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A guide to formatting enclosure notations in business letters
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Whether you’re writing a business letter or email, enclosures are a professional and concise way to note documentation attached to your message. Enclosure notations or citations are a great way to address what you’ve included in your message so the recipient knows they’ve received everything you’ve sent. So, how do you write and format an enclosure? Take a look at the steps and examples below to learn how to note enclosure in a business letter or email.
Business Letter Enclosures
In a business letter or email, enclosures refer to the attached documentation, such as an invoice or cover letter. Add an enclosure notation after your signature at the end of the letter, and abbreviate it with “Enc.” or “Encl.” For example, you could write "Encl: Fundraiser proposal."
Steps
Section 1 of 4:
Noting an Enclosure at the End of a Letter
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Include an enclosure after the formal closing at the end of your letter. Use a complimentary closing such as “Sincerely” or “Yours Truly,” leave space for your signature, and then type your name. [1] X Research source- Consider writing “Thank you” if you request something in the letter. [2] X Research source
- Generally, your closing might be more familiar if you’re on more personal terms with the recipient. For example, if you are writing to your best friend’s father, you might use a more informal closing such as “Kind regards” or “Best wishes.”
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Type “Enclosure” and the name of the enclosed document under your signature. If you’ve included an additional document to your letter or email, place an enclosure notation beneath your signature. Write or type “Enclosure” followed by the name of the document or content attached. [3] X Research source- If you've included more than one document, use the plural “Enclosures” and indicate the number of enclosures afterward. The number should either follow a colon or be surrounded in parentheses. For example, if you have 3 brochures enclosed, type either “Enclosures: 3” or “Enclosures: Fast food brochure (1), menu (2), catering information (3).”
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Abbreviate “Enclosure” with “Enc.” or “Encl.” You don't necessarily have to type out the entire word “enclosure” to make an enclosure notation on a formal business letter or email. Both “Enc.” and “Encl.” are acceptable. [4] X Research source- If you're enclosing more than one document, you can note the number of enclosures after the abbreviation but don't add an “s” to the abbreviation.
- Ensure all documents have an easily recognizable title if you want to list them this way. You don't want your recipient to question whether the right documents are there.
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Include a description if needed. Writing a description for an enclosure isn’t necessary, but it can help the recipient know what type of document(s) you’ve enclosed. This is most common when including both original documents and copies. List the title of the document and then include the description in parentheses. [5] X Research source- For example, you might write “Enclosures: Birth certificate (original plus two copies).”
- If you’ve enclosed original documents that you’ll need returned, note that in the body of the letter.
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Describe and mention enclosures in the body of the letter. When writing your letter, make sure to discuss or mention any additional paperwork attached to the letter or email. The enclosure annotation will flag the reader initially; however, a detailed reminder never hurts, especially if you’re enclosing important documentation or content that needs to be described. [6] X Research source- If you're enclosing multiple documents, it may be more efficient to simply list them in your letter, along with a brief explanation of what those documents are.
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Section 3 of 4:
Formatting a Business Letter
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Type in Times New Roman with default margins. Opt for a standard, easy-to-read font, like Times New Roman or Helvetica, when writing formal business letters or emails. Stick with default margins that are 1 in (2.5 cm). This ensures that your message can be read easily. [7] X Research source- If you have a shorter letter and want to fill the page, consider increasing the margins a little to see if that helps balance the page.
- For particularly short letters, try a slightly larger, more spread-out font, such as Verdana. But be careful that the font isn’t too distracting.
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Include your name and address in the top left-hand corner. Unless you’re writing on letterhead, your name and address will be the first thing at the top of the page in a formal business letter. Write out your address as you would the front of an envelope single-spaced at the top left of the page. [8] X Research source- Your word processing program may have a business letter template you can use, so you don't have to format it manually.
- In addition to your mailing address, you can also include your phone number, email address, or both.
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Type the date the letter was completed. If you're formatting your letter manually, double-space from the last line of your address. Then, type the full version of the date, formatted in the style your recipient uses. [9] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source- For example, if you’re writing your letter to someone in Europe, put the day first, then the month, then the year: “16 July 2017.” If you’re writing to an American, write, “July 16, 2017.”
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Identify the recipient and their location, then greet them. Double-space down from the date and type the name of the person to whom you're writing, along with their mailing address. After the address, skip down another 2 lines and type a formal greeting. “Dear” is followed by the person's title and name is typically appropriate. [10] X Research source- Depending on your reason for writing, you also might include their job title or company name.
- Use discretion on whether to include the recipient’s first name. If the person is in a position of authority, use “Mr.” or “Ms.” followed by their last name.
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Indicate your reason for writing. A business letter or email is best when it’s brief and to the point. After introducing yourself, go immediately into why you are writing the letter and what you hope to accomplish as a result. [11] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source- For example, if you’re writing to apply for a job, you might write, “My name is Sally Sunshine, and I’m a recent graduate of the Cupcake Academy. I saw you’re looking for a cupcake baker, and I believe my skills would be a good match for you and your company.”
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Type the body of the letter or email in block style. There are several paragraph styles for formal business letters, but the block style is the simplest and most commonly used. For this style, single-space your text and double-space between paragraphs. [12] X Research source- Paragraphs aren’t indented in block style, and the text is left-justified.
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Community Q&A
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QuestionIn writing an application letter, which term is correct one?: "I enclosed my resume" or "I enclose my resume."DonaganTop Answerer"I have enclosed..." is probably best.
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Tips
- Try not to put too many enclosures in your letter or email. Only include the most necessary documents.Thanks
- Order your enclosures in the order they’re mentioned or listed in your letter to make them easier for the recipient to find.Thanks
- Always proofread your letter or email before sending it.Thanks
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References
- ↑ https://www.nmu.edu/writingcenter/parts-business-letter
- ↑ https://www.usingenglish.com/resources/letter-writing.php
- ↑ https://www.nmu.edu/writingcenter/parts-business-letter
- ↑ https://www.hunter.cuny.edu/rwc/repository/files/business-and-professional-writing/business_letter_handout-major-rev.pdf
- ↑ http://editingandwritingservices.com/business-letter-formatting/
- ↑ https://www.marforres.marines.mil/portals/116/docs/g-1/aau/aaudocuments/correspondence%20manual.pdf
- ↑ http://editingandwritingservices.com/business-letter-formatting/
- ↑ https://www.nmu.edu/writingcenter/parts-business-letter
- ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
About This Article
Article Summary
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If you need to note enclosures in a letter, leave a double space under your signature and salutation, then write “Enclosure.” To signify that your letter has more than 1 document enclosed, use the plural, “Enclosures” followed by a colon and the number of documents. Alternatively, you can use an abbreviation like “Enc.” or “Encl.” instead of writing “Enclosure” out fully. Consider including the titles of the documents enclosed and any descriptions that might be helpful. In the body of your letter, mention the documents you’ve enclosed and give them context so the reader is prepared to read them. For more tips, like how to format your letter, read on.
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