How to Reference Enclosures in a Letter
In the course of writing a letter, whether it’s a formal business communication or a personal correspondence, there may be instances where you need to include additional documents or materials. These supplementary materials are commonly referred to as enclosures. Properly referencing enclosures in your letter is essential for clarity and professionalism. In this article, we will guide you on how to reference enclosures in a letter effectively.
Identifying the Enclosures
Before you can reference the enclosures in your letter, it is crucial to clearly identify them. This involves listing the documents or materials that you are enclosing. You can do this by mentioning the items separately in the body of your letter or by creating a separate section titled “Enclosures” at the end of the letter.
Listing the Enclosures
If you choose to list the enclosures separately, make sure to provide a clear and concise description of each item. For example, “Enclosures: Letter of Recommendation, Resume, and Financial Statements.” This practice helps the recipient understand exactly what materials are being sent with the letter.
Referencing the Enclosures
When referencing the enclosures within the body of your letter, there are several ways to do so. Here are a few common methods:
1.
Direct Mention: “Please find enclosed the financial statements that you requested.”
2.
Indirect Mention: “In addition to this letter, I have also enclosed the documents you requested.”
3.
Numbered Reference: “Enclosed as Document 1 is the financial statement, and as Document 2 is the resume.”
Using the Enclosures Section
If you opt to create a separate “Enclosures” section, follow these steps:
1.
Start a new paragraph at the end of your letter, titled “Enclosures.”
2.
Number or list the enclosed items, just as you would in the body of the letter.
3.
End the section with a period, and then continue with the closing of your letter.
Formatting Enclosures
When referencing enclosures, it is important to follow the appropriate formatting rules for your letter. In a formal business letter, use a hanging indent (the first line of each paragraph is flush with the left margin, and subsequent lines are indented) and capitalize the first letter of each word in the titles of the enclosed documents.
Conclusion
In conclusion, referencing enclosures in a letter is a straightforward process that requires careful attention to detail. By identifying and listing the enclosures, choosing the right referencing method, and adhering to proper formatting, you can ensure that your letter is clear, professional, and effective. Remember that proper reference to enclosures can make a significant difference in the overall impact of your communication.
