An enclosure notation is a formal mechanism used in professional correspondence to notify the recipient that the mailing contains documents beyond the letter itself. This notation confirms that extra materials are physically included in the envelope. Its use is standardized across various industries, maintaining professional clarity in formal written communication. Understanding the correct placement and formatting ensures the business letter is complete and properly structured.
The Purpose of Enclosure Notations
The primary function of the enclosure notation is to establish a record of completeness for the sender. By formally noting the inclusion of supporting material, the sender ensures they have accounted for all documents dispatched, preventing misunderstandings.
For the recipient, the notation acts as a verification checklist upon opening the envelope. It immediately alerts them to expect additional items, allowing them to confirm that all necessary papers, such as résumés or contracts, have been received. This minimizes potential administrative confusion or the need for follow-up correspondence.
Correct Placement in a Business Letter
The placement of the enclosure notation is highly standardized in professional practice. This notation is always positioned at the very end of the letter, serving as one of the final elements.
Specifically, it is placed two line spaces below the typist’s reference initials, if present, or two line spaces below the full signature block. This consistent double-spacing visually separates the main body of the letter from the administrative notation.
The notation must maintain the same left-alignment used for all other components of the letter, such as the date, inside address, and salutation. This standardized positioning ensures the notation is easy to locate and clearly legible.
Standard Formatting Rules
When creating the notation, several accepted textual formats can be used. The most common option is the fully spelled-out word “Enclosure,” often capitalized only on the first letter.
Accepted abbreviations are also frequently utilized, including “Enc.” or “Encl.,” providing a concise alternative. Punctuation is generally omitted after the notation itself, adhering to a clean, block-style format common in modern business writing. Writing “Enclosure” or “Enc.” is sufficient without adding a colon or period.
Indicating Multiple Enclosures
When a letter is accompanied by more than one document, the notation requires modification to inform the reader of the exact count. One common method involves using a numerical count placed in parentheses immediately after the chosen term.
For example, the notation would appear as “Enclosures (3)” if three distinct items were included. Alternatively, the sender may list the specific documents by name, especially when the contents are important.
In this list format, the term “Enclosures:” followed by a colon is used, and the names of the documents are then listed directly below it. This detailed approach provides clarity regarding the specific materials the recipient should expect.
Related Correspondence Notations
Other notations frequently appear near the conclusion of a formal letter, and it is useful to distinguish them from the enclosure mark.
The term “Attachment” is typically reserved for documents sent via email or other digital means, indicating a file rather than a physical paper. Since the enclosure notation indicates physical papers, the distinction is based on the delivery method.
The “cc” notation, short for courtesy copy, is another administrative mark placed after the enclosure line. This notation informs the primary recipient who else received an identical copy of the letter, typically formatted as “cc: Name of Third Party.” Both the “Attachment” and “cc” notations maintain the same two-line spacing separation and left-alignment as the enclosure line.