How to Do Enclosures in a Letter
In the world of professional communication, enclosures play a crucial role in providing additional information or materials to complement a letter. Whether it’s a contract, a resume, or a product sample, properly including enclosures in a letter is essential for effective communication. In this article, we will discuss how to do enclosures in a letter, ensuring that your message is clear and well-received.
1. Prepare the Enclosures
Before inserting the enclosures into the letter, it is important to prepare them. Ensure that all the documents or items are in good condition and properly organized. If you are sending multiple enclosures, consider using a separate folder or envelope to keep them together. This will help you maintain a professional appearance and make it easier for the recipient to retrieve the enclosed items.
2. Mention the Enclosures in the Letter
In the body of your letter, make sure to mention the enclosures explicitly. You can do this by stating, “Enclosed, please find,” followed by a brief description of the enclosed items. For example, “Enclosed, please find the contract for your review.” This helps the recipient know what to expect and ensures they don’t miss any important documents.
3. Include a Table of Contents
If you have multiple enclosures, it is helpful to include a table of contents in your letter. This allows the recipient to quickly locate the specific document or item they need. List the enclosures in the order they should be reviewed or organized, and include a brief description for each item.
4. Insert the Enclosures Strategically
When inserting the enclosures into the letter, be mindful of their placement. Place the enclosures on the left side of the letter, ensuring they are aligned with the left margin. This helps maintain a clean and organized appearance. If you are using a separate folder or envelope, place it on the left side of the letter as well.
5. Secure the Enclosures
To prevent the enclosures from falling out during transit, it is important to secure them properly. You can use a staple or a paper clip to keep the documents together. However, be cautious not to damage the documents or make them difficult to remove. If necessary, consider using a paperclip on the outside of the letter, rather than piercing the paper.
6. Proofread the Letter and Enclosures
Before sending the letter with enclosures, take the time to proofread both the letter and the enclosed documents. Check for any spelling or grammatical errors, and ensure that all the necessary information is included. This will help maintain your professional image and prevent any misunderstandings.
7. Follow Up
After sending the letter with enclosures, it may be helpful to follow up with a phone call or email to confirm that the recipient has received the documents. This demonstrates your attention to detail and ensures that your message is effectively conveyed.
By following these steps, you can effectively include enclosures in a letter, ensuring that your message is clear and well-received. Remember to maintain a professional appearance, mention the enclosures in the letter, and secure them properly to enhance the overall communication process.
