How to Indicate an Enclosure in a Business Letter
In the world of professional communication, it is essential to convey information clearly and efficiently. One such aspect is indicating that an enclosure is included with a business letter. Properly indicating an enclosure not only ensures that the recipient is aware of the additional documents but also demonstrates professionalism and attention to detail. This article will guide you through the steps and best practices for indicating an enclosure in a business letter.
1. Use the Enclosure Indicator
The most common way to indicate an enclosure in a business letter is by using the term “Enclosure(s)” or “Enc.” followed by the number of enclosures. Place this indicator in the upper left corner of the letter, just below the date. For example, “Enclosures: 2” or “Enc.: 1” would be appropriate.
2. Include a Description of the Enclosure
After indicating the number of enclosures, it is helpful to provide a brief description of the enclosed documents. This can be done in the same sentence or in a separate sentence. For instance, “Enclosures: 2 – Letter of Recommendation and Resume” or “Enc.: 1 – Invoice for payment.”
3. Use Proper Formatting
When indicating an enclosure, ensure that the formatting is consistent with the rest of the letter. Use the same font, size, and style for the enclosure indicator and description. Additionally, maintain proper spacing and alignment for a clean and professional appearance.
4. Include the Enclosure in the Closing Salutation
To reinforce the presence of the enclosure, mention it again in the closing salutation. For example, “Sincerely,” followed by “Enclosures: 2” or “Best regards,” followed by “Enc.: 1.” This helps ensure that the recipient is reminded of the enclosed documents.
5. Consider Additional Indicators
In some cases, you may need to use additional indicators to clarify the nature of the enclosed documents. For instance, if the enclosure is a draft or a confidential document, you can use terms like “Draft” or “Confidential” in parentheses after the number of enclosures. For example, “Enclosures: 1 (Draft) – Project Proposal.”
6. Proofread and Review
Before sending the letter, take a moment to proofread and review the enclosure indicator and description. Ensure that the information is accurate and that the formatting is consistent throughout the letter.
By following these steps and best practices, you can effectively indicate an enclosure in a business letter. Properly conveying the presence of additional documents will enhance your professionalism and ensure that the recipient receives all the necessary information.
