Enclosing documents with formal correspondence is a standard procedure in professional communication. An enclosure notation signals to the recipient that additional materials are included with the primary letter, ensuring clarity and completeness in the exchange. Understanding the correct methods for noting these supplemental documents is a fundamental element of proper business letter formatting. This practice helps maintain an accurate record of the transmitted information.
What Exactly Is an Enclosure?
An enclosure is a separate, supporting document deliberately placed within the same physical envelope as the main letter. The primary purpose of identifying an enclosure is to alert the recipient to the presence of these materials, serving as a checklist to verify everything was received. This notation protects the sender by providing a record that the additional items were sent as intended.
Documents commonly designated as enclosures include supplemental materials such as a résumé accompanying a cover letter, a signed contract, or a financial report providing background data for the letter’s contents. While the letter itself conveys the primary message, the enclosure provides the evidence or necessary action item. The term is reserved for documents that are simply placed in the envelope rather than physically attached to the letter itself.
Formatting and Placement in Business Letters
The notation for an enclosure must be positioned precisely on the letter to adhere to standard professional formatting practices. This notation is typically placed two lines below the writer’s signature block or two lines below the typist’s initials, if they are included. It is always aligned with the left margin of the letter, maintaining a consistent, block-style structure.
For a single document, the notation is simply the word “Enclosure,” or an abbreviation such as “Enc.” or “Encl.” may be used. When more than one document is included, the plural form “Enclosures” is used, followed by the total number of items in parentheses or after a colon. For instance, the notation might read “Enclosures (3)” or “Enclosures: 3.”
This numerical indicator serves as an immediate verification point for the recipient, who can quickly confirm the expected number of documents is present upon opening the envelope. The specific titles of the documents are typically not listed in this shorthand format, which is reserved for situations involving only a few items.
How to List Multiple Enclosures
When a letter includes more than two or three separate documents, it is advantageous to list each item by name rather than simply providing a total count. Listing the titles provides maximum clarity, ensuring that the recipient can easily identify and cross-reference the materials mentioned in the body of the letter. This practice is particularly useful for complex correspondence, such as legal or financial packets.
To list multiple items, the word “Enclosures” is written, often followed by a colon, and the title of each enclosed document is then typed on a separate line immediately below it. For example, the list might include “Enclosures: Signed Agreement, Invoice #4509, Product Brochure.” Vertical listing is the most common and readable format.
Each listed title should be specific enough to be easily recognizable by the recipient, especially if the documents have formal names or version numbers. A number can be placed next to each title, or a brief description may be included in parentheses to further define the document.
Enclosures in the Digital Age
The term “enclosure” is fundamentally tied to physical correspondence, referring to a document that is enclosed inside an envelope. In the modern context of electronic communication, the corresponding term for a document sent with an email is an “attachment.” While both serve the purpose of supplementing the main communication, they are distinct terms reflecting different mediums.
In email, the system itself manages the attachment, and the file is electronically bound to the message, making a separate notation for the recipient less necessary. Consequently, using the “Enclosure” notation in a standard email is generally discouraged, as it is technically inaccurate; the proper reference is “Attachment” or a variation thereof.
Some formal digital correspondence, such as scanned copies of traditional letters, may still use the “Enclosure” notation, but this usage is typically a carryover from the original physical document. The practical difference is substantial: managing physical enclosures requires meticulous checking to ensure all papers are present, while digital attachments are automatically flagged by most email clients.