How to Indicate Enclosures on a Letter

To add enclosures in a letter context, you typically indicate their presence by typing a notation a double-space below the writer's or typist's initials.

When sending a formal letter or document with additional materials included in the same envelope, it's standard professional practice to note these "enclosures" directly on the letter itself. This serves as a checklist for both the sender and the recipient, ensuring all intended items are received.

Standard Placement and Formatting

Based on professional letter formatting guidelines, the notation for enclosures is placed precisely after the signature block.

• The notation "Enclosure" is typed a double-space below the writer's initials and/or typist's initials.

This placement ensures that the enclosure notification is clear and easily visible near the end of the letter, below the signatory and administrative details.

Handling Multiple Enclosures

If you are including more than one item with your letter, the notation changes slightly to reflect the quantity.

• If more than one item is enclosed, the word is made plural and followed by the number of items (e.g., "Enclosures 2").

Using the plural form "Enclosures" followed by the count helps the recipient quickly verify that the correct number of additional documents or items are included.

Examples of Enclosure Notations

Here are a few examples showing how the enclosure notation might appear at the bottom of a letter, assuming "JW/kb" are the initials:

Sincerely,

John Williams

JW/kb

If one enclosure:

Sincerely,

John Williams

JW/kb
Enclosure

If two enclosures:

Sincerely,

John Williams

JW/kb
Enclosures 2

If the list of enclosures is detailed (optional but helpful):

Sometimes, especially with many or specific items, a list is used instead of just a number.

Sincerely,

John Williams

JW/kb
Enclosures:
1. Project Proposal
2. Budget Report
3. Technical Specifications

While the reference focuses on the basic notation and numbering, providing a list offers greater clarity on what exactly is enclosed.

By following these simple formatting rules, you ensure that the presence of additional documents is clearly communicated, improving the professionalism and clarity of your written correspondence.