How To Write A Letter With An Enclosure: A Complete Guide

Writing a letter with an enclosure might seem straightforward, but there are nuances to consider to ensure your message is clear, professional, and the enclosure is correctly handled. This guide will walk you through everything you need to know, from formatting to the best practices for different types of enclosures. Whether it’s a resume, a check, or a photograph, we’ll help you get it right.

Understanding the Purpose and Importance of Enclosures

Before diving into the specifics, it’s crucial to understand why enclosures are used. An enclosure simply means something accompanying your letter. It could be a document, a physical object, or even a digital file (if you’re sending your letter electronically). The purpose is to provide additional information, supporting documentation, or the item itself that relates to the subject of your letter. Properly handling enclosures shows attention to detail and professionalism. It also ensures the recipient has everything they need to understand and respond to your communication.

Formatting Your Letter: The Essential Elements

The format of your letter is the foundation of clear communication. While specific formatting styles may vary slightly depending on the context (business, personal, etc.), the core elements remain consistent.

Your Contact Information: The Sender’s Details

Start with your contact information in the upper left-hand corner (for business letters) or the upper right-hand corner (for more personal letters). Include:

  • Your Full Name
  • Your Address
  • Your Phone Number
  • Your Email Address

This allows the recipient to easily contact you if they have any questions or need to follow up.

Date and Recipient Information: Establishing Context

Below your contact information, or just below the date, include:

  • The Date: Always write the date clearly.
  • Recipient’s Name and Title: Use the correct title (Mr., Ms., Dr., etc.) and ensure accurate spelling.
  • Recipient’s Company or Organization (if applicable)
  • Recipient’s Address

This ensures your letter reaches the intended recipient and provides context for their role.

Salutation: Setting the Tone

The salutation, or greeting, sets the tone for your letter. Use “Dear Mr./Ms./Dr. [Last Name],” for formal letters. For less formal situations, “Dear [First Name],” is appropriate. Avoid overly casual greetings in professional correspondence.

Crafting the Body of Your Letter: Clarity is Key

The body of your letter is where you convey your message. It should be concise, clear, and well-organized.

Opening Paragraph: State Your Purpose Immediately

The opening paragraph should clearly state the purpose of your letter. If you’re including an enclosure, mention it right away. For example: “I am writing to you today to submit my application for the Marketing Manager position, along with my resume for your review.”

Body Paragraphs: Provide Details and Explanation

The body paragraphs should provide further details, explain the context, and offer supporting information. Focus on the main points and avoid unnecessary jargon. Use clear and concise language.

Closing Paragraph: Reinforce Your Request and Mention the Enclosure

In the closing paragraph, reiterate your main point and restate the enclosure. For example: “Thank you for your time and consideration. Please find my resume enclosed for your review. I look forward to hearing from you soon.”

The “Enclosure” Notation: The Critical Detail

This is where you explicitly inform the recipient about the enclosure. There are two main ways to do this:

  • At the end of your letter, below the closing: Type “Enclosure:” followed by a brief description of the enclosure. For example: “Enclosure: Resume.”
  • Within the body of your letter: You can also mention the enclosure within the body of the letter. This can be helpful when the enclosure is a key part of your explanation. For example, “Please refer to the attached contract for details.”

Always use the “Enclosure” notation so there’s no confusion.

Types of Enclosures and How to Handle Them

Different types of enclosures require different approaches. Here’s a breakdown of common examples:

Resumes and Curriculum Vitae (CVs)

When submitting a resume or CV, clearly state this in your opening and closing paragraphs, and include the “Enclosure: Resume” notation. Ensure your resume is formatted professionally and easy to read.

Checks and Money Orders

When sending a check or money order, mention the amount and the purpose of the payment in your letter. State that the check/money order is enclosed. For example: “Enclosed is a check for $100.00 as payment for the services rendered.” Consider using certified mail for important financial documents.

Photographs and Physical Objects

When sending photographs or physical objects, be specific about what they are and their relevance to the letter. For example: “Enclosed are three photographs of the damaged property.” Protect fragile items with appropriate packaging.

If you are sending legal documents, such as contracts or agreements, it’s essential to be precise and use formal language. State the purpose of the document and any specific actions required. Consider using certified mail or registered mail for legal documents.

Electronic Letters and Digital Enclosures

The principles remain the same for electronic letters, but the execution differs slightly.

Attachments: The Digital Equivalent

Instead of physically enclosing something, you will attach the document to your email. In your email body, clearly state that you have attached the relevant documents. For example: “Please find attached the project proposal for your review.”

File Formats: Choosing the Right Ones

Use common file formats like PDF (.pdf) for documents that should not be edited, and Word (.doc or .docx) for documents that may need to be edited. Always consider the recipient’s ability to open the attachment.

Email Subject Line: Clear and Descriptive

The subject line of your email should clearly indicate the purpose of the email and the enclosure. For example: “Job Application – Marketing Manager – [Your Name] – Resume Attached.”

Proofreading and Editing: Ensuring Accuracy

Before sending your letter, carefully proofread and edit it. Check for grammar, spelling, punctuation, and clarity. Ask someone else to review it for a fresh perspective. A well-written letter reflects professionalism and attention to detail.

Best Practices for a Professional Look and Feel

  • Use a professional font: Times New Roman, Arial, or Calibri are good choices.
  • Maintain consistent formatting: Use consistent margins, spacing, and indentation.
  • Print on high-quality paper: For physical letters, use good quality paper.
  • Use a business letterhead (if applicable): This adds a professional touch.
  • Sign your letter: If you are sending a physical letter, sign it in ink.

Frequently Asked Questions

Here are some additional insights to help you.

What if I need to send multiple enclosures?

If you are sending multiple enclosures, list them all under the “Enclosure:” notation. For example: “Enclosures: 1. Resume, 2. Cover Letter, 3. References.”

What if the enclosure is confidential?

If the enclosure contains confidential information, clearly mark it as “Confidential” and consider using a secure method of delivery, such as certified mail with return receipt requested.

How do I ensure my enclosure arrives safely?

For physical enclosures, use appropriate packaging to protect the contents. For electronic enclosures, ensure that your attachments are virus-free and that the recipient’s email server is able to receive them.

Can I send an enclosure without mentioning it in the letter?

No, always clearly mention the enclosure in your letter. Failing to do so could cause confusion and the recipient might not realize the enclosure is present.

What if I realize I forgot an enclosure after sending the letter?

If this happens, send a follow-up email or letter as soon as possible, referencing the original letter and explaining that the enclosure was inadvertently omitted.

Conclusion: Mastering the Art of the Enclosed Letter

Writing a letter with an enclosure is a fundamental skill in both personal and professional communication. By understanding the purpose of enclosures, following the correct formatting guidelines, and paying attention to detail, you can craft clear, concise, and professional letters that achieve their intended goals. Remember to always include the “Enclosure” notation, choose the appropriate file formats for digital attachments, and proofread your work carefully. By following these best practices, you can ensure your message is received and understood, making a positive impression on your recipient.