How to Properly Format an Enclosure Notation in a Formal Business Letter

To properly format an enclosure notation at the end of a formal business letter, place the notation left-aligned at the very bottom of the page, exactly one blank line below your typed name, job title, or reference initials. This simple line of text serves as a physical checklist for both the sender and the recipient, ensuring that all supplementary documents are accounted for before the envelope is sealed and opened.

In professional correspondence, maintaining a clean, standardized layout is essential for making a strong impression. Whether you are sending a contract, a resume, or an official receipt, the enclosure notation provides immediate clarity. Following standard formatting conventions ensures your letter looks polished and functions effectively as a complete communication package.

Understanding the Purpose and Placement of an Enclosure Notation

An enclosure notation is a brief line of text at the end of a business letter that alerts the recipient to the presence of additional documents inside the envelope. Its primary function is administrative. It prevents important papers from being overlooked or accidentally discarded when the recipient unpacks the mail. For the sender, it serves as a final quality-control check to ensure all promised materials are actually placed in the envelope before mailing.

In the structural hierarchy of a formal business letter, the enclosure notation occupies the very bottom of the page. It is positioned below the signature block, which consists of your complimentary close, handwritten signature, typed name, and job title. If your letter is typed by an assistant, the reference initials (identifying the writer and the typist) will appear below the signature block, and the enclosure notation will go directly below those initials.

Proper spacing is critical to maintaining a professional, uncluttered layout. You should leave one blank line (a double space) between the final element of your signature block—or the reference initials, if present—and the enclosure notation. This deliberate use of negative space prevents the bottom of your letter from looking cramped and ensures the recipient’s eyes are naturally drawn to the notation.

Choosing the Right Wording and Abbreviations

When formatting your notation, you can choose between writing out the full word or using a standard abbreviation. The choice often depends on the level of formality required for your correspondence and the amount of space available at the bottom of your page. Both methods are widely accepted in professional and corporate environments.

Using the full word “Enclosure” is the most traditional and formal option. It is highly recommended for high-stakes correspondence, such as legal agreements, executive communications, or formal applications. If you prefer a more streamlined look, the abbreviations “Encl.” or “Enc.” are excellent, professional alternatives that save space while remaining perfectly clear to the reader.

For a single attached document, always use the singular form of the word or abbreviation. Capitalize the first letter to maintain a clean, formal appearance. If you are using the abbreviation, always include a period at the end to signal that the word has been shortened. If you plan to list the specific name of the document, follow the word or abbreviation with a colon, such as “Enclosure: Signed Contract” or “Encl.: Signed Contract.”

Step-by-Step Guide to Formatting a Single Enclosure

Formatting a single enclosure requires careful attention to alignment, spacing, and paper handling. To ensure your formal letter looks impeccable, follow this step-by-step sequence from the signature block to the final page layout.

First, complete your signature block. Leave three to four blank lines below your complimentary close (such as “Sincerely,”) to allow ample room for your handwritten signature. Type your full name and job title directly below this space. In humid tropical climates, choosing the right writing tools is essential; signing with a high-quality gel pen or fountain pen on premium 80 gsm or 100 gsm paper prevents ink feathering and smudging, ensuring your signature remains crisp.

Second, insert a single blank line below your typed name and title. If your document requires reference initials, type them at the left margin, then insert the blank line below them instead. This consistent vertical spacing keeps the document organized and easy to scan.

Third, type your chosen notation at the left margin. In standard block format letters, every element of the letter begins at the left margin without indentation. Type “Enclosure” or “Encl.” to indicate that one document is included.

Fourth, decide whether to name the document. While simply typing “Enclosure” is sufficient, adding a specific description provides excellent clarity. To do this, type “Enclosure:” followed by a space and the exact title of the document, such as “Enclosure: Barangay Clearance” or “Encl.: Official Receipt.” This step is highly recommended when sending official records or financial documents.

Finally, prepare your physical documents. Ensure your letter and the enclosed document are folded neatly and placed together in a high-quality business envelope. Using standard A4 or letter-sized paper of a consistent weight ensures that the documents fold uniformly and fit into the envelope without jamming or tearing.

Common Formatting Mistakes to Avoid

One of the most frequent errors in business correspondence is the incorrect vertical placement of the enclosure notation. Placing the notation above the signature block or directly beneath the body text disrupts the standard reading flow. Recipients expect to find administrative notations at the very bottom of the page, so keeping them in their proper place is essential for professional clarity.

Another common mistake is a grammatical mismatch between the notation and the actual contents of the envelope. Senders often write “Enclosures” (plural) when only a single document is included, or vice versa. Always double-check your envelope’s contents to ensure your notation accurately reflects the number of physical items you are sending.

Perhaps the most frustrating error for a recipient is receiving a letter with an enclosure notation but finding a completely empty envelope. To prevent this physical mismatch, establish a habit of gathering and folding your enclosures at the same time you print and sign your letter. In humid environments, thin paper can sometimes stick together; using a slightly heavier paper stock for both your letter and your enclosures can help prevent documents from clinging to each other or to the inside of the envelope.

Adapting the Format for Multiple or Named Enclosures

When your correspondence requires sending more than one supplementary document, you must adapt your formatting to accommodate multiple items. This ensures the recipient can easily verify that every document has arrived safely.

First, change the terminology to the plural form. Use “Enclosures” or the abbreviation “Encls.” to signal that multiple items are in the envelope. If you do not wish to list each document individually, you can simply indicate the total count in parentheses directly after the word, such as “Enclosures (3)” or “Encls. (3).”

For maximum clarity, especially with legal or financial transactions, list each enclosed document on its own line below the main notation. Avoid using bullet points, which can clutter the clean lines of a formal business letter. Instead, create a vertical, single-spaced list directly beneath the notation, slightly indented or aligned with the left margin. For example:

Enclosures (3):

1. Signed Lease Agreement
2. Photocopy of Valid ID
3. Security Deposit Receipt

Maintaining consistent alignment and spacing throughout this list preserves the professional appearance of your letter. Ensure that the font style and size of your enclosure list match the rest of your letter perfectly, creating a cohesive and polished final document.

Frequently Asked Questions (FAQ)

Should I use "Enclosure" or "Attachment" in a formal letter?

The term “Enclosure” is strictly reserved for physical mail, where documents are placed inside a physical paper envelope alongside the letter. “Attachment” is the correct term for digital correspondence, such as emails, where files are uploaded and sent electronically. Using “Enclosure” in an email or “Attachment” in a physical letter is a common modern error that can confuse the recipient and detract from the professional tone of your communication.

Does the enclosure notation go before or after the signature?

The enclosure notation always goes after the signature block at the very bottom of the page. The logical flow of a formal business letter moves from the main message to the sign-off, followed by the identification of the sender, and finally to administrative details like reference initials and enclosures. Placing the notation at the very end ensures the recipient reads your complete message and identifies who sent it before looking for the supplementary materials.