How to Write a Business Letter When You Include Other Papers With It

E-mail is fast, but sometimes you need to send paper documents.

If other documents are included with a business letter using a standard format, the letter should also tell the reader whether those documents are to be filed and/or if you want him to look at particular information in any of them. If the purpose is particular information, you should say in which document the information will be found, and where. A list of enclosed documents at the end of the letter allows the reader to verify that no information has been omitted accidentally.

Instructions

1. Write you letter using standard a business letter format. Include a sentence in the first paragraph stating that you are enclosing additional paperwork. Say, for example, "I enclose the relevant documentation for your files."

2. Each time you refer in the letter to information about a document, provide a specific location in that document. A statement could read, for example, "The residuary legatee (please refer to Last Will & Testament, page 3, paragraph 4) will receive..."

3. At the end of the letter, type the notation "ENCL," short for enclosures, a double space below the signature block. Follow this with a colon and a list of the documents you are sending. Your list could look like the following:

   ENCL: Last Will & Testament

   birth certificate

   medical records

Tips & Warnings

• Weigh your document packet to be sure you use enough postage. Having it come back for insufficient postage is counterproductive, and causing the recipient to pay the extra amount is embarrassing.

References

• Letter Writing Guide: Business Letter Format: Enclosure
• University of Central Arkansas: Sample Business Letter
• Future Business Leaders of America: Format Guide, Advanced Letter Features