When sending important correspondence, ensuring that all necessary supporting documents are clearly indicated is crucial for effective communication. This article will guide you on exactly how to show enclosed documents on a letter, making sure your recipient knows precisely what to expect and can easily manage the information provided. Proper enclosure notation prevents misunderstandings and demonstrates professionalism.
The Standard Way to Indicate Enclosures
The most common and straightforward method for indicating enclosed documents on a letter is by using the abbreviation "Encl." or the word "Enclosure(s)" at the bottom of your letter, just below your typed name and signature. This placement is universally recognized and understood by recipients. It serves as a clear flag that additional items are included with the main document, ensuring they are not overlooked.
There are a few variations you can use:
- Encl: (followed by a colon)
- Enclosures: (the full word)
- Enclosure: (if there is only one item)
It is important to be consistent with your chosen method.
For a more detailed approach, especially when multiple documents are being sent, you can list them out. This provides clarity and helps the recipient confirm they have received everything. Consider using a numbered list for this purpose:
- Copy of Invoice #12345
- Photographs of Damaged Goods
- Signed Contract Agreement
Alternatively, a small table can be effective for organizing more complex lists:
| Document Type | Description |
|---|---|
| Purchase Order | PO #67890 |
| Shipping Manifest | Shipped on 2023-10-27 |
How to Show Enclosed Documents on Letter for Job Applications
Dear Ms. Eleanor Vance,
Please accept this letter and the accompanying documents as my application for the Marketing Coordinator position advertised on LinkedIn. I am highly enthusiastic about the opportunity to contribute to your team and believe my skills and experience align perfectly with the requirements outlined in the job description.
Attached for your review are my resume, a portfolio of my recent marketing campaigns, and three letters of recommendation from previous supervisors.
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
Arthur Pendelton
Encl: Resume, Marketing Portfolio, Letters of Recommendation
How to Show Enclosed Documents on Letter for Invoice Payments
Dear Mr. David Chen,
This letter serves as confirmation of payment for invoice #INV-2023-058, dated October 15, 2023. The total amount due was $550.00, and our payment has been processed.
Please find enclosed a copy of our check, #1234, for the full amount, along with a remittance advice slip detailing the invoice number. We appreciate your prompt service.
Should you have any questions, please do not hesitate to contact us.
Best regards,
Sarah Miller
Accounts Payable Department
Enclosure: Check #1234, Remittance Advice
How to Show Enclosed Documents on Letter for Contract Submissions
Dear Mr. Robert Sterling,
Following our recent discussions, please find enclosed the draft Service Agreement for your review and signature. This agreement outlines the terms and conditions for the consulting services to be provided by Sterling Solutions Inc.
We have included two copies of the agreement, as requested. Please sign both copies, retain one for your records, and return the other to us at your earliest convenience. We believe this agreement accurately reflects our understanding and commitment.
We are eager to commence our partnership.
Sincerely,
Laura Jenkins
Enclosures: Service Agreement (2 copies)
How to Show Enclosed Documents on Letter for Membership Applications
Dear Admissions Committee,
I am writing to formally submit my application for membership to the prestigious Global Business Association. I have long admired the association's commitment to fostering international trade and providing valuable networking opportunities for its members.
For your review, please find enclosed my completed membership application form, a copy of my professional resume, and a brief statement of interest detailing my qualifications and how I envision contributing to the association.
Thank you for considering my application.
Respectfully,
Omar Hassan
Encl: Application Form, Resume, Statement of Interest
How to Show Enclosed Documents on Letter for Technical Support Requests
Dear Tech Support Team,
I am writing to report an issue I am experiencing with our company's new XYZ printer, model #P-5000. The printer is currently displaying an error code E-34, and we are unable to print any documents.
To assist you in diagnosing the problem, please find enclosed a photograph of the printer's error message display and a copy of the printer's most recent usage log. We have already tried restarting the device as per the manual's troubleshooting section.
We would appreciate your urgent assistance in resolving this matter.
Sincerely,
Maria Garcia
IT Department
Enclosures: Photo of Error Display, Usage Log
How to Show Enclosed Documents on Letter for Legal Correspondence
To Whom It May Concern,
This letter is in reference to the property located at 123 Maple Street. We are writing on behalf of our client, Mr. John Smith, regarding the recent boundary dispute with the adjoining property owner.
Please find enclosed a certified copy of the property deed for 123 Maple Street, a survey map from 2022, and correspondence from our client detailing the timeline of events. These documents provide essential context for the matter at hand.
We request your prompt attention to this serious issue.
Yours faithfully,
Legal Counsel
Encl: Property Deed, Survey Map, Client Correspondence
How to Show Enclosed Documents on Letter for Event Invitations
Dear Valued Supporter,
You are cordially invited to our annual Charity Gala, "A Night of Hope," to be held on Saturday, December 9, 2023, at the Grand Ballroom. This event promises to be an evening of elegant dining, inspiring stories, and a silent auction, all in support of our mission to provide education to underprivileged children.
To provide you with all the necessary details, please find enclosed the official invitation card, which includes the event schedule and RSVP information. We have also included a brochure highlighting some of the impactful programs your support makes possible.
We eagerly anticipate your presence.
Warmly,
The Community Outreach Team
Enclosures: Invitation Card, Program Brochure
How to Show Enclosed Documents on Letter for Academic Submissions
Dear Professor Anya Sharma,
Please accept this letter and the attached materials as my submission for the Research Paper assignment in your ENG 301: Advanced Literature course. The paper is titled "The Symbolism of Light in Victorian Poetry."
For your convenience, I have enclosed a printed copy of my research paper, along with a digital copy on a USB drive. The USB also contains a bibliography of all sources used in my research.
Thank you for your guidance throughout this semester.
Sincerely,
Benjamin Carter
Encl: Research Paper (Printed & USB), Bibliography
Mastering how to show enclosed documents on a letter is a fundamental skill for clear and professional communication. By using the standard "Encl." notation, listing specific items, or even employing tables, you ensure your recipients are fully informed and can manage the documents you send effectively. This attention to detail not only prevents potential misunderstandings but also reinforces your credibility and professionalism in all your written interactions.