Business letter template with enclosure
A business letter with an enclosure serves as a formal and professional way to communicate additional documents alongside your message. It’s a useful tool when you need to send contracts, reports, or other key materials with your correspondence. By structuring your letter properly, you ensure that your communication is clear and organized, making it easier for the recipient to understand your message and handle the enclosed documents accordingly.
The key to drafting a successful business letter with an enclosure is clarity. Start with a polite greeting, followed by the main content of your letter. Don’t forget to include a brief note referencing the enclosed materials so the recipient knows exactly what to expect. Be sure to specify how many documents you’re sending and provide any necessary context regarding their importance. Ending your letter with a professional sign-off will round out the message effectively.
After the closing, it’s common practice to add the word “Enclosure” or “Enclosures” followed by the number of documents you’ve included. This ensures that there’s no confusion about whether any important files were omitted. Keep the tone polite, direct, and professional throughout, and ensure all documents are correctly referenced to avoid any miscommunication.
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Begin by addressing the recipient properly, including their full name and title. Keep your tone formal and clear, and ensure that your opening line is direct and to the point. Mention the enclosures in the body of the letter, preferably after the main content, and list them clearly so the recipient knows what to expect.
Provide any necessary context or explanation for the enclosures if required. For example, if you’re sending a report or document, make sure the purpose is understood. End the letter with a polite closing, such as “Sincerely” or “Best regards,” followed by your name and contact details.
Double-check the enclosures list to ensure all documents are attached. This ensures that the recipient knows exactly what they will receive along with the letter.
- Business Letter Template with Enclosure
Begin the letter by clearly stating your purpose and providing a concise overview of the enclosed documents. Ensure the content of the letter matches the tone and intention behind the attachment.
1. Start with Your Contact Information
At the top of the letter, include your name, job title, company name, and address. This establishes your identity for the recipient.
2. Include the Recipient’s Details
Next, write the recipient’s name, job title, company name, and address, aligning it to the left of the page for a clean presentation.
3. Write the Date
Provide the date of the letter’s creation, which helps the recipient track the timing of your communication.
4. Salutation
Use a formal greeting such as “Dear [Recipient’s Name],” followed by a comma. Keep it professional and respectful.
5. Introduction to the Letter
In the first paragraph, briefly explain the purpose of your letter. This section should provide context for the documents you are enclosing.
6. Main Body of the Letter
Elaborate on your request or information. Be direct and specific, focusing on the reason for the communication. Maintain clarity to avoid any confusion.
7. Mention the Enclosure
Clearly state that you have enclosed additional documents. You can write, “Enclosed are [Document Name(s)].” If there are multiple enclosures, list them clearly.
8. Closing the Letter
End your letter with a formal closing statement such as “Sincerely,” followed by your name, title, and company. Leave space for your handwritten signature if necessary.
9. Enclosure Notation
At the bottom of the letter, include a simple note indicating the enclosures, like “Enclosures: [Document 1, Document 2].” This confirms that attachments are included and assists in tracking them.
Selecting the right format for your business letter helps convey professionalism and ensures your message is clear. Stick to one of the three most common formats: block format, modified block format, or semi-block format. Each has its advantages depending on the nature of the communication and your company’s style.
- Block format: All text is aligned to the left margin. It’s the most formal and widely used format. There are no indentations, and paragraphs are separated by a line space. Choose this for formal, official correspondence.
- Modified block format: Similar to block format, but the date, closing, and signature are aligned to the right. This format adds a bit of style and is often used for business communications that require a slightly less rigid tone.
- Semi-block format: This format is less common but useful for specific correspondence. It includes indented paragraphs along with the left-aligned text. It may be preferred for internal communications or less formal business letters.
Consider the recipient and purpose of the letter when choosing the format. Stick to one format throughout the letter to maintain consistency. The format should support the tone of your message while ensuring clarity and readability.
Reference the enclosure clearly at the end of your letter, right after your signature. Use the word “Enclosure” or “Encl.” followed by a brief description of the document(s) included. If you have more than one enclosure, list them using numbers or bullet points.
For example, you can write: “Enclosure: Resume” or “Encl: 1. Resume, 2. Portfolio.” This keeps the reference concise but informative. If the letter is formal, include this note just below the signature block or anywhere the final content of your letter appears.
If your letter has multiple enclosures, make sure to list them all clearly. If you mention them in the body of the letter, refer to each item by number and include the full list in the enclosure note at the end. Always make sure the number of enclosures matches the documents included in the envelope.
Begin with clarity. State the purpose of your letter right at the start. Keep it concise and direct. The recipient should immediately know the reason for your correspondence without needing to read further.
Follow with supporting details. After the opening, present the key information in a logical order. Break down complex ideas into smaller, digestible sections. Bullet points or numbered lists can help organize facts clearly.
Maintain a Professional Tone
Even if the message is informal, ensure the tone remains professional. Avoid slang or overly casual language. Use straightforward and respectful phrasing, and always aim for clarity and precision.
Be Concise but Complete
Provide all necessary details without overloading the reader. Stick to the main points, and if more information is required, offer to provide it upon request. The body should be informative but not overwhelming.
Conclude with a clear call to action or expectation. Let the recipient know what steps they should take next or how you would like to proceed.
Common Mistakes to Avoid When Adding Enclosures
Ensure enclosures are clearly referenced in the letter body. If you fail to mention them explicitly, recipients might overlook important documents. Always indicate what documents are enclosed and how many, so there is no confusion.
1. Incorrect or Missing Labeling of Enclosures
When listing enclosures, use clear terms such as “Enclosure” or “Attachment” followed by the document name. Avoid vague phrases or leaving out this detail. Without proper labeling, enclosures might not be noticed or might be discarded.
2. Failing to Include All Relevant Documents
Double-check that all referenced enclosures are actually attached. Forgetting a crucial document undermines the effectiveness of your letter and creates unnecessary delays.
| Common Mistakes | How to Avoid |
|---|---|
| Forgetting to mention enclosures in the letter body | Clearly reference the enclosures and their quantity |
| Missing or incomplete document attachments | Double-check all enclosures before sending |
| Using unclear or inconsistent labeling for enclosures | Use clear, standardized terms like “Enclosure” or “Attachment” |
When closing a letter with an enclosure, it’s vital to create a clear and professional ending. Start by using a formal closing phrase like Sincerely, Yours faithfully, or Best regards, depending on the relationship with the recipient. Leave space for your signature, then type your full name below. If you are writing on behalf of a company, include your job title beneath your name.
After your signature, indicate the enclosure(s) clearly. Use the phrase Enclosure(s): followed by a brief description of the documents included. For example: Enclosure(s): Resume, Cover Letter. This ensures the recipient knows exactly what to expect in the envelope.
If you are sending multiple items, list them or use a comma to separate them. Make sure that the enclosure notation is placed flush left or aligned with the signature block to maintain consistency and readability.
Including enclosures in a business letter adds clarity and context to your message. Here are some common types of enclosures and how they’re used:
Documents – A letter that refers to contracts, reports, or statements typically includes a document as an enclosure. These are vital when a formal review or action is required based on the contents of the letter.
Forms – When requesting a response, such as filling out a survey or application, include the relevant form. It saves the recipient time and ensures that they can take immediate action on your request.
Brochures or Catalogs – If you’re providing promotional material or additional information about services and products, brochures are a helpful enclosure. These should be referenced in the letter to make the recipient aware of the accompanying content.
Invoices or Receipts – When confirming payment or requesting settlement, invoices or receipts should be attached. This keeps the transaction clear and transparent for both parties.
Legal Documents – In legal matters, enclosures such as agreements or terms and conditions are essential. Be specific in your letter about what the recipient should review, sign, or acknowledge.
Samples or Demonstrations – When sending product samples or demonstrations, make sure to note the contents in the letter. This can provide recipients with a tangible experience of your offering, helping them to make an informed decision.
Photographs – In situations that require visual references, such as property listings or event planning, photographs may accompany the letter. These enclosures can convey a clearer message that words alone might not achieve.
Always remember to refer to the enclosure in the body of your letter and use the correct “Enclosure” notation at the end for clarity.
When composing a business letter with an enclosure, include a clear reference to the enclosed document. This ensures the recipient understands what to expect. After your closing, add “Enclosure” or “Encl.” followed by a brief description of the document(s) attached.
How to Reference an Enclosure
After your signature, insert the word “Enclosure” or “Encl.” followed by the name of the document. If there are multiple items enclosed, list them. For instance:
Enclosure: Contract Agreement
If you’re sending multiple items, you can list them like this:
Enclosures:
1. Contract Agreement
2. Invoice No. 12345
Keep it Simple
Be brief and precise in your description. The recipient doesn’t need an exhaustive summary of the contents–just the name or title of the attached document(s). This approach ensures clarity without overwhelming the reader.