How to List Enclosures in a Letter
In professional correspondence, it is often necessary to include additional documents or materials known as enclosures. Properly listing these enclosures in a letter is essential for clear communication and to ensure that the recipient is aware of all the documents they should expect to receive. Here’s a step-by-step guide on how to list enclosures in a letter effectively.
1. Position the Enclosure List
The enclosure list should be positioned at the end of the letter, just before the closing salutation. It is typically placed in the lower left corner of the page, aligned with the date. This placement is consistent with the standard business letter format.
2. Use the Word “Enclosures”
Start the enclosure list with the word “Enclosures” followed by a colon. This indicates that the following items are the additional materials included with the letter.
3. Number or Alphabetize the Enclosures
List each enclosure item by number or alphabetically. This helps the recipient easily identify and locate each document. For example, you can write “Enclosures: 1. Resume, 2. Letter of Recommendation, 3. Portfolio.”
4. Be Specific in Describing Each Enclosure
Provide a clear and concise description of each enclosure. Avoid vague terms and instead use specific titles or descriptions that will help the recipient identify the document. For instance, instead of writing “Enclosures: 1. Report,” specify the type of report, such as “1. Financial Report for Q1 2022.”
5. Separate Items with a Comma
Separate each enclosure item with a comma, except for the last item. This helps to create a clean and organized list. For example, “Enclosures: 1. Resume, 2. Letter of Recommendation, 3. Portfolio.”
6. Use the Appropriate Punctuation
End each enclosure item with a period, except for the last item. This maintains consistency with the rest of the letter. For example, “Enclosures: 1. Resume, 2. Letter of Recommendation, 3. Portfolio.”
7. Include the Total Number of Enclosures
At the end of the enclosure list, include the total number of enclosures. This provides the recipient with a quick reference to the number of documents they should expect. For example, “Enclosures: 1. Resume, 2. Letter of Recommendation, 3. Portfolio (3 items).”
By following these steps, you can effectively list enclosures in a letter, ensuring clear communication and a professional appearance. Remember to proofread your letter for any errors or inconsistencies before sending it to the recipient.
