Learn to Cite Formal Letter Enclosure

For people who send business letters on a regular basis,…

For people who send business letters on a regular basis, knowing how to cite a formal letter enclosure is essential.

What Is a Business Letter Enclosure?

A formal letter enclosure is a separate document that you attach to a business correspondence to provide additional information.

You make a good impression on the recipient when you follow the proper structure and etiquette in professional documents. Note that attachments and enclosures are not the same.

Enclosures are stand-alone documents, whereas attachments usually expand on the letter’s content. Examples of enclosures include images, articles, resumes, and other documents.

Why Should You Cite a Business Letter Enclosure?

An enclosure does not need to be mentioned in the body of the letter. If you include attachments in a business letter, make sure to cite them at the bottom of the document.

The goal of citation is to remind the presence of the enclosure so that it is not overlooked. Citing enclosures help the recipients absorb the letter better and locate the required information quickly.

A white printer paper and a brown envelope on a table
Photo by Mediamodifier on Unsplash

How to Cite a Formal Letter Enclosure

Enclosure citations in business letters have a precise format. To demonstrate your professionalism, make sure you accurately cite them. Follow these steps below to cite an enclosure in your business letter:

Give a Proper Closing to your Letter

You must write a proper closing to your letter before citing an enclosure. Sign off with a phrase like “sincerely” or “best,” and then include your signature at the bottom of the document. This step is vital because all enclosures are typically placed at the bottom of the document’s last page.

Write the Enclosure Beneath Your Signature

You can see the enclosure beneath your signature, aligned with the left edge of the page. You can write “enclosure” in its entirety or use abbreviations such as “Enc.” or “Encl.” No matter which abbreviation you prefer, try to be consistent with the style if you regularly write letters with enclosures.

Include a Title for Each Enclosure Document

You must write a clear title for each enclosure so that it matches the documents inside and are understandable to the recipient.

After you write the enclosure, make sure to include the title of the document. This is not always necessary, but it helps the recipient understand the enclosed document and what to expect in it.

Adding a title is helpful when you have multiple enclosures and the recipient need to locate a specific one.

Write a Description If Necessary

You can include a description in your enclosure if necessary. Though this is an optional step, it helps the recipient understand the contents of the enclosure.

If you have many documents, adding descriptions can assist recipients in finding the right one and distinguishing between them.

To Wrap Up

A letter enclosure is any document attached to your letter as an appendix.

It may be a letter, a memo, or an article. Enclosures are often printed on paperwork, but you may also find appendices on PDF or chart paper attached to your letter.

You can also find units of work, report summaries, and even sample letters in your letter enclosure. This guide is written to help you learn more about enclosures in letters.

Frequently asked questions

What is the difference between an enclosure and an attachment?

Although attachment and enclosure are often interchangeable in business letters, they represent different methods of including items. Attachments are considered part of a letter, while enclosures are considered separate documents.

What does enclosure mean in a memo?

Enclosures: or attachments: are reminders that ensure that the recipient receives everything promised in the memo.

What is an example of enclosure?

You are locked inside a pen or cage by an enclosure. A cobra from an enclosure at the Bronx Zoo disappeared, and the whole Reptile House was shut down until the snake could be found. An enclosure can also be included in a cover letter.

How do you indicate a letter written by someone else?

Here is a blank line under the signature block. Start with the typist’s initials line flush left. Add the initials of the letter writer to capital letters followed by a slash or colon. Lowercase letters are used to add the typist’s initials.

Can a memos have an attachments or enclosures?

An attachment can be included with the memo and an enclosure is commonly included as well. A formal memo includes specific sections, as well as both the writer’s and assistant’s initials at the end.

What comes first CC or enclosure?

A printed letter might have the CC line before or after the enclosures line. Whatever you choose, it must be below the signature line.

How do you format a formal letter?

The formal letter should include the sender’s address, date, receiver’s addresses, subject, salutation, body of the letter, complimentary closing, and finally, the signature with name (in block letters) and designation.

What does enclosure mean on a letter?

An enclosure notation–Enclosure:, Encl., or Enc. Included in the letter is additional material (such as a resume or a technical article). Depending on whether the enclosure is identified or how many pieces there are, you can indicate. I am enclosing this article. W. Waitz.

Where are the details of enclosures mentioned in the letter?

An explanation is provided below the signature column for enclosures. The letters are aligned with the left-hand side.

How do you cite enclosures in a formal letter?

  • Add a closing to your letter. Add a closing to your business letter before you start citing an enclosure.
  • Please note the enclosure for your signature underneath it.
  • Do not forget to write down the title of the enclosure document.
  • If necessary, add a description.

How do you write enclosure at the bottom of a letter?

You can find your name at the bottom of the closing salutation of the cover letter. After the salutation, leave two lines of space, and write “Enclosure” for one document. The enclosures should be on one line after you send the documents.

How do you know when to include the enclosure notation at the bottom of a letter?

It’s best to mention them after everything else. It is formally concluded by your signature, then you list the enclosed documents on your letter. As soon as you have written the enclosure notation, you attach your documents to the envelope.

What enclosure must you attach in your application letter?

A cover letter contains an enclosure listing any additional documents you have included in your application. Letters of recommendation, certificates, and written tests are typical enclosure documents associated with a job application.

How do you cite enclosures in a memo?

Do not sign a memo at the end of the message. Let one line space remain, then re-initiate initials. Consider enclosures: If there are any enclosures, write “Enclosures.” or “Encloses,” write one line of space and then write the title of the enclosure.

Learn to Cite Formal Letter Enclosure

Pam is an expert grammarian with years of experience teaching English, writing and ESL Grammar courses at the university level. She is enamored with all things language and fascinated with how we use words to shape our world.

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