Business Letter Template With Enclosure: Format and Sample

A business letter with an enclosure includes a brief notation near the end to tell the reader that one or more separate documents are included with the letter. Use the copyable template below, then add an enclosure line beneath the sender’s signature and make sure the listed document is actually included.

What an Enclosure Notation Means

An enclosure is a separate item sent along with a letter, usually in the same envelope or delivery package. It might be a form, a brochure, a résumé, a report, a price list, or another document that supports or completes the letter’s purpose. The enclosure notation is a practical signal: it alerts the recipient to look for the additional material and helps the sender check that the package is complete.

The notation is commonly placed after the complimentary closing and the sender’s typed name, near the bottom of a business letter. Depending on the organization’s house style, it may read “Enclosure,” “Enclosures,” or “Enclosure: Project schedule.” If there are several items, a sender can list them or state the number, such as “Enclosures: 2.” These are conventions rather than universal rules, so follow a required company or agency format when one applies.

An enclosure is not part of the letter’s body. The letter should still explain why the item is being sent and what the recipient should do with it. The notation is a reminder, not a substitute for that explanation.

When to Use an Enclosure

Use an enclosure notation when a physical or separately prepared document accompanies a printed letter. For example, a cover letter might go with a résumé, a request might include a completed form, or a proposal letter might include a schedule. The notation can be useful even when the extra item seems obvious: it gives both sender and recipient a quick way to verify that the correspondence is complete.

Consider whether the included material is important to the reader’s next step. If the letter says that a recipient should review an attached checklist, but the checklist is missing, the notation can make the omission easier to spot. If a letter has no separate materials, do not add an enclosure line just to fill space.

• Use it when one or more separate documents accompany the letter.
• Name the item when a specific description will help the recipient identify it.
• Omit it when the letter is sent alone and there is no enclosure to identify.

Business Letter Template With Enclosure

How to Format the Enclosure Line

In a common full-block letter layout, the sender’s address and the recipient’s address appear near the top, followed by the date, salutation, message, closing, and signature block. The enclosure notation goes below the sender’s typed name and title. If the sender signs by hand, leave appropriate space between the closing and typed name; place the notation after the signature block, not in the middle of the message.

Keep the label simple and consistent. “Enclosure” works for one item; “Enclosures” works for more than one. You can add a colon and a useful description, for example, “Enclosure: Completed registration form.” When there are several documents, a short list can be clearer than a number alone: “Enclosures: Product sheet; order form.” If a recipient needs to confirm an exact count, naming each item is more informative than writing only “Enclosures: 3.”

Spacing and punctuation vary among templates and organizational styles. The important points are that the notation is easy to find, the wording accurately describes what is included, and the letter’s other elements remain readable. Do not add a notation for a document that is only mentioned in the letter but is not actually being sent.

Prepare and Assemble the Letter

Before sending, make the letter and its enclosure work as a single communication. The letter should identify the document in plain language and explain its relevance. If the recipient must take action, state the action and any useful date in the body. Avoid relying on the enclosure label alone to communicate deadlines or instructions.

1. Draft the message first. State why you are writing, provide necessary context, and make any request explicit.
2. Identify each separate item. Use the document’s title or a concise description that matches the item itself.
3. Check the contents. Compare the enclosure line with the documents you intend to include. Confirm the count if you state one.
4. Place the notation consistently. Put it after the signature block, following the format used for the rest of the letter.
5. Assemble and review. Include the correct documents, check that pages are in order, and proofread names, dates, and addresses.

For a printed letter, place the enclosure behind the letter in a sensible reading order. If the materials are bulky or need special handling, package them so they remain together and are not damaged. For confidential material, use the organization’s approved handling process rather than assuming that an enclosure label provides protection.

Enclosure Versus Attachment

“Enclosure” traditionally describes a separate item sent with a printed letter. “Attachment” is often used for a file added to an email or electronic message. In everyday workplace communication, people sometimes use the terms loosely, and style preferences differ. The clearest choice is usually the word that matches the delivery method and the recipient’s expectations.

For a paper letter, write “Enclosure” or “Enclosures.” For an email, a short line such as “Attached is the project schedule” is commonly understood. If an organization has a required label, follow it. In either case, name the item in the message when doing so helps the reader identify it, and verify that the physical document or electronic file is present before sending.

A common misconception is that an enclosure notation means the document has been formally approved, verified, or incorporated into the letter. It does not. It simply indicates that another item accompanies the correspondence. The contents and status of that item should be described accurately in the letter itself.

Common Errors and How to Avoid Them

The most frequent practical problem is a mismatch: the letter lists an enclosure that was not included, or an item is included but not identified. A final check against the notation can catch both. When there are multiple pages or documents, use descriptions specific enough to distinguish them; “paperwork” may be too vague if the recipient is expecting several different forms.

• Leaving out the enclosure: Put the document beside the letter during final assembly and check both together.
• Using an inaccurate count: Count the separate items, not necessarily every page, and make clear what your count refers to if confusion is possible.
• Hiding the next step: State in the letter whether the recipient should read, complete, sign, return, or keep the item.
• Adding an unnecessary notation: Remove the line if nothing separate is being sent.
• Overloading the label: Keep the enclosure description short; put explanations and instructions in the body.
• Using inconsistent names: Refer to the document in the letter and enclosure line by the same title or recognizable wording.

For a sensitive or time-critical exchange, do not assume that a standard letter format answers every procedural question. Follow the recipient’s stated submission instructions and any applicable organizational requirements. If the situation requires legal, tax, medical, or financial-planning advice, ask a qualified professional.

Frequently Asked Questions

Where does the enclosure notation go in a business letter?
It usually appears below the sender’s typed name and title, at the end of the letter. Follow any required house style if it specifies a different layout.

Should I write “Enclosure” or “Enclosures”?
Use “Enclosure” for one separate item and “Enclosures” for more than one. You can add a colon and a short description to make the contents easier to identify.

Do I need to list every enclosed document?
Not always. A simple label or count may be sufficient, but listing the documents is more useful when there are several items or the recipient needs to check that a package is complete.

Should I put an enclosure line in an email?
For an email, “attachment” is generally the more natural term, though workplace usage varies. Name the file when useful and make sure it is attached before sending.

What if I mention an enclosure but forget to include it?
Do not leave the omission unexplained. Send the missing document promptly with a brief note identifying it, or contact the recipient if the delay could affect what they need to do.

Final Review Before Sending

A good enclosure notation is brief, accurate, and placed where the reader expects it. The letter itself should explain the purpose of the accompanying document, while the notation helps confirm what has been included. Before mailing or delivering the letter, compare the enclosure description with the actual contents, verify the recipient details, and make sure the requested next step is clear.

Related

• Invoice Template NZ: What to Include and How to Use It
• Invoice Template Images: Choosing, Editing, and Printing
• Invoice Template Ireland: What to Include