In the realm of correspondence, precision and clarity reign supreme. When crafting a letter, it’s essential to convey your message effectively and leave no room for ambiguity. One crucial element that adds professionalism and organization to your letter is the enclosure section. In this guide, we’ll delve into the art of writing the enclosure section at the bottom of your letter, providing examples and editable templates that you can adapt to suit your specific needs.
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How to Write Enclosure at Bottom of Letter
When you include additional documents or materials with your letter, you must indicate their presence at the bottom of your letter. This is called an enclosure notation. In addition to helping recipients understand what you have sent them, enclosure notations can also help keep track of enclosed items in office settings.
Enclosure notations are typically placed at the bottom left corner of your letter, one or two lines below your signature block. They should start with the word “Enclosure:” followed by a colon. The number of enclosures should be written in parentheses after the word “Enclosure,” and the specific enclosures should be listed on the following line.
For example, if you are sending a letter with a resume and a cover letter, your enclosure notation would look like this:
“`
Enclosure: (2)
Resume
Cover Letter
“`
If you are sending multiple copies of the same enclosure, you can indicate this by writing “Copies” before the number of enclosures. For example, if you are sending three copies of your resume, your enclosure notation would look like this:
“`
Enclosure: (Copies 3)
Resume
“`
You can also use enclosure notations to indicate the type of enclosure. For example, if you are sending a check with your letter, you can write “Check” in parentheses after the word “Enclosure.” You can also use abbreviations, such as “Att.” for “Attachment” or “Encl.” for “Enclosure.”
Enclosure notations are a simple and effective way to communicate with recipients about the materials you have sent. By following these tips, you can ensure that your enclosure notations are clear and professional.
Enclosures at the Bottom of a Letter
Including Physical Attachments
To ensure you have all the necessary materials, I am enclosing the following documents:
- Request for Proposal
- Company Profile
- Pricing Schedule
Please review and reach out if you require additional information.
Electronic Attachments
I’ve attached the following files for your reference:
- [Filename].pdf
- [Filename].xlsx
- [Filename].png
Kindly review the attached documents at your earliest convenience.
Meeting Minutes
Enclosed are the minutes from our recent meeting on [date].
The minutes include a summary of the discussions, decisions made, and action items.
Please review and let me know if you have any questions or clarifications.
Sample Contract
Please find enclosed a sample copy of the contract for your review.
The contract includes the terms and conditions, as well as the scope of work.
Please take your time to review the contract and let me know if you have any questions or suggestions.
Additional Information
I’m including the following information for your reference:
- Link to our company website
- Brochure
- Client testimonials
I hope these materials provide you with a better understanding of our company and services.
Confidential Information
Enclosed is the confidential document you requested.
The information contained in this document is highly sensitive, so please handle it with care.
Please contact me immediately if you have any questions or concerns about the information.
Sending Physical Items
I am sending you the following items via [shipping method]:
- Product sample
- Marketing materials
- Promotional gifts
The items should arrive within [number of days] business days.
Please let me know if you have any questions about the shipment.
How to Write Enclosure at Bottom of Letter
When you include additional documents, such as brochures, forms, or reports, with your letter, you must indicate their presence at the bottom of the letter. An enclosure notation lets the recipient know what additional materials are included so they can easily find and reference them. This can be especially useful for business correspondence or other formal letters where additional information is often included.
How to Write Enclosure
- Use the word “Enclosure” or “Enclosed”: The most common way to indicate that you have included additional materials is to use the word “Enclosure” or “Enclosed.”
- Place the Notation Below the Body of the Letter: The enclosure notation should be placed below the body of the letter and before the closing. It can be aligned with the date, the closing, or the center of the page.
- Specify the Number of Enclosures: If you are including multiple documents, specify the number of enclosures. Use arabic numerals, such as “1” or “2.” If you only have one item included, you can simply write “Enclosure” without a number.
- Use a Colon or Dash: After the word “Enclosure” or “Enclosed,” use a colon or a dash to separate the notation from the number or description of the enclosures. A colon is more formal, while a dash is less formal.
- Describe the Enclosures: Optionally, you can include a brief description of the enclosures. This can be helpful if you are sending multiple documents that are related to different topics. For example, you might write “Enclosed: Brochure on our new product line” or “Enclosed: Application form and instructions.”
- Capitalize the First Word Only: Capitalize only the first word of the enclosure notation. The rest of the words should be lowercase.
Example of Enclosure Notation
Here are examples of enclosure notations that can be used in a business letter:
- Enclosure:
- Enclosed:
- Enclosures: 2
- Enclosed: Brochure on our new product line
- Enclosures: Report on sales figures and marketing strategies
- Enclosures: Application form and instructions
Conclusion
By following these tips, you can ensure that your enclosure notation is clear and informative. This will help the recipient to easily find and reference the additional materials that you have included with your letter.
FAQs: How to Write Enclosure at Bottom of Letter
Q: What is an enclosure in a letter?
A: An enclosure is a document, file, or other physical item that is included with a letter. It is typically referenced at the bottom of the letter using the word “Enclosure” or “Enclosures.” This notifies the recipient that there is additional material accompanying the letter.
Q: When should I use an enclosure in a letter?
A: Enclosures are commonly used to provide supporting documentation, additional information, or visual aids to the recipient. They can also be used to send physical items such as checks, contracts, or samples.
Q: What is the proper format for writing “Enclosure” at the bottom of a letter?
A: The word “Enclosure” or “Enclosures” should be written on a separate line below the body of the letter, typically after the closing salutation. It should be aligned with the left margin and followed by a colon. The number of enclosures should be indicated in parentheses after the word “Enclosure.” For example: “Enclosure: (3).” Alternatively, you can use “Enclosed:” and list each item on a new line.
Q: Should I enclose the enclosure count in brackets or parentheses?
A: Both brackets and parentheses are acceptable for enclosing the enclosure count, but it is essential to be consistent throughout the document. Parentheses are typically more common.
Q: How do I reference enclosures within the body of the letter?
A: When referring to enclosures within the body of the letter, it is customary to use phrases like “Please see the enclosed document” or “I have included additional information in the attached file.” Make sure to use clear and specific language so that the recipient knows exactly what to look for.
Q: What should I do if there are multiple enclosures?
A: If there are multiple enclosures, you can list them on separate lines below the word “Enclosures.” Each line should include the title or description of the enclosure and the number of copies included. For example: “Enclosure 1: Annual Report (3 copies)” or “Enclosure 2: Product Brochure.”
Q: Do I need to mention the enclosure if it is obvious from the context?
A: Even if the enclosure is evident from the context, it is still a good practice to include a brief reference to it at the bottom of the letter. This ensures that the recipient is aware of the additional material and helps them organize the documents accordingly.
Thanks for Reading!
Hey there, letter writing enthusiasts! I hope this quick guide on writing enclosures at the bottom of your letters has been helpful for you. Remember, it’s all about providing additional information or materials that your reader might find useful, and doing it in a clear and concise way.
I’d love to hear from you if you have any questions or additional tips. Just drop a comment below and I’ll get back to you as soon as I can.
In the meantime, stay tuned for more letter writing tips and tricks coming your way soon. Be sure to check back often to catch them all. Thanks again for stopping by, and happy writing!