What is an Enclosure Letter?
An enclosure letter is a document that accompanies another document, providing context and informing the recipient about the additional materials included. It’s crucial for clarity and ensuring that all necessary information is received and understood. A well-crafted enclosure letter should clearly state the purpose of the main document and list all the enclosed items. This avoids confusion and ensures proper handling of the attached materials.
Key Components and Best Practices
When writing an enclosure letter, start with a professional salutation. Clearly state the main document you are sending and its purpose. Then, explicitly list all the enclosed items. Use a concise and professional tone. Close with a courteous thank you and your contact information for any questions. Proofread carefully for any errors before sending.
18 Enclosure Letter Samples
Here are 18 sample enclosure letter templates for various scenarios. Remember to adapt them to your specific needs.
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Sample 1: General Business Correspondence
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed the following documents:
* Contract Agreement
* Company BrochureThank you for your time and consideration. Please contact me if you have any questions.
Sincerely,
[Your Name] -
Sample 2: Job Application
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Hiring Manager Name]
[Hiring Manager Title]
[Company Name]
[Company Address]Dear [Hiring Manager Name],
Please find enclosed the following documents in support of my application for the [Job Title] position:
* Resume
* Cover Letter
* Three Letters of RecommendationThank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Name] -
Sample 3: Sending Invoices
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Client Name]
[Client Company]
[Client Address]Dear [Client Name],
Please find enclosed invoice number [Invoice Number] for services rendered. Details of the invoice are as follows:
* Invoice [Invoice Number] – $ [Amount]Payment is due within [Number] days. Thank you for your business.
Sincerely,
[Your Name] -
Sample 4: Sending Reports
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed the following reports:
* Sales Report – Q3 2023
* Market Analysis ReportPlease review these at your convenience. Let me know if you have any questions.
Sincerely,
[Your Name] -
Sample 5: Sending Legal Documents
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed the following legal documents:
* Contract Agreement
* Non-Disclosure AgreementKindly review and sign where indicated. Return a copy at your earliest convenience.
Sincerely,
[Your Name] -
Sample 6: Sending a Check
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed check number [Check Number] in the amount of $[Amount].
This payment covers [Brief Description of Payment]. Thank you.
Sincerely,
[Your Name] -
Sample 7: Sending a Gift
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed a small gift as a token of our appreciation for your continued business.
We value your partnership. Thank you for everything.
Sincerely,
[Your Name] -
Sample 8: Sending Training Materials
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed the training materials for the upcoming session on [Training Topic].
* Training Manual
* Presentation SlidesPlease review them prior to the training. Thank you!
Sincerely,
[Your Name] -
Sample 9: Sending Medical Records
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed the medical records for [Patient Name] as requested.
These records are confidential. Please handle with care. Thank you.
Sincerely,
[Your Name] -
Sample 10: Responding to a Request for Information
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
In response to your request, please find enclosed the following information:
* Product Specifications Document
* Pricing SheetWe hope this is helpful. Please contact us if you need any further assistance.
Sincerely,
[Your Name] -
Sample 11: Sending a Refund Check
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed a refund check for $[Amount]. This is for [Reason for Refund].
We apologize for any inconvenience caused.
Sincerely,
[Your Name] -
Sample 12: Sending Warranty Information
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed the warranty information for your recent purchase.
* Warranty Certificate
* Terms and ConditionsPlease keep these documents in a safe place.
Sincerely,
[Your Name] -
Sample 13: Submitting Documents for Review
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed the following documents for your review and approval:
* Project Proposal
* Budget SpreadsheetWe look forward to your feedback. Thank you.
Sincerely,
[Your Name] -
Sample 14: Sending Proof of Insurance
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed proof of insurance as requested.
* Insurance Certificate
Please let me know if you need any further documentation.
Sincerely,
[Your Name] -
Sample 15: Sending a Donation Check
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed a donation check in the amount of $[Amount] to support your organization’s mission.
Thank you for the important work you do.
Sincerely,
[Your Name] -
Sample 16: Sending a Thank You Note with a Gift Card
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed a small gift card as a thank you for your outstanding contribution to the project.
Your hard work is greatly appreciated!
Sincerely,
[Your Name] -
Sample 17: Sending Meeting Minutes
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed the minutes from our meeting on [Date of Meeting].
Please review and let me know if you have any corrections.
Sincerely,
[Your Name] -
Sample 18: Sending Artwork for Review
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email][Date]
[Recipient Name]
[Recipient Title]
[Recipient Company]
[Recipient Address]Dear [Recipient Name],
Please find enclosed the artwork for your review.
We are excited to hear your thoughts and feedback!
Sincerely,
[Your Name]
In Conclusion
Using a well-structured enclosure letter is essential for clear and professional communication. By following the best practices and adapting the provided samples to your specific situation, you can ensure that your enclosed documents are received, understood, and handled appropriately.
