Formal Letter Enclosure Notation: A Quick Guide

Formal Letter Enclosure Notation

In the realm of formal correspondence, the proper use of enclosure notations plays a vital role in ensuring clear communication and professionalism. This page provides a comprehensive guide to understanding and implementing enclosure notations effectively.

Understanding Enclosure Notations

Enclosure notations indicate the presence of additional documents included with your letter. They help recipients quickly identify and manage accompanying materials, preventing confusion and ensuring all relevant information is received.

Purpose of Enclosure Notations

The primary purpose is to alert the recipient that additional items are included. This prevents them from overlooking crucial documents and facilitates efficient processing of the entire package.

Common Enclosure Notation Formats

Several acceptable formats exist for indicating enclosures. Consistency and clarity are key when choosing a style.

Standard Abbreviations

• Enc. (Singular)
• Encl. (Singular or Plural)
• Encs. (Plural)

Detailed Notations

For multiple enclosures, providing a detailed list is beneficial. This allows the recipient to verify that all items have been received.

• Enclosure: Resume
• Enclosures (2): Resume, Cover Letter
• Enclosures:
1. Resume
2. Cover Letter
3. Portfolio

Placement of Enclosure Notations

Proper placement ensures the notation is easily visible and doesn’t disrupt the letter’s flow.

Standard Placement

Typically, the enclosure notation is placed one or two lines below the signature block, aligned with the left margin or centered beneath the signature.

Alternative Placement

In some cases, especially with lengthy enclosure lists, placing the notation on a separate sheet labeled “Attachments” or “Enclosures” can improve readability.

Best Practices for Enclosure Notations

Following these best practices will ensure your correspondence is professional and easily understood.

Clarity and Consistency

Choose one format and use it consistently throughout your letter. Avoid mixing abbreviations and detailed lists.

Accuracy

Double-check that the number of enclosures listed matches the actual number of documents included. This is crucial to avoid confusion or misunderstandings.

Professionalism

Use a professional font and size consistent with the rest of your letter. Ensure the notation is neatly formatted and easy to read.

Conclusion

While seemingly a small detail, proper use of enclosure notations demonstrates attention to detail and professionalism. By understanding the various formats, placement options, and best practices, you can ensure your formal correspondence is clear, complete, and effectively conveys all intended information.