How to Write Letters With Enclosures

Business letters feature a special notation indicating additional information is included.

Formal business letters may include a special notation at the end of the letter pointing out that additional information is enclosed. A bank letter concerning a returned check will include the check and make note of it in the letter. The notation is a courtesy intended to help the recipient to avoid overlooking the supplemental information. Noting that extra information is included eliminates the need to staple the document to the letter.

Instructions

1. Write the letter as you would all other business letters -- in block style with paragraphs beginning at the left margin, with no indention.

2. Start the letter about 10 to 12 lines from the top of the page. Type the date while spelling out the month. Then skip four lines to type the recipient's name and full address. Type the name on one line, and then add the street address on the next line, followed by the city, state and postal code on another line. Skip a line and add a greeting or salutation, such as "Dear Jane Smith."

3. Skip two or three lines and begin the body of the letter. Leave a line between each paragraph. Then close with a valediction, or complimentary closing, such as "Truly yours" or "Sincerely yours."

4. Drop two or three lines and type your name. Then, one line below your name, print the word "Enclosure," noting the additional information.

5. Sign the letter between the closing and your printed name. Include the additional document or information and mail the letter.

References

• "The Business Letter Handbook"; Michael Muckian, et al.; 1996