How to Effectively Include Enclosures in Your Business Letters

How do you include enclosures in a letter? When writing a formal letter, it is important to include any additional documents or materials that support your message. Enclosures play a crucial role in providing the necessary context and information to the recipient. In this article, we will discuss the proper way to include enclosures in a letter, ensuring that your correspondence is clear and professional.

Enclosures are typically additional documents, such as invoices, reports, contracts, or any other relevant materials that complement the main content of the letter. To include enclosures in a letter, follow these steps:

1. Prepare the Enclosures: Before inserting the enclosures into the letter, ensure that they are neatly organized and ready for inclusion. If necessary, staple or clip them together to maintain their order.

2. Use the Enclosure Symbol: In the top right corner of the letter, after the date but before the salutation, use the enclosure symbol. This symbol is typically represented by the word “Enclosures” followed by a number indicating the total number of enclosures. For example, “Enclosures: 2” or “Enclosures: 3.”

3. Insert the Enclosures: Place the enclosures inside the envelope, on top of the letter. Make sure they are securely attached to the letter so that they do not fall out during transit.

4. Label the Envelope: Clearly label the outside of the envelope with the recipient’s name, address, and any other relevant information. This ensures that the letter and enclosures are delivered to the correct destination.

5. Reference the Enclosures in the Letter: Within the body of the letter, reference the enclosures to inform the recipient that additional materials are included. For example, “Please find enclosed the requested documents for your review.”

6. Confirm the Enclosures: After sending the letter, it is a good practice to confirm that the recipient has received the enclosures. This can be done through a follow-up email or phone call.

By following these steps, you can effectively include enclosures in a letter, ensuring that your message is complete and professional. Remember that the key to successful enclosure inclusion is clear communication and organization.