: Indicating Enclosed Documents in a Letter
What does “Enclosed Document” mean in a letter?
“Enclosed document” means that a document is included or attached with the letter.
How do I indicate an enclosed document in a letter?
You can indicate an enclosed document in a letter by adding a notation “Enclosure” or “Enclosed” with the document’s name or number in the body of the letter.
When should I indicate an enclosed document in a letter?
You should indicate an enclosed document in a letter when you want to attach or include an additional document to support your letter.
Can I send an enclosed document by email?
Yes, you can send an enclosed document by email too. In this case, you can mention about the attachment in the email body itself or use the “Enclosed” notation in the email subject line.
What should I do if I forget to include an enclosed document in a letter?
If you forget to include an enclosed document in a letter, you can send it separately with a covering letter saying that it is the same enclosed document as mentioned in the previous communication.
Do I need to list all the enclosed documents in a letter separately?
If you have multiple enclosed documents, it is better to list them separately to avoid any confusion. You can mention each document’s name or number starting from the “Enclosure 1” notation.
How do I arrange the enclosed documents in a letter?
You should arrange the enclosed documents in descending order based on their sequence or importance. Also, you should mention the name or number of each document in the body of the letter to help the recipient easily understand the contents.
Wrapping It Up!
And that’s it folks! Remember, indicating an enclosed document in your letter is important and can save you lots of time and frustration. You wouldn’t want your important paperwork to get lost in the mail, would you? Thanks for reading this article, and I hope it was useful to you. Come back soon for more articles on all kinds of helpful tips and tricks!