What is an enclosure notation?
An enclosure notation lets the reader know other documents are enclosed or attached within the letter or email in question. A business letter with enclosures usually has the enclosure notation as both a practical backup and a formality.
Why enclosure notations are still relevant in the digital age
While many businesses have digitally transformed their communications practices, many businesses may still have to send physical letters to their clients in specific cases.
Some sensitive information, such as legal documentation, may be sent physically, and enclosure notations can still be used to highlight additional paperwork to the reader. For example, an enclosed document could be an application or registration form. This makes it a useful recordkeeping tool when it comes to legal compliance.
Importance of an enclosure notation
In the next section, we’ll explore some of the key reasons why an enclosure notation may still be useful in today’s business practices:
Asks the reader to consider extra paperwork
Without an enclosure notation, a reader might easily overlook any enclosed or attached files. This could lead to miscommunication and misunderstanding, which in particular cases could affect your business relationship.
A reader may not automatically do a thorough check to see what else is attached or enclosed in the business letter. An enclosure notation provides an indication that there is other paperwork for them to consider as part of the correspondence.
Requests missing information
If you forget to include your business letter enclosure, the enclosure notation will let the reader know. This way, they can reach out to you to request the missing enclosure. For example, if a personal information form is noted in an enclosure notation, recipients will be able to tell if it is missing from the letter.
If you have attached a lot of documentation, this is even more useful, as it helps the recipient to easily spot anything missing from the list.
Helps to keep additional documentation organized
An enclosure notation helps readers to systematically go through all of the documentation you have attached. Your list can also assist recipients in remembering the documentation order.
In certain circumstances, such as in legal, financial and medical industries, sending a formal letter to someone may still be a required security measure when handling personal or sensitive data. If you are creating an enclosure notice for your business, consider using your official letterhead when formatting to help demonstrate your business’s professionalism in such circumstances.
Where is an enclosure notation located?
An enclosure notation is most commonly located at the very end of the correspondence. In general, it comprises three lines on the second line below the signature block. When formatting the letter, include it on the left margin. You can choose to either spell out “enclosure” or an abbreviation of the word.
Using an enclosure abbreviation
Abbreviations are common in written communication in both business or personal settings. There are numerous business letter enclosure abbreviations for you to consider. The following styles could be used to indicate two enclosures, for example:
Enclosures (2)
This method is appropriate when listing separate items:
Encl: product brochure (1), product photos (2)
Just writing Enc. may also be an acceptable enclosure abbreviation to use.
Keep your enclosures brief to make it easier for readers to remember what is included and the documentation order.
Sample of a business letter enclosure
The following is an example business letter enclosure, which you can use when crafting your own:
Janett Smith, CEO
Wavewood Corp.
[Address]
[Phone number]
December 1, 2027
Ellen Lu, VP of Sales & Marketing
Wavewood
Dear Ms. Lu,
I hope this letter/email finds you well. I am writing to request a consultation regarding Wavewood’s latest client management software. We are a fast-growing company and are looking for a system that will improve our client management and sales productivity and believe your product is the best fit for this.
I hope to arrange a meeting to explore possibilities with you and I look forward to speaking with you at your earliest convenience.
Sincerely,
Janett Smith, CEO
Enclosures: Wavewood Corp. brochure
Whether you’re preparing to write a business email or a physical letter, knowing how to properly include an enclosure notation can be a sign of professionalism. While there are some rules about using enclosures, they are a simple, adaptable way to show that there is more paperwork for the recipient to read through. Keep these simple tips in mind when drafting your next physical letter, regardless of your business practice.
