Don't Let Enclosures Escape Your Business Letter
Enclosures are a business letter element -- like salutations and closings -- that are more about format than content or creativity. Ideally, you want these elements to work so well that the reader almost doesn't notice them.Creating the enclosures themselves is another topic; here we'll simply address how to let readers know that there are enclosures. Typical enclosures include, offer sheets, bid documents, brochures, technical specifications, and business cards.
If your business letter is on paper, the enclosures will be obvious because the reader will find them in the envelope. With email letters, they'll be in the form of an attachment and it's easier for the reader to skip them.
Regardless of which format you use, try to keep enclosures to minimum -- ideally no more than two (business cards don't count against that number). Everything you add to your business letter distracts from your message and with email adding attachments increases file size and makes it more likely that a spam filter will snare your letter.
When you include enclosures with your business letters, note them right after your name.
For example:
Best regards,Skip four lines to allow space for signing your name
Your Name
Skip two lines
Enclosures (2)
This alerts your reader that there's something in addition to the letter. You can also tell your reader what the enclosures are, for example:
Best regards,Skip four lines to allow space for signing your name
Your Name
Skip two lines
Enclosures:
1. Technical specifications
2. Letter of intent
