When you're sending a letter, sometimes you need to send more than just the words on the page. You might have important documents, photos, or other items that need to accompany your correspondence. This is where the concept of an enclosure comes in. This article will guide you through the simple yet crucial process of knowing how to include enclosure in a letter, ensuring your recipient receives everything you intended.
Understanding Enclosures and Their Significance
An enclosure is any item that you physically include inside the same envelope or package as your letter. This could be anything from a resume and cover letter to a signed contract, a photograph, or even a small gift. Properly indicating these enclosures is vital for a few key reasons. Firstly, it informs the recipient that additional items are included, so they know to look for them. This prevents them from overlooking important attachments. Secondly, it serves as a record for both the sender and the recipient, confirming that everything expected was sent and received.
There are several common types of enclosures, and knowing them helps you prepare your mail correctly:
- Documents (e.g., forms, reports, contracts)
- Photographs or artwork
- Business cards
- Promotional materials
- Payment checks or money orders
To effectively manage enclosures, consider the following:
- Prepare your enclosures: Make sure they are organized, legible, and appropriately sized for the envelope.
- Identify the enclosures: List each item you are including.
- Notify the recipient: Clearly state in your letter that enclosures are present and what they are.
Here’s a quick look at how to note different numbers of enclosures:
| Number of Enclosures | Notation |
|---|---|
| One | Enclosure |
| Two or more | Enclosures (2) or Enclosures (3) |
How to Include Enclosure in a Letter: Job Application
Dear Hiring Manager,
I am writing to express my keen interest in the Marketing Specialist position advertised on LinkedIn. With my proven track record in digital marketing strategy and campaign execution, I am confident that I possess the skills and experience necessary to excel in this role and contribute significantly to your team.
Attached for your review are my resume, which details my professional background, and a portfolio showcasing examples of my successful campaigns. I believe these documents provide a comprehensive overview of my qualifications.
Thank you for considering my application. I look forward to the possibility of discussing this opportunity further.
Sincerely,
[Your Name]
Enclosure: Resume, Portfolio
How to Include Enclosure in a Letter: Contract Submission
Dear Mr. Smith,
Please find enclosed the fully executed Service Agreement for Project Alpha. I have reviewed the document and confirmed that all terms and conditions are in order as per our recent discussions.
This agreement outlines the scope of work, deliverables, and payment schedule for the project. I trust that this meets your requirements and look forward to commencing work on this exciting initiative.
Should you have any questions or require further clarification, please do not hesitate to contact me.
Best regards,
[Your Name]
Enclosure: Service Agreement
How to Include Enclosure in a Letter: Returning a Signed Document
Dear Ms. Jones,
I hope this letter finds you well. Following up on our recent meeting, please find enclosed the signed copy of the Lease Agreement for the property at 123 Oak Street.
I have carefully reviewed and signed all necessary sections. I am eager to finalize the arrangements and look forward to moving in. Please let me know if any further steps are required from my end.
Thank you for your assistance throughout this process.
Sincerely,
[Your Name]
Enclosure: Signed Lease Agreement
How to Include Enclosure in a Letter: Sending Photographs
Dear Grandma,
I hope you are doing well! I wanted to send you a few photos from my recent trip to the mountains. I thought you would enjoy seeing the beautiful scenery and the little cabin we stayed in.
I've enclosed a couple of my favorite shots. I hope they bring a smile to your face. I miss you dearly and can't wait to visit soon.
Lots of love,
[Your Name]
Enclosures: Photographs (2)
How to Include Enclosure in a Letter: Newsletter and Brochure
Dear Valued Customer,
We're excited to share our latest updates and offerings with you! Inside this mailing, you'll find our new Spring 2024 Newsletter, filled with articles on industry trends and customer success stories. Additionally, we've included a brochure highlighting our new product line, designed to meet your evolving needs.
We hope you find this information valuable. As always, we appreciate your continued business.
Warmly,
The Team at [Company Name]
Enclosures: Newsletter, Product Brochure
How to Include Enclosure in a Letter: Payment Remittance
Dear Accounts Payable,
Please find enclosed our payment for Invoice #INV7890. The enclosed check for $500.00 covers the outstanding amount due.
We have attached a remittance slip for your convenience, detailing the invoice number and amount paid. Kindly process this payment at your earliest convenience.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name/Company Name]
Enclosure: Check, Remittance Slip
How to Include Enclosure in a Letter: Business Card and Flyer
Dear [Contact Person Name],
It was a pleasure meeting you at the recent conference. I enjoyed our conversation about [topic of conversation]. I'm enclosing my business card for your easy reference, along with a flyer that outlines the services we offer at [Your Company Name].
Please don't hesitate to reach out if you'd like to discuss potential collaborations or have any questions. I look forward to staying in touch.
Best regards,
[Your Name]
[Your Title]
Enclosures: Business Card, Flyer
How to Include Enclosure in a Letter: Invitation with RSVP Card
Dear Friends and Family,
We are thrilled to invite you to celebrate [Event Name]! Join us for a special occasion as we [briefly describe the event]. Your presence would make this day even more memorable.
To help us finalize our arrangements, please kindly complete and return the enclosed RSVP card by [RSVP Date]. We can't wait to share this joyous moment with you!
With love,
[Your Names]
Enclosure: RSVP Card
Mastering how to include enclosure in a letter is a small but significant detail that can greatly improve the clarity and professionalism of your correspondence. By clearly indicating what you've enclosed, you ensure your recipient receives all necessary items and understands the completeness of your communication. Whether you're applying for a job, sending a contract, or simply sharing memories, taking the time to properly manage and denote your enclosures reflects attention to detail and respect for the recipient.