Most people spend hours drafting a professional letter, then forget the one small detail that makes recipients take your document seriously. A properly formatted Sample Letter With Enclosure Notation tells your reader exactly what else is included, before they even flip through pages. This small formatting rule prevents lost documents, delayed replies, and awkward follow up emails.

In this guide, you’ll learn exactly when to use this notation, how to format it correctly, and get real usable examples for every common business situation. We’ll also break down common mistakes that even experienced office workers make.

What Is An Enclosure Notation, And Why Does It Matter?

An enclosure notation is the short line placed at the bottom of formal letters, after your signature block. It alerts the recipient that additional physical or digital documents are attached alongside the main letter. This single line removes ambiguity and builds trust with everyone who receives your correspondence.

There are only three acceptable ways to format this notation for modern business:

  • Enclosure: [Document Name]
  • Enclosures (2): Resume, Reference Letter
  • Enc. or Encl. for informal internal correspondence

Below is the standard placement order for all formal letters:

Letter Section Order Position
Handwritten Signature 1
Typed Full Name 2
Enclosure Notation 3
Carbon Copy (CC) Notation 4

Sample Letter With Enclosure Notation For Job Applications

Dear Hiring Manager,

I am writing to apply for the Senior Administrative Assistant position posted on your company careers page. I have 4 years of experience supporting executive teams and aligning office operations.

Thank you for taking the time to review my application. I look forward to speaking with you soon.

Sincerely,
Maria Gonzalez

Enclosures: Updated Resume, 3 Professional References, Work Portfolio Link

Sample Letter With Enclosure Notation For Insurance Claims

Dear Claims Adjuster Carter,

This letter formally submits my claim for vehicle damage sustained on 12th March 2024. All required supporting documentation is included with this letter.

Please contact me at 555-0123 with any questions regarding this claim.

Regards,
James Wilson

Enclosures (4): Police Report, Repair Estimate, Photos Of Damage, Insurance Policy Copy

Sample Letter With Enclosure Notation For Rental Applications

Dear Property Manager,

I am submitting my application for the 2 bedroom apartment at Oakwood Terrace. I have attached all requested verification documents for your review.

I am available for a viewing at your earliest convenience this week.

Best regards,
Lila Chen

Enclosures: Employment Verification, Last 2 Pay Stubs, Previous Landlord Reference

Sample Letter With Enclosure Notation For Client Proposals

Hi David,

Thank you for meeting with me yesterday to discuss your website redesign project. Attached you will find the full formal proposal we reviewed together.

I am happy to walk through any section over a call whenever works for you.

Thanks,
Sophie Reed

Enclosure: Website Redesign Proposal, Pricing Breakdown Sheet

Sample Letter With Enclosure Notation For School Records Request

Dear School Records Office,

I am requesting an official copy of my high school transcript for college application purposes. I have included a copy of my photo ID and the required processing fee.

Please mail documents to the address listed at the top of this letter.

Thank you,
Noah Miller

Enclosures: Government Photo ID Copy, Processing Fee Receipt, Records Request Form

Sample Letter With Enclosure Notation For Resignation Letters

Dear Team Lead Phillips,

Please accept this letter as formal notification that I am resigning from my position as Junior Developer. My final day of employment will be April 26th 2024.

I will complete all handover documentation before my last day. Thank you for the opportunity over the last two years.

Sincerely,
Tyler Ford

Enclosure: Formal Handover Checklist

Sample Letter With Enclosure Notation For Invoice Submission

Dear Accounts Payable Department,

Attached please find invoice #7821 for services completed on March 28th 2024. All approved work orders and time logs are included for your reference.

Please process payment within the standard 14 day terms.

Regards,
Amy Carter Freelance Design

Enclosures: Invoice #7821, Approved Work Order, Signed Time Confirmation

Frequently Asked Questions about Sample Letter With Enclosure Notation

Where does the enclosure notation go on a letter?

Place the enclosure notation two lines below your typed full name at the end of the letter. Always put it after your signature block, never at the top or side of the page.

Do I need to number multiple enclosures?

Yes, always note the total number of enclosures in parentheses first. This lets recipients immediately confirm they received every document you sent.

Can I use "Enc." instead of writing Enclosure?

You may use the abbreviation "Enc." or "Encl." only for internal company correspondence. Always write the full word for letters sent outside your organization.

Should I list the names of each enclosure?

Always list each document by name whenever you send 3 or fewer enclosures. For larger document bundles, you can note the total count only.

Do emails need enclosure notation?

Yes