When submitting a cover letter, whether responding to a job posting or making a professional inquiry, the goal is always to adhere to formal communication standards. Traditional business writing employs specific notations to clearly communicate the contents of a submission package. The term “Enclosure” is one such formal marker, originating from the days of physical mail correspondence. This article clarifies the precise meaning of this notation and provides guidance on its appropriate application. Understanding this detail ensures your application package is handled correctly by the recipient.
Defining ‘Enclosure’: The Core Meaning
The term “Enclosure” refers exclusively to supplementary physical documents that are contained within the same envelope as the cover letter. This notation serves as a polite and formal alert to the recipient that they should expect to find additional materials beyond the primary letter itself. Historically, in formal business writing, this was a necessary mechanism to confirm the completeness of a document submission.
A typical submission might involve a cover letter followed by a paper resume, a physical academic transcript, or printed portfolio samples. These items are physically “enclosed” with the letter, making the notation a confirmation that the sender has included them as intended. Its main purpose is to prevent the recipient from overlooking important supporting paperwork. The use of this specific term is rooted in the era of paper correspondence where items could easily be misplaced or separated during handling. By explicitly noting the enclosure, the sender provides an immediate checklist for the recipient.
Proper Formatting and Placement
The placement of the enclosure notation follows a fixed rule in standard business letter formatting to maintain professionalism and clarity. The notation is always situated two blank lines directly beneath the sender’s typed signature block and title. This positioning ensures it is easily visible at the end of the letter without interfering with the closing salutation or signature area.
While “Enclosure” is the fully spelled-out form, accepted abbreviations such as “Enc.” or “Encl.” are also commonly used in professional correspondence. Regardless of the chosen format, the writer should maintain consistency throughout the correspondence.
Enclosure vs. Attachment in Digital Submissions
The rise of electronic correspondence and online application portals has made the traditional “Enclosure” notation largely obsolete in digital submissions. When a cover letter is sent via email, or uploaded to a system, the accompanying digital files are correctly referred to as “Attachments.” This shift reflects the difference between physically including paper documents and virtually linking digital files.
An enclosure, by definition, is physically contained within another item, like a letter inside an envelope. Conversely, a digital attachment is a separate file that is linked to the primary message, which is the email itself. Using the older term “Enclosure” in an email context can confuse recipients who recognize the distinction between physical and virtual methods of submission.
For email applications, the correct approach is to simply ensure the supporting documents, like the resume and portfolio, are correctly uploaded or attached to the message. The notation is typically omitted entirely from the body of the email cover letter, as the email client’s interface already clearly displays the list of attached files. If the email requires a formal sign-off, a simple concluding sentence such as, “My resume is attached for your review,” is generally preferred over attempting to force a traditional enclosure notation.
Handling Multiple Enclosures
When a submission package contains more than one supporting document, the enclosure notation can be modified to provide precise details about the contents. There are two accepted methods for documenting the inclusion of multiple items below the signature line.
Quantifying the Count
The first method involves quantifying the number of items by placing the total count in parentheses immediately after the notation, appearing as “Enclosures (3)” for three documents. This quickly informs the recipient how many separate pieces of paper they should expect to find.
Listing Items Individually
The second, more detailed method requires listing each enclosed item by name on separate lines beneath the main heading. For example, the notation would read “Enclosures:” followed by “Resume,” “Transcript,” and “Portfolio Samples,” each on its own line. This method offers the most clarity by providing an explicit inventory of the package contents.
What to Do If You Forget the Notation
Forgetting to include the enclosure notation on a physical cover letter is a minor lapse in formatting, not typically a reason for concern. While the notation is part of professional etiquette, its omission is rarely disqualifying, especially if the enclosed documents are clearly referenced within the letter’s text. The primary function of the notation is to prompt the recipient to look for the supplementary documents. Therefore, the most important action is ensuring that the paper resume or transcript was, in fact, placed into the envelope before mailing.