Writing a Letter With an Enclosure is a formal way to send sensitive or confidential information, such as checks or contracts. In this article, we will provide you with a comprehensive guide on how to write a letter with an enclosure, including the proper format and language to use. We will also provide examples of enclosure letters that you can edit and use for your own purposes.
The Best Structure for Writing a Letter With an Enclosure
When you’re sending a letter that includes an enclosure, it’s important to make sure you’re using the correct format. This will help ensure that your letter is easy to read and understand, and that your enclosure is handled properly. Most importantly, you’re conveying a message in a professional way. Here are a few tips for writing a letter with an enclosure:
1. Use the correct format: The format for a letter with an enclosure is slightly different from the format for a standard business letter. For the most formal letters, you may want to center the word “Enclosure” two or three lines below your last line in the letter. You may also write “Enclosure” and then, after a colon, list what the enclosure is. For informal letters or emails, write the word “Enclosed” or “Enclosures” followed by a colon and the specific names of the accompanying items. The “Enclosure” notation should be left-justified so that the word “Enclosure” and the description of each item line up vertically. You may even use a paperclip or a staple to attach the enclosure to your letter, especially if the enclosure is made up of multiple pages.
2. Write a clear subject line: Since the enclosed materials provide a supplemental message, it’s not enough to just mention “enclosures” in the subject line. A clear and concise subject line will make it easy for the recipient to find your letter in their inbox and know what it’s about. For example, you could write “Job Application and Resume Enclosed” or “Report on Sales Figures Enclosed.” Leave the Enclosure notation out of the subject line entirely. And avoid using ALL CAPS to emphasize the inclusion of an enclosure, as this might come across as shouting.
3. Mention the enclosure in the body of your letter: In the body of your letter, mention the enclosure and explain what it is. This will help the recipient understand why you’re sending it and what they should do with it. For example, you could write “I have enclosed my resume and portfolio for your review” or “Please find the attached report on sales figures for the first quarter.”
4. Send the enclosure: Once you’ve written your letter, don’t forget to send the enclosure! Make sure that the enclosure is properly attached to the letter or included in the envelope. Checking once more that you have indeed attached or included the enclosure will save you and the recipient the headache of having to send another letter.
5. Follow up: After you’ve sent your letter, follow up with the recipient to make sure they received it and the enclosure. This is especially important if you’re sending important or sensitive information. You can follow up by phone, email, or in person.
By following these tips, you can ensure that your letter with an enclosure is professional, easy to read, and effective.
Writing a Letter With an Enclosure
Thank You Note with a Gift
Dear [Recipient Name],
I hope this letter finds you well. I am writing to express my gratitude for your recent gift. The [gift name] was absolutely beautiful and I can’t wait to use it. Thank you so much for your thoughtfulness.
I have enclosed a small gift for you as a token of my appreciation. I hope you like it.
Sincerely,
[Your Name]
Business Proposal with Attachments
Dear [Recipient Name],
I hope this email finds you well. I am writing to you today to propose a business partnership between our two companies. I believe that our combined strengths would allow us to achieve great things together.
I have enclosed a detailed business proposal that outlines our plans and goals. I would be happy to meet with you in person to discuss this further at your convenience.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Invitation to an Event with a Ticket
Dear [Recipient Name],
I am writing to invite you to an upcoming event that I think you’ll enjoy. The [event name] will be held on [date] at [location].
I believe that you would find this event to be both interesting and informative. Plus, it’s a great opportunity to network with other professionals in your field.
I have enclosed a ticket for the event. Please let me know if you can attend by [date].
I look forward to seeing you there.
Sincerely,
[Your Name]
Job Application with Resume
Dear [Hiring Manager Name],
I am writing to express my interest in the [job title] position that I saw advertised on [website]. I am confident that I have the skills and experience that you are looking for in a candidate.
I have enclosed my resume for your review. As you will see, I have a strong track record of success in [industry]. I am also a highly motivated and results-oriented individual.
I would welcome the opportunity to discuss my qualifications in more detail. Please contact me at your earliest convenience to schedule an interview.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Request for Information with a Self-Addressed Stamped Envelope
Dear [Recipient Name],
I am writing to you today to request information about [topic]. I am currently working on a [project] and I believe that your organization may be able to provide me with some valuable information.
