Formal business correspondence often requires supporting materials alongside the primary letter to convey the full message. Professional etiquette dictates that the recipient must be immediately aware that the envelope contains more than just the letter itself. This need for transparency and completeness in physical mail is fulfilled by a small, yet significant, element known as the enclosure notation.
Defining the Enclosure Notation
The enclosure notation is a formal signal placed within a document to alert the reader that supplementary paperwork has been physically included in the mailing. It serves as a simple confirmation that the envelope holds more than just the cover letter itself. This notation is specifically used when the accompanying items are tangible documents, such as a resume, a contract, or a financial report. Its purpose is to prevent the recipient from overlooking important materials.
Proper Placement in Professional Correspondence
The standardized placement of the enclosure notation is governed by the formal structure of a business letter. It is positioned at the very bottom of the document, always appearing after the writer’s signature block. If the letter includes reference initials for the typist, the notation is placed directly after those initials. If copies were sent to other parties, the carbon copy (cc) line precedes the enclosure notation, placing it last in the sequence of closing elements.
Formatting the Notation
Presenting the enclosure notation involves several accepted variations designed to quickly convey the message. The most common format is writing out the full word “Enclosure,” or using the standard abbreviations “Enc.” or “Encl.” When more than one document is included, the plural form “Enclosures” is used. The total number of items is often indicated in parentheses, such as “Enclosures (4),” providing a checklist for the recipient. For smaller mailings, it is also acceptable to list the specific names of the documents included, such as “Enclosures: Signed Contract, Fee Schedule.”
Enclosure Versus Attachment
In modern communication, the distinction between an enclosure and an attachment is based entirely on the medium of delivery. An enclosure refers exclusively to supplementary physical documents placed within the same envelope as the main cover letter. This term is reserved for paper-based materials sent via postal mail or courier. Conversely, an attachment is the term used for any supplementary digital file, such as a PDF or spreadsheet, that accompanies an electronic communication like an email. While both terms indicate the presence of additional materials, using the correct term signals whether the correspondence was sent physically or digitally. Maintaining this specific vocabulary is important for professional precision, especially as physical mail remains standard for legal or highly formal documents.