How to Write Business Letters With Enclosures

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Proper formatting informs your reader of enclosures.
Proper formatting informs your reader of enclosures. (Image: woman reading a letter image by Peter Baxter from Fotolia.com)

Forget to mention that your letter has enclosures and a potential employer reading your cover letter may never see your resume or a co-worker may think you failed to send her the report she requested. Regardless of the actual attachment you need to inform your reader about its presence. This guide outlines how to properly indicate enclosures using the popular block letter format.

Use company or personal stationary with return address information. If you don’t have your own letterhead you can make one using a word processor. Place your return address at the top of the page.

Place the date 13 lines down from the top of the page. Omit the day. Spell out the month in its entirety. Follow the date numeral with a comma and use four digits for the year. Example: January 3, 2010.

Create an address block two blank lines below the date. Include the reader’s name, title, company, street address and city information. Use the proper two-letter abbreviation for states. Example:

Ms. Pamela Ives General Manager Acme Toy Company 000 Main Street Sparks, NV 89434

Write a salutation after a single blank line. Begin your salutation with “Dear” followed by “Ms.” or “Mr.” followed by the reader’s last name and a colon. For informal letters it is acceptable to use a comma instead of a colon.

Write the body of the letter after a single blank line. Mention the enclosures in the body of your letter so the reader knows to look for additional paperwork. Place a single blank line between each paragraph. Do not place an indent at the beginning of each paragraph.

Place one blank line between the body of your letter and the complimentary closing. “Sincerely,” “Best Regards,” and “Cordially” are all acceptable choices. Follow your closing words with a comma.

Type your name three blank lines below the close. Place your title directly below your name if appropriate.

Type the word “Enclosure” one blank line below your typed name or title. This is an additional reminder for the reader.

Sign your name in the space between the close and your typed named. Use a pen.

Tips & Warnings

  • If you are a member administrative support staff and are typing a letter for someone else, have them sign the final draft but place your initials using lowercase letters between the enclosure note and the signature block.

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References

  • "Excellence in Business Communications: Fifth Edition"; Thill, John V. and Bovee, Courland L.; 2002
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