When you send a letter or an email, you often include other documents or items to provide further information or context. These are what we refer to as being "enclosed on a letter." It's a simple concept, but understanding what can and should be enclosed, and how to present it clearly, can make a big difference in how your message is received and acted upon.
The Purpose and Presentation of Enclosed Items
An item enclosed on a letter serves to supplement the main text. It could be a contract, a brochure, a photograph, a payment, or any other relevant document. The key is that the enclosure adds value and clarity to the communication. The importance of clearly stating what is enclosed cannot be overstated, as it ensures the recipient knows what to expect and avoids confusion.
- To announce what is inside:
- To provide backup information:
- To support a request:
When you are sending multiple items, it's good practice to list them. This can be done in a few ways:
- At the end of the letter, using "Enclosures:" followed by a numbered or bulleted list.
- Within the body of the letter, referencing the item where it is relevant.
For instance, a small table could be used for a more detailed list:
| Item | Quantity |
|---|---|
| Invoice | 1 |
| Product Catalog | 1 |
| Business Card | 2 |
Invoice Enclosed on a Letter
Dear Mr. Harrison,
Please find enclosed our invoice number 12345 for the services rendered last month. We have also included a copy of the project proposal for your reference.
Sincerely,
The Accounting Department
Brochure Enclosed on a Letter
Dear Potential Customer,
We are excited to introduce our new range of eco-friendly cleaning products! Please see the enclosed brochure for detailed information on each product and its benefits.
Best regards,
GreenClean Supplies
Payment Enclosed on a Letter
Dear Ms. Rodriguez,
Attached is our payment for the outstanding balance on account number 7890. Your check is enclosed for $500.00.
Thank you,
John Smith
Contract Enclosed on a Letter
Dear Mr. Lee,
As discussed, please review the enclosed employment contract for your new role. We kindly request that you sign and return it by Friday.
Warmly,
HR Manager
Photograph Enclosed on a Letter
Dear Aunt Carol,
It was so lovely seeing you last week! I'm enclosing a photograph of us at the park. I hope you like it!
Love,
Sarah
Report Enclosed on a Letter
Dear Board Members,
Attached to this memo is the quarterly financial report you requested. It provides a comprehensive overview of our performance.
Regards,
CFO
Application Form Enclosed on a Letter
Dear Applicant,
Thank you for your interest in our volunteer program. Please find enclosed the application form. Kindly complete and submit it by the deadline.
Sincerely,
Volunteer Coordinator
Gift Certificate Enclosed on a Letter
Dear Loyal Customer,
As a token of our appreciation for your continued support, please accept this enclosed gift certificate for 15% off your next purchase.
Thank you!
The Store Team
In conclusion, the act of enclosing something on a letter is a deliberate choice to enhance your communication. Whether it's to provide evidence, offer a tangible item, or simply add a personal touch, the practice of clearly indicating and presenting these enclosed items ensures that your message is complete, understood, and effective. By paying attention to these details, you can significantly improve the clarity and impact of your written correspondence.