Citing An Enclosure In A Business Letter: Examples Included

When writing a business letter, it’s important to provide all necessary information and ensure that the recipient understands the purpose of the letter. Sometimes, you may need to include additional documents or materials along with your letter. In such cases, it is crucial to cite the enclosure properly to avoid any confusion. This blog post will guide you on how to cite an enclosure in a business letter, with examples to help you understand the process.

1. What is an Enclosure?

An enclosure refers to any additional documents or materials that are included along with a business letter. These can be contracts, reports, brochures, invoices, or any other relevant information that supports the content of the letter. Including enclosures helps provide a comprehensive understanding of the matter at hand and allows the recipient to review the supporting materials.

2. Why is Citing an Enclosure Important?

Citing an enclosure in a business letter is important for several reasons:

1. Clarity: By citing the enclosure, you ensure that the recipient is aware of the additional materials you have included with the letter.
2. Organization: Properly citing the enclosure helps the recipient locate and review the attached documents easily.
3. Professionalism: Including a clear and concise reference to the enclosure demonstrates professionalism and attention to detail.

3. How to Cite an Enclosure in a Business Letter

Here is a step-by-step guide on how to cite an enclosure in a business letter:

Step 1: Mention the Enclosure

Begin your letter by mentioning the enclosure. You can use the word “Enclosure,” “Enclosed,” or “Attached” followed by a colon. This indicates that there are additional documents included with the letter.

Step 2: Provide a Brief Description

After mentioning the enclosure, provide a brief description of the documents or materials you have included. This description should be concise and specific, giving the recipient an idea of what to expect.

Step 3: Number the Enclosures (If Applicable)

If you have included multiple enclosures, it is recommended to number them for easy reference. You can use “Enclosure(s) 1,” “Enclosure(s) 2,” and so on. Make sure to mention the corresponding enclosure number in the body of the letter whenever necessary.

Step 4: Indicate the Total Number of Enclosures

At the end of the letter, indicate the total number of enclosures you have included. This helps the recipient ensure that they have received all the documents mentioned.

Step 5: Proofread and Verify

Before finalizing your letter, double-check the enclosure citation to ensure accuracy and clarity. Make sure that the mentioned enclosures are indeed included with the letter.

4. Example of Citing an Enclosure in a Business Letter

Let’s take a look at an example of how to cite an enclosure in a business letter:

Dear Mr. Johnson,

I am writing to discuss the new project proposal for our upcoming campaign. Enclosed, you will find:

1. Project timeline and deliverables
2. Cost breakdown and budget allocation
3. Sample designs and creative concepts

Please review these enclosures thoroughly and feel free to reach out if you have any questions or require further information. I look forward to our meeting next week to discuss the details in person.

Thank you for your attention to this matter.

Sincerely,

John Smith

Enclosure: 3

5. Frequently Asked Questions (FAQs)

Q1: Do I need to cite an enclosure in every business letter?

A1: It is not necessary to cite an enclosure in every business letter. Only include an enclosure citation if you have attached additional documents or materials that are relevant to the content of the letter.

Q2: Can I use different words to indicate an enclosure?

A2: Yes, you can use different words to indicate an enclosure, such as “Attached” or “Enclosed.” The key is to be clear and concise to ensure the recipient understands that additional materials are included.

Q3: How should I format the enclosure citation?

A3: The enclosure citation can be formatted as “Enclosure,” “Enclosed,” or “Attached,” followed by a colon. You can also include a brief description of the enclosed materials and number multiple enclosures if applicable.

Q4: What if I forget to include an enclosure with my letter?

A4: If you realize that you forgot to include an enclosure after sending the letter, you can follow up with an email or send the missing enclosure separately. Apologize for the oversight and provide the necessary information.

Q5: Can I include digital enclosures in an email?

A5: Yes, you can include digital enclosures in an email by attaching the relevant files. Follow the same steps mentioned earlier to cite the enclosure in the email.

Citing an enclosure in a business letter is a simple yet crucial step to ensure effective communication. By following the steps mentioned above and providing clear and concise enclosure citations, you can enhance professionalism and clarity in your business correspondence.

Remember to always proofread your letter and verify that the enclosures are indeed included before sending it out. This attention to detail will leave a positive impression on the recipient and contribute to successful communication.