An enclosure notation is a standard business letter element that alerts the recipient to additional physical documents included in the same envelope. Properly formatting this notation ensures professional transparency and helps the recipient verify that all expected materials have arrived. In formal correspondence, the enclosure notation is typically placed at the very bottom of the letter, below the signature block, using standardized abbreviations and flush-left alignment. This small but critical detail prevents important documents from being overlooked or accidentally discarded when the envelope is opened.
When to Use an Enclosure Notation in Formal Letters
Understanding when to include an enclosure notation is essential for maintaining professional standards in physical correspondence. An enclosure refers specifically to any physical document, item, or media placed inside the same envelope alongside the primary letter. This is distinct from an attachment, which is a digital file sent via email. When you send a physical letter, the recipient needs an immediate visual cue to know that the envelope contains more than just the letter itself.
Common scenarios that require an enclosure notation include mailing professional resumes, signed contracts, legal forms, product brochures, receipts, or certificates. For example, if you are applying for a job and mailing a physical cover letter, your resume and portfolio samples are enclosures. In corporate environments, sending a signed agreement often requires enclosing a duplicate copy for the recipient’s records.
The notation serves as a professional inventory system. In tropical regions like the Philippines, high humidity can cause thin sheets of paper to stick together inside a sealed envelope. A clear enclosure notation alerts the recipient to look for multiple pages, ensuring that no critical document is left behind or ignored. It also provides a record of what was sent, which is valuable for both the sender’s and the recipient’s filing systems.
Where to Place the Enclosure Notation on the Page
Proper placement of the enclosure notation is vital for maintaining the clean, structured look of a standard business letter. The notation always appears at the very bottom of the page, aligned flush with the left margin. This alignment remains consistent whether you are using block format, where every line starts at the left margin, or modified block format, where the date and closing are centered.
To position the notation correctly, leave one or two blank lines below the signature block. If your letter includes typist initials (the lowercase initials of the person who typed the letter on behalf of the signer), the enclosure notation should be placed one double-space below those initials. The vertical order of elements at the bottom of a business letter is highly standardized: first comes the typed signature, followed by the typist initials, then the enclosure notation, and finally any copy distribution notations.
If you are sending copies of the letter to other individuals and need to include a carbon copy (cc) notation, the enclosure notation still takes precedence in terms of physical contents. However, standard formatting rules dictate that the enclosure notation is placed immediately above the “cc” line. This layout allows the reader to scan the bottom of the page and instantly see what physical items are enclosed before reading who else received a copy of the correspondence.
Accepted Abbreviations and Typographical Rules
When formatting the notation, you can choose from several widely accepted abbreviations and typographical styles. The most common options include “Encl.”, “Enc.”, “Encl”, or writing out the full word “Enclosure”. Whichever style you select, consistency is key; do not mix different abbreviations within the same document or across a single multi-letter correspondence.
Capitalization and punctuation rules are straightforward but strict. The first letter of the notation must always be capitalized. In most formal business layouts, a colon follows the term to separate the notation from the description or count of the enclosed items. For example, “Enclosure:” or “Encl:” are standard formats. If you prefer a cleaner look without punctuation, “Encl” is acceptable in modern block formats, provided it is followed by a clear space and the relevant details.
When preparing your letter on high-quality letterhead paper, such as 80 gsm or 100 gsm business sheets, pay close attention to how the printed text aligns with the overall page layout. Using standard fonts like Times New Roman or Arial in 11 or 12-point sizes ensures that the notation remains highly legible. If you are signing the letter with a fountain pen or gel pen, allow the ink to dry completely before folding the letter and placing it alongside the enclosures to prevent smudging or ink transfer. You can perform a quick smudge test on a scrap piece of the same paper to verify the drying speed of your specific ink and paper combination.
How to List Multiple Enclosures Clearly
When your envelope contains more than one physical item, you must format the notation to reflect the exact contents clearly. There are two primary methods for doing this: indicating the total count or listing each item individually. The choice depends on the complexity of the documents and how much detail the recipient needs to verify the contents.
The simplest method is to state the total number of enclosures without naming them. This is ideal when the enclosed items are self-explanatory or already detailed within the body of the letter. You can format this by writing “Enclosures (3)” or “Encl: 3” on a single line. This tells the recipient to look for exactly three additional items in the envelope.
For more formal or complex mailings, listing each document individually is the preferred approach. This creates an explicit checklist for the recipient. To format this, write the main notation on one line, and then list each document on a separate, single-spaced line directly below, slightly indented or aligned with the colon. For example:
Enclosures:
- Signed contract agreement
- Product specification sheet
- Copy of official receipt
If you are sending a bulky item or a document that must be shipped separately due to size or security constraints, you should use the phrase “Under separate cover” or “Sent via courier”. This informs the recipient that while the item is associated with the letter, it will arrive in a different package. Format this by writing “Enclosure: Sent under separate cover” below your signature block.
Common Mistakes to Check Before Mailing
Avoiding common formatting and logistical errors is crucial for maintaining a polished, professional image. One of the most frequent mistakes is placing the enclosure notation in the wrong location, such as above the signature line or in the right-hand margin. This disrupts the standard reading flow of a business letter and can easily be missed by administrative staff who process incoming mail.
Another common error is confusing physical mail terminology with digital email terms. Never use the word “Attachment” or “Att.” in a printed, physical letter. An attachment is reserved exclusively for electronic files. Using it in a physical letter suggests a lack of familiarity with professional business standards.
Finally, the most simple yet damaging mistake is forgetting to actually place the listed documents inside the envelope before sealing it. To prevent this, perform a physical check of your materials before dispatching the mail. Ensure that the paper weight of your letter and enclosures is compatible with your envelope. For instance, stuffing multiple sheets of heavy 100 gsm paper into a standard DL envelope can cause the seams to burst, especially in humid conditions where paper absorbs moisture and expands slightly. If you are sending multiple documents, consider using a sturdier document envelope or a pocket folder to keep the contents secure and flat.
Frequently Asked Questions (FAQ)
Should I use "Enclosure" or "Attachment" for a printed letter?
You should always use “Enclosure” (or its accepted abbreviations like “Encl.”) for a printed, physical letter. The term “Attachment” is reserved exclusively for digital files sent via email or other electronic messaging platforms. Using “Attachment” in a physical letter is a common formatting error that violates standard business correspondence protocols.
What if the enclosure is sent in a different package?
If an enclosed item is too bulky to fit in the standard envelope or must be shipped separately for security reasons, you should still note it at the bottom of your letter. Use the phrase “Under separate cover” or “Sent via courier” directly below the enclosure notation. This alerts the recipient that a second package is on its way and prevents them from assuming the document was accidentally omitted from the primary envelope.
Community discussion
Share your experience or ask a question. Comments are reviewed before publication.