When you send a letter or an email, sometimes you need to include other documents with it. Whether it's a resume, a contract, a photograph, or a thank-you note, letting the recipient know what else is included is crucial for clarity and professionalism. This is where knowing how to write "Enclosure" at the bottom of your letter comes in handy. This article will guide you through the simple yet important steps of indicating enclosures.
Understanding the "Enclosure" Notation
The "Enclosure" notation, often abbreviated as "Enc." or "Encl.", is a standard business communication practice. It serves as a clear signal to the recipient that there are additional documents attached or accompanying the main letter. This is important because it prevents misunderstandings and ensures the recipient knows to look for and process the extra items.
There are several ways to format this notation. It's typically placed a few lines below your typed name and signature. Common options include:
- Enclosure
- Enclosures (2)
- Enc.
- Encl.
If you have multiple enclosures, it's good practice to indicate the number of items. For example, "Enclosures (3)" tells the recipient exactly how many documents to expect. For a more detailed approach, you could even list them out, especially if they are important or have specific titles:
| Document Name | Purpose |
|---|---|
| Resume | Employment Application |
| Cover Letter | Introduction |
| Portfolio Link | Work Samples |
How to Write Enclosure at Bottom of Letter When Submitting a Job Application
Dear Hiring Manager,
I am writing to express my keen interest in the Marketing Coordinator position advertised on LinkedIn. With my proven track record in social media campaigns and content creation, I am confident I possess the skills and experience you are seeking.
Please find enclosed my resume and a portfolio showcasing my recent work. I am eager to discuss how my abilities can benefit your team.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Enclosures (2)
Resume
Portfolio
How to Write Enclosure at Bottom of Letter for a Contract Agreement
Dear Mr. Smith,
Following our recent discussion, I am pleased to provide the draft agreement for the upcoming project. I believe this document outlines the terms and conditions clearly and comprehensively.
Attached, please find the Service Agreement for your review. I am available to address any questions or proposed modifications you may have.
I look forward to your feedback.
Best regards,
[Your Name]
Encl.
Service Agreement
How to Write Enclosure at Bottom of Letter When Sending Supporting Documents
Dear Ms. Johnson,
This letter accompanies the necessary documentation for your loan application. We have compiled all the required forms and financial statements for your review.
Please see the enclosed package containing:
- Loan Application Form
- Proof of Income
- Bank Statements
Sincerely,
[Your Name]
Enc.
Loan Application Package
How to Write Enclosure at Bottom of Letter When Including Photos
Dear Aunt Carol,
It was so wonderful seeing you last weekend! I wanted to share a few memories from our trip. I hope you enjoy looking through them.
I've enclosed a few of my favorite photos from our vacation. Let me know what you think!
Lots of love,
[Your Name]
Enclosures (3)
Beach Photo
Mountain View
Family Portrait
How to Write Enclosure at Bottom of Letter for a Refund Request
Dear Customer Service,
I am writing to request a refund for order #12345, which I received on [Date]. Unfortunately, the product was defective upon arrival.
Attached, please find the original receipt and a photograph of the damaged item. I would appreciate it if you could process this refund at your earliest convenience.
Thank you for your assistance.
Sincerely,
[Your Name]
Enc.
Receipt and Photo of Damage
How to Write Enclosure at Bottom of Letter When Sending a Recommendation
Dear Professor Davis,
I am writing on behalf of [Student's Name], who is applying for the [Program Name] at [University Name]. [Student's Name] has been an outstanding student in my [Course Name] class.
Please find enclosed my letter of recommendation for [Student's Name]. I have attached it for your review and consideration.
Sincerely,
[Your Name]
Professor, [Department]
Encl.
Letter of Recommendation
How to Write Enclosure at Bottom of Letter When Providing Proof of Payment
Dear [Recipient Name],
This letter serves as confirmation of the payment made for invoice #INV-67890. The transaction was completed on [Date].
You will find the payment receipt enclosed for your records. Please let us know if you have any questions.
Thank you,
[Your Name]
[Your Company]
Enc.
Payment Receipt
How to Write Enclosure at Bottom of Letter When Mailing Multiple Items
Dear Mr. Henderson,
In response to your inquiry about our new product line, I am sending you a comprehensive information package. This includes all the details you requested.
Please refer to the enclosed materials:
- Product Catalog
- Price List
- Technical Specifications
- Brochure
Sincerely,
[Your Name]
Sales Representative
Enclosures (4)
In conclusion, mastering how to write "Enclosure" at the bottom of your letter is a small detail that contributes significantly to effective communication. It ensures that your recipient is aware of all accompanying documents, leading to a smoother and more professional exchange. By consistently using this notation, you demonstrate attention to detail and respect for the recipient's time, fostering better relationships in both personal and professional correspondence.