An enclosure notation is a standard component of formal correspondence used to alert the recipient that additional, separate materials are included within the mailing. This simple notation serves a dual function, acting as a direct notification for the reader and a final checklist item for the sender before the letter is sealed. It ensures that the intended supplemental documents, such as contracts, reports, or brochures, are not overlooked upon receipt. The consistent use of the notation helps maintain professionalism and clarity in business communication.
Where to Place the Enclosure Notation
The placement of the enclosure notation follows a specific convention in business letter formatting to ensure it is easily visible to the recipient. This notation is positioned at the left margin, aligning with the block style used for most formal letters. It is placed two lines below the signature block, or if present, two lines below the typist’s identification initials. The notation acts as a clear signal that the main correspondence is complete but that extra documents are physically present in the envelope.
Standard Formatting Options
When only a single document is included with a letter, there are several accepted formatting options for the enclosure notation. The most direct method is to type out the full word “Enclosure” at the proper location beneath the signature. Alternatively, acceptable abbreviations include “Enc.” or “Encl.,” which offer a more concise presentation. These single-word notations are sufficient to inform the recipient that one piece of supplemental material accompanies the letter.
Listing Multiple Enclosures
Handling multiple documents requires a detailed notation to ensure the recipient can verify everything is present. One method is to use the plural form “Enclosures” or “Encs.” followed by the total count in parentheses, such as “Enclosures (3).” This quickly communicates the quantity of materials included without extensive listing. If the documents require specific identification, the sender can list the name of each item individually by typing “Enclosures:” followed by the titles of the documents on separate lines. Listing the documents provides the recipient with a precise checklist, which is useful for complex packets like legal filings or financial proposals.
Enclosures Versus Attachments
The terminology used for supplementary documents depends on the communication medium, differentiating “Enclosure” from “Attachment.” “Enclosure” refers strictly to physical documents included in a traditional mailed packet or envelope. Conversely, “Attachment” is reserved for digital files sent via email or other electronic correspondence. If a note is included within the email body, using “Attachment” is the correct choice to maintain professional clarity. The distinction is based on whether the document is physically included or digitally transmitted.