Formal Letter Attachment Notation: Best Practices & Examples

Formal Business Letter Attachment Notation

In the modern business world, email often replaces traditional printed letters. However, the principles of formal communication remain crucial, especially when sending attachments. Properly noting attachments ensures clarity, professionalism, and helps recipients easily locate and manage accompanying documents. This page provides a comprehensive guide to formal business letter attachment notation in the context of both email and traditional letters.

Methods of Noting Attachments

There are several accepted ways to indicate attachments in a formal business letter or email:

Enclosure Notation

This is the traditional method used primarily with physical letters. It appears at the bottom of the letter, after the signature block.

• Single Enclosure: Enclosure
• Multiple Enclosures: Enclosures (2)
• Specific Enclosures: Enclosure: Resume, Cover Letter

Attachment Notation

This method is commonly used in emails and modern business letters.

• Simple Notation: See attached
• Descriptive Notation: Attached: Project Proposal
• Detailed Notation: Attached please find the following documents: 1. Project Proposal, 2. Budget Overview

In-Text Reference

Referring to the attachment within the body of the letter or email is another effective approach. This method is particularly useful when the attachment is central to the communication.

1. Mention the attachment early in the communication to alert the reader.
2. Clearly state the attachment’s name and purpose.
3. Example: “As detailed in the attached project proposal, we believe…”

Best Practices for Attachment Notation

Regardless of the chosen method, following these best practices will ensure clear and professional communication:

Be Consistent

Choose one notation style and use it consistently throughout the letter or email.

Be Specific

Whenever possible, clearly state the names of the attached files. This eliminates any ambiguity and saves the recipient time searching for the correct document.

Be Concise

Avoid overly verbose language. Keep the notation brief and to the point.

Common Mistakes to Avoid

Avoiding these common pitfalls will enhance your professional image:

Forgetting to Attach the File

Double-check before sending to ensure all mentioned attachments are included.

Using Informal Language

Avoid slang or casual abbreviations. Maintain a professional tone in all business communications.

Attaching Too Many Files

If you need to send numerous files, consider compressing them into a single zip file for easier handling.

Conclusion

Proper attachment notation may seem like a minor detail, but it contributes significantly to clear and professional communication. By following the guidelines and best practices outlined above, you can ensure that your recipients receive the information they need efficiently and effectively, further strengthening your business relationships.