I have enclosed a self-addressed stamped envelope for your convenience. Please send me any information that you have on this topic.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Complaint Letter with Supporting Documents
Dear [Company Name],
I am writing to express my dissatisfaction with the [product or service] that I recently purchased from your company. I have been a loyal customer of yours for many years and I am very disappointed with the quality of [product or service].
I have enclosed copies of my receipt and other supporting documents. I would like to request a full refund for the [product or service].
I would appreciate it if you would contact me as soon as possible to resolve this issue.
Thank you for your time and attention to this matter.
Sincerely,
[Your Name]
Donation Request with a Brochure
Dear [Donor Name],
I am writing to you today to ask for your support of our upcoming fundraising campaign. [Organization name] is a non-profit organization that provides [services] to [community].
We are currently in need of funds to [project]. Your donation would make a real difference in the lives of [people].
I have enclosed a brochure that provides more information about our organization and our upcoming campaign. I hope that you will consider making a donation.
Thank you for your generosity.
Sincerely,
[Your Name]
Tips for Writing a Letter With an Enclosure
When you need to send a letter that includes an enclosure, such as a resume, transcript, or other document, it’s important to format your letter correctly and include all the necessary information. Here are some tips for writing a letter with an enclosure:
Begin Your Letter with a Salutation
Start your letter with a formal salutation, such as “Dear Mr./Ms. Last Name” or “To Whom It May Concern.” If you know the recipient’s name, use it. If you don’t know the recipient’s name, use a general salutation, such as “To Whom It May Concern.”
State the Purpose of Your Letter
In the first paragraph of your letter, state the purpose of your letter and mention the enclosure. For example, you might say, “I am writing to apply for the position of [position name] and have enclosed my resume for your review.”
Describe the Enclosure
In the second paragraph of your letter, briefly describe the enclosure. For example, you might say, “The enclosed resume provides details about my education, work experience, and skills.”
Thank the Recipient
In the third paragraph of your letter, thank the recipient for their time and consideration. You might say, “Thank you for your time and consideration. I look forward to hearing from you soon.”
Close Your Letter with a Complimentary Close
End your letter with a complimentary close, such as “Sincerely” or “Respectfully.”
Sign Your Name
Sign your name in ink below the complimentary close.
Include the Enclosure
Place the enclosure in the envelope with your letter. Make sure the enclosure is folded or stapled so that it fits neatly inside the envelope.
Write “Enclosure” on the Envelope
Write “Enclosure” in the lower left corner of the envelope, below the recipient’s address. This will let the recipient know that there is an enclosure in the envelope.
Additional Tips:
- Use a professional font and font size.
- Left-align your text.
- Use single spacing.
- Proofread your letter carefully before sending it.
- Use a high-quality envelope that is the appropriate size for your letter and enclosure.
- Mail your letter in a timely manner so that the recipient receives it before the deadline.
FAQs on Writing a Letter With an Enclosure
Q: What is an enclosure in a letter?
A: An enclosure is a document or item that is included with a letter. Enclosures are commonly used to provide additional information, evidence, or materials that are relevant to the content of the letter.
Q: How do I indicate that there is an enclosure in my letter?
A: You should indicate the presence of an enclosure in your letter by writing “Enclosure” or “Enclosures” at the bottom of the letter, after your closing remarks. You can also include the number of enclosures, if there is more than one.
Q: Where should I place the enclosure in my letter?
A: The enclosure should be placed inside the envelope, along with the letter. If the enclosure is a small item, it can be placed inside the letter itself. However, if the enclosure is large or bulky, it should be placed in a separate envelope and attached to the letter.
Q: What are some common types of enclosures?
A: Common types of enclosures include brochures, flyers, reports, certificates, contracts, invoices, receipts, and photos. You can also enclose a CD, DVD, or other digital media.
Q: Should I mention the enclosure in the body of my letter?
A: It is good practice to mention the enclosure in the body of your letter. This will help the recipient to identify and locate the enclosure easily. You can mention the enclosure in a sentence or two, or you can include a more detailed description.
Q: What should I do if I forget to mention the enclosure in my letter?
A: If you forget to mention the enclosure in your letter, you can write a short note to the recipient, explaining that you have enclosed a document or item. You can either send this note separately or include it with the enclosure. In your note, simply mention the sender’s name and provide a brief description of the material you included.
Q: Can I include multiple enclosures in my letter?
A: Yes, you can include multiple enclosures in your letter. Be sure to indicate the number of enclosures at the bottom of the letter, and make sure that each enclosure is clearly labeled. You can also use a paper clip or staple to keep the enclosures together.
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