When you send a physical letter or a formal email, sometimes you need to include other documents with it. This could be anything from a resume, a signed contract, a photograph, or a copy of an important report. Knowing how to properly indicate these included items is crucial for clarity and professionalism. This guide will walk you through exactly how to write an enclosure at the bottom of your letter, ensuring your recipient knows exactly what to expect.
Understanding the Purpose of Enclosures
Including an enclosure notation tells the recipient that there are additional documents accompanying your letter. This is a standard business and formal communication practice that helps prevent misunderstandings. It's important to be precise and clear about what is enclosed to avoid confusion and ensure the recipient can easily locate and identify all the necessary materials.
There are several reasons why you might use enclosures:
- To provide supporting documentation for a claim or request.
- To submit required forms or applications.
- To share information relevant to the letter's content.
- To include supplementary materials that add value or detail.
Here’s a simple breakdown of how it typically appears:
| Notation | Meaning |
|---|---|
| Enclosure | One item is enclosed. |
| Enclosures (2) | Two items are enclosed. |
| enc. | Abbreviated form for enclosure. |
| Encs. | Abbreviated form for enclosures. |
How to Write Enclosure at Bottom of Letter for a Job Application
Dear Ms. Thompson,
Please accept this letter as my application for the Marketing Coordinator position, as advertised on LinkedIn. I have attached my resume and a portfolio of my recent work for your review. I am confident that my skills and experience align perfectly with the requirements of this role.
Thank you for your time and consideration.
Sincerely,
John Smith
Enclosure: Resume, Portfolio
How to Write Enclosure at Bottom of Letter for a Contract Submission
Dear Mr. Davis,
This letter serves as confirmation of our agreement for the upcoming project. Attached, please find the fully executed contract for your records. I look forward to commencing work upon your approval.
Best regards,
Sarah Lee
Enclosures (1): Signed Contract
How to Write Enclosure at Bottom of Letter for a Financial Report
Dear Board Members,
I am pleased to present the quarterly financial report for the period ending March 31, 2023. This document provides a comprehensive overview of our financial performance and highlights key achievements and areas for growth.
Sincerely,
Michael Chen
Enclosure: Quarterly Financial Report
How to Write Enclosure at Bottom of Letter for a Membership Application
Dear Membership Committee,
I am writing to apply for membership in your esteemed organization. Please find attached my completed application form and proof of identity for your review. I am eager to contribute to your community.
Thank you,
Emily Carter
Encs.: Application Form, Copy of ID
How to Write Enclosure at Bottom of Letter for a Request for Information
Dear Records Department,
I am writing to request a copy of my academic transcript. Please find attached the official request form along with a self-addressed stamped envelope for its return. Your assistance in this matter is greatly appreciated.
Respectfully,
David Rodriguez
Enclosure: Transcript Request Form
How to Write Enclosure at Bottom of Letter for a Invoice Submission
Dear Accounts Payable,
Please find attached the invoice for services rendered during the month of April. Payment is due within 30 days of the invoice date. Kindly process this payment at your earliest convenience.
Thank you,
Jessica Wong
Enclosure: Invoice #12345
How to Write Enclosure at Bottom of Letter for a Photo Submission
Dear Editor,
I am submitting a photograph for consideration for your upcoming photo essay contest. The image, titled "Urban Sunrise," captures the unique beauty of our city at dawn. I have enclosed a high-resolution digital copy.
Sincerely,
Robert Garcia
Enc.: Digital Photograph
How to Write Enclosure at Bottom of Letter for a Package Reminder
Dear Customer Service,
This letter is to inform you that your package, tracking number ABC123XYZ, has been shipped. Attached is a copy of the shipping label and the contents list for your reference.
Thank you for your business,
The Shipping Team
Enclosures: Shipping Label, Contents List
In conclusion, mastering how to write an enclosure at the bottom of a letter is a small detail that makes a big difference in effective communication. By clearly listing what you've included, you ensure professionalism, prevent confusion, and make it easier for your recipient to manage the documents you send. Whether it's a resume, a contract, or a simple report, always take a moment to add that enclosure notation.