A letter format with enclosure simply means you add a line at the bottom of a business letter that says “Enclosure” (or “Encl.”) followed by the name or number of the attached document. For example, after your signature block, you write “Enclosure: Resume” so the reader knows to look for it. This guide shows you the exact placement, formatting rules, and a ready-to-use template.
Why the Enclosure Line Matters
The enclosure notation is a small but critical part of professional correspondence. It tells the recipient that something else is physically included with the letter—a resume, a contract, a receipt, or a report. Without it, the reader might miss the attachment or assume the letter is complete on its own. In legal and financial contexts, the enclosure line also creates a record of what was sent, which can be important for accountability.
In modern email, the equivalent is the attachment icon. But in printed letters, the enclosure line is the only way to signal that extra documents exist. Even if you send the letter by email, many professionals still include the notation out of habit and for formal consistency.
Where to Place the Enclosure Line
The enclosure line sits at the very bottom of the letter, below the signature block. In a standard business letter, the order from top to bottom is:
- Your contact information (or letterhead)
- Date
- Recipient’s name and address
- Salutation (e.g., “Dear Ms. Rivera:”)
- Body paragraphs
- Complimentary close (e.g., “Sincerely,”)
- Your signature (handwritten, then typed name)
- Enclosure notation
If you also have people receiving copies, the copy notation (cc:) comes after the enclosure line. For example:
Enclosure: Invoice #2024-118
cc: Accounting Department
How to Format the Enclosure Line
There are several accepted formats. Choose one and use it consistently. The most common are:
- Enclosure – single word, no punctuation
- Encl. – abbreviation with a period
- Enclosures (2) – when there are multiple documents
- Enclosure: Resume – with a colon and the document name
When you list multiple items, you can either put them on one line or use a vertical list. For example:
Enclosures:
1. Signed Contract
2. W-9 Form
If the document is confidential, you can add “Confidential” before the enclosure line, but that is rare in standard business letters.
Template for a Letter with Enclosure
Here is a blank template you can copy and fill in. The underscores represent where you write your information.
| Your Name Your Street Address City, State ZIP Email Address Phone Number |
| Date: ____________________ |
| Recipient’s Name Recipient’s Title Company Name Street Address City, State ZIP |
| Dear ____________________: |
| Opening paragraph: state your purpose.
Middle paragraph(s): provide details, facts, or explanation. Closing paragraph: summarize, request action, or thank the reader. |
| Sincerely,
Your Signature (handwritten) |
| Enclosure: ____________________ |
Sample (fictional):
Date: March 14, 2025
Dear Ms. Alvarez:
I am submitting my application for the Junior Analyst position. As requested, I have attached my resume and a writing sample.
Thank you for considering my application.
Sincerely,
Jordan Smith
Enclosure: Resume
Common Mistakes to Avoid
One frequent error is placing the enclosure line before the signature. It must come after. Another mistake is writing “Enclosure” but forgetting to actually attach the document—double-check before sending. Also, avoid writing “Enclosure” for email attachments; in email, simply attach the file and mention it in the body. Some people over-format by bolding or underlining the enclosure line; plain text is standard. Finally, do not confuse “enclosure” with “attachment” in printed letters—attachment is used for emails, enclosure for physical mail.
Enclosure vs. Attachment: What’s the Difference?
In printed business letters, “enclosure” means a document physically placed in the same envelope. “Attachment” is the term used for files added to an email. If you are sending a letter by email, you can say “Please find attached” in the body, and you do not need an enclosure line. However, if you print the email and the letter, you might still use “Enclosure” on the printed version. The key is to match the medium: physical mail uses enclosure, digital mail uses attachment.
Frequently Asked Questions
Do I write “Enclosure” or “Encl.”?
Both are acceptable. “Encl.” is a common abbreviation that saves space. Choose one and use it consistently throughout your letter. If you are unsure, “Enclosure” is clearer and more formal.
What if I have more than one enclosure?
Write “Enclosures (2)” or list each document on a separate line. For example: “Enclosures: Resume, Cover Letter.” This helps the recipient verify that nothing is missing.
Should I include the enclosure line in an email?
No. In email, you simply attach the file and mention it in the body text. The enclosure notation is only for printed letters. If you are sending a formal PDF letter as an email attachment, you can keep the enclosure line inside the PDF for consistency, but it is not required.
Does the enclosure line go before or after the cc line?
It goes before the cc line. The standard order is: signature, enclosure, then cc. If you have both, place them on separate lines.
What if I don’t want to list the specific document name?
You can simply write “Enclosure” without naming the document. That is acceptable, but naming it is more professional and helps the recipient. If you are concerned about confidentiality, you can write “Enclosure (confidential)” but that is unusual.
Is the enclosure line required by law?
No, it is not a legal requirement. It is a professional convention. However, in legal or contractual correspondence, it can serve as evidence of what was sent, so it is a good practice to include it.