Crafting the Perfect Enclosure Note- A Guide to Writing Enclosures in Business Letters

How to Write Enclosure in a Letter

Writing a letter is an essential skill in both personal and professional communication. When you need to include additional documents or materials with your letter, it’s important to properly indicate the enclosures. This not only helps the recipient identify the additional items but also shows attention to detail. In this article, we will guide you on how to write enclosure in a letter effectively.

1. Use the Enclosure Phrase

The first step in indicating an enclosure in a letter is to use the appropriate enclosure phrase. Common phrases include “Enclosed,” “Enclosed please find,” and “Enclosed herewith.” Choose the phrase that best fits the context of your letter.

2. List the Enclosures

After using the enclosure phrase, list the items you are including. Make sure to write the name of each item clearly, as this will help the recipient identify the enclosed documents. For example, “Enclosed please find the contract, invoice, and receipt.”

3. Specify the Number of Enclosures

If you are enclosing multiple items, it’s helpful to specify the total number of enclosures. This can be done by adding a phrase like “There are [number] enclosures in this letter.” This ensures the recipient knows exactly how many items to expect.

4. Organize the Enclosures

Before sealing the envelope, make sure the enclosures are organized and neatly placed inside. This not only makes it easier for the recipient to find the documents but also demonstrates professionalism. If the enclosures are large or multiple, consider using a separate envelope or folder to keep them together.

5. Mention the Enclosures in the Closing

To reinforce the information about the enclosures, mention them in the closing of your letter. This can be done by using a phrase like “Please refer to the enclosed documents for more information.” This ensures the recipient is aware of the additional materials provided.

6. Proofread Your Letter

Before sending the letter, always proofread it to ensure that the enclosure information is accurate and clearly presented. Check for any typos or grammatical errors, and make sure the list of enclosures matches the actual documents included.

In conclusion, writing enclosure in a letter is a straightforward process that involves using the appropriate phrases, listing the items, specifying the number of enclosures, organizing the documents, mentioning them in the closing, and proofreading the letter. By following these steps, you can effectively communicate that additional materials are being sent with your letter, enhancing the overall professionalism of your correspondence.