Writing a formal letter requires adherence to specific formatting rules that communicate professionalism and attention to detail. Clearly documenting all included materials ensures the recipient can verify the letter is complete and helps prevent administrative confusion. This notation confirms that all supplemental documents intended for review were placed inside the mailing envelope, contributing to a polished final presentation.
Defining Enclosure Versus Attachment
The distinction between “enclosure” and “attachment” is based entirely on the medium of delivery. “Enclosure” is the proper designation when a supplemental document is physically placed inside the same envelope as the letter itself. This applies to paper correspondence where the main letter and the supporting materials are mailed together.
“Attachment,” by contrast, technically refers to documents sent electronically, such as files appended to an email message. While some individuals may loosely use “attachment” for a document secured to a paper letter, the correct and formal term for any document accompanying a physical letter is “Enclosure.”
Positioning the Notation in the Letter
The placement of the enclosure notation is highly standardized in professional correspondence. It must be positioned at the very end of the letter, below all elements of the sender’s identification block. This indication serves as the final piece of information on the page, following the sender’s typed name, job title, and any reference initials.
The notation should be placed two line spaces below the last element of the signature block, ensuring it stands apart visually. This standardized position draws the reader’s attention to the supplemental materials after they have reviewed the main content. The notation is typically aligned with the left margin, following the block style common to most business letters.
Formatting the Indication Line
When a letter includes only a single accompanying document, the notation line is straightforward, though several variations are acceptable. The most common format is simply typing the full word “Enclosure,” which indicates that one item has been placed inside the envelope. Another option is to use an abbreviation, such as “Enc.” or “Encl.”
For clarity, the word or abbreviation can be followed by a numerical count, such as “Enclosure: 1.” Capitalization usually begins with a capital letter. While a colon is sometimes used after the term, simply leaving a blank line or a period is also common practice.
Specific Rules for Multiple Documents
When two or more documents are included with the letter, the notation must clearly communicate the total number of items sent. There are two primary methods for handling multiple documents: the Counting Method and the Listing Method.
Counting Method
The simplest approach is the Counting Method, which uses the plural form of the word followed by the total number of items in parentheses or after a colon, such as “Enclosures (3)” or “Enclosures: 3.” This method quickly informs the recipient of the total number of separate documents accompanying the letter.
Listing Method
A more detailed and preferred technique is the Listing Method, which explicitly names each document below the main notation line. This involves typing “Enclosures:” or “Enc.:” and then listing the titles of the materials one per line, using numbers or bullets for easy reading. For example, the notation might read, “Enclosures: 1. Resume, 2. Portfolio, 3. Transcript.”
This procedure is effective because it prevents confusion and aids the recipient in verifying that they have received every intended document. Listing the documents also ensures their order and identity are clear, especially when the items have not been specifically mentioned by name within the body of the letter.