How to Write Letter with Enclosure
Writing a letter with an enclosure is a common practice in both personal and professional correspondence. An enclosure refers to any additional document, photograph, or item that is included with a letter to provide further information or support to the recipient. To ensure that your letter is clear, concise, and effective, follow these steps on how to write a letter with an enclosure.
1. Begin with a Formal Opening
Start your letter with a formal opening that includes the date and the recipient’s name. For example, “Dear Mr. Smith,” or “To Whom It May Concern.” This sets the tone for the rest of the letter and establishes a professional relationship.
2. State the Purpose of the Letter
In the first paragraph, clearly state the purpose of your letter and the enclosed item. Be concise and direct, ensuring that the recipient understands the context and importance of the enclosed material.
3. Describe the Enclosure
In the second paragraph, provide a brief description of the enclosed item. Explain how it relates to the subject of your letter and why it is important. For example, “Enclosed, please find a copy of the contract for your review,” or “The enclosed photograph is a visual representation of the project’s progress.”
4. Provide Instructions or Guidance
If necessary, include instructions or guidance on how the recipient should handle the enclosed item. For instance, “Please review the enclosed report and provide feedback by the end of the week,” or “The enclosed brochure contains all the necessary information for your application.”
5. Express Gratitude
In the closing paragraph, express your gratitude for the recipient’s time and attention. Thank them for considering the enclosed item and assure them that you are available for any questions or further discussion.
6. Sign Off Properly
End your letter with a formal sign-off, such as “Sincerely,” “Best regards,” or “Thank you.” Follow this with your name and contact information, if applicable.
7. Attach the Enclosure
Make sure to securely attach the enclosed item to the letter. If the item is fragile or oversized, consider using a padded envelope or another protective packaging method. Ensure that the enclosure is clearly labeled and easy to identify.
8. Proofread and Send
Before sending the letter, proofread it for any grammatical errors or typos. Make sure that the enclosed item is included and that the letter is addressed to the correct recipient. Once you are satisfied with the letter, send it via your preferred method of communication.
By following these steps, you can effectively write a letter with an enclosure that is both professional and informative. Remember to maintain a clear and concise tone throughout the letter, and ensure that the enclosed item is relevant and valuable to the recipient.
