To indicate an attachment in a letter, write “Enclosure” or “Attachment” flush left at the bottom of the page, after your signature, and list the number and name of each item. For example: “Enclosures (2): Resume, Portfolio.” This notation tells the reader that additional documents are included with the letter.
Why the Notation Matters
The attachment notation is a professional courtesy that prevents confusion. Without it, a reader may discard the envelope and overlook the extra pages, or wonder if a missing document was lost in transit. In business and formal correspondence, the notation is part of the standard letter format, alongside the date, inside address, salutation, body, and closing. It also serves as a checklist for the sender, ensuring that every promised document is actually placed in the envelope before it is sealed.
Where to Place It
The attachment line sits at the very end of the letter, below the signature block. In a typed letter, you typically skip one blank line after your typed name and title, then type “Enclosure” or “Attachment.” If there are multiple items, you can write “Enclosures:” followed by a list. In an email, the same logic applies—place the notation after your name in the signature block, or simply write “Attached: [filename]” in the body before you close.
How to Format the Notation
There are several accepted formats, and the choice often depends on your organization’s style guide or personal preference. The most common are:
- Single item: “Enclosure” or “Attachment” on its own line.
- Multiple items: “Enclosures (2)” or “Enclosures: Resume, Portfolio.”
- Descriptive list: “Enclosures: 1. Resume, 2. References, 3. Writing Sample.”
- Abbreviated: “Enc.” or “Att.” followed by a period.
Whichever style you choose, be consistent. If you mention an attachment in the body of the letter (e.g., “Please find my resume attached”), the notation at the bottom should match that wording.
Attachment vs. Enclosure
Though often used interchangeably, the two words have a subtle distinction. “Enclosure” traditionally refers to documents placed inside the same envelope as the letter. “Attachment” is more common in email, where the file is digitally linked. In modern business writing, either term is acceptable, but if you want to be precise, use “Enclosure” for physical mail and “Attachment” for email. Some style guides, such as those used in legal or diplomatic correspondence, still prefer “Enclosure” for all cases.
Common Mistakes and How to Avoid Them
One frequent error is forgetting to update the notation after editing the letter. For instance, you might remove a reference from the body but leave “Enclosures (2)” at the bottom, which misleads the reader. Another mistake is listing an attachment that is not actually included—always double-check the envelope before sealing. A third issue is placing the notation too high, such as directly under the date, which interrupts the visual flow of the letter. Keep it at the very bottom, after your signature, as is conventional.
Email Attachments: A Slight Variation
In email, the notation is less formal but still useful. You can write “Attachment: Q3 Report.pdf” in the body, or simply rely on the paperclip icon that most email clients display. However, if the recipient’s email client does not show attachments clearly, or if you are sending multiple files, a text notation prevents confusion. For example, after your sign-off, you might write “Attached: Invoice #1234 (PDF), Terms & Conditions (PDF).” This is especially helpful when sending to older clients or in formal contexts.
Template
Your Name
Your Title
Your Company
Your Address
City, State ZIP
Email | Phone
Date
Recipient Name
Recipient Title
Company
Address
City, State ZIP
Dear [Recipient Name]:
Body of the letter…
Sincerely,
_________________________
Your Signature (if printed)
Your Typed Name
Your Title
Enclosures: [list each item]
Sample (fictional): Enclosures: 1. Project Proposal (PDF), 2. Budget Spreadsheet (XLSX).
Frequently Asked Questions
Do I need to write “Attachment” if I mention it in the body?
Yes, it is still good practice. The body text tells the reader to look for it, but the notation at the bottom confirms exactly what is included. This is especially helpful if you mention multiple documents or if the reader skims the letter.
What if I have more than one attachment?
List them all, either on the same line separated by commas or on separate lines. For clarity, number them if there are more than two. Example: “Enclosures: 1. Resume, 2. Cover Letter, 3. References.”
Can I use “Enc.” instead of the full word?
Yes, “Enc.” is a standard abbreviation. It is acceptable in most business correspondence, though some formal settings prefer the full word. If you are unsure, use the full word to avoid any appearance of informality.
Should I put the notation on a letter that is sent via email?
It is not mandatory, but it is helpful. In email, you can write “Attached: [filename]” in the body or after your signature. This ensures the recipient knows to look for the file, especially if their email client does not show a paperclip icon.
What if I don’t list the attachment and the reader misses it?
If you omit the notation, the reader may not realize a document is included, leading to a follow-up email or phone call. To avoid that, always include the notation. It takes two seconds and saves time later.