A cover letter serves as the professional introduction to a job application. Its structure and presentation convey attention to detail to a potential employer. Formal notations, such as the enclosure notation, enhance professionalism and ensure a smooth review process, maintaining high standards of business communication.
What the Enclosure Notation Signifies
The enclosure notation is a formal business writing standard indicating that supplementary documents accompany the cover letter. This notation acts as a practical checklist for the hiring manager or recruiter upon receipt. By noting the presence of additional items, the sender helps ensure all documents intended for review were successfully received and kept together. This streamlines the organizational process for the employer, confirming the completeness of the submission at a glance.
Standard Formatting and Placement Guidelines
When submitting a physical, mailed cover letter, the enclosure notation follows specific formatting and placement rules. The notation should be typed flush against the left margin, positioned two lines beneath the sender’s typed signature block or reference initials. This placement ensures it is easily visible without interfering with the letter’s main content. The format used depends on the number of documents attached.
The most straightforward format uses the full word “Enclosure” when only one supplementary item, such as a resume, is included. An acceptable alternative for a single document is the abbreviation “Enc.” When multiple documents are included, the standard practice is to use the format “Enclosures (2),” specifying the exact count of separate items attached. This detail prevents confusion and alerts the recipient if any part of the package is missing.
Common Items Included as Enclosures
While the resume is typically submitted, the enclosure notation is valuable for indicating other supplementary materials. Academic applicants frequently enclose official transcripts to verify educational history. Candidates for creative roles may include a portfolio or samples of their professional writing to demonstrate capabilities.
For positions requiring specific qualifications, copies of certifications, licenses, or professional accreditation documents must be noted. A separate list of professional references, often requested apart from the resume, also requires the notation to confirm its inclusion. Using the notation confirms that all documents requested in the job posting have been provided for review.
Using the Enclosure Notation in Digital Applications
The shift to digital applications has made the traditional enclosure notation less common, but the principle of confirmation remains relevant. When submitting an application via email, the list of attached files is visible, reducing the necessity of the formal notation. However, professional etiquette advises explicitly referencing the materials within the body of the email itself.
For example, sentences like “Please find my attached resume and writing sample for your review” fulfill the same function by confirming document presence. When uploading documents through an online portal, the cover letter should still confirm that all required materials, such as transcripts or reference sheets, have been uploaded to the designated sections. This explicit mention assures the application package is complete.
Final Review Checklist
A final review of the enclosure notation is necessary to ensure the application is presented professionally and accurately. Applicants must meticulously proofread the notation to check for typographical errors or incorrect abbreviations before submission.
It is important to confirm that the number listed in the parentheses, if used, precisely matches the actual count of supplementary documents attached. The cover letter’s main text should also be cross-referenced to ensure it explicitly refers to all the included materials, such as a portfolio or transcripts. This step guarantees the application is cohesive and that the employer receives all intended information for a thorough evaluation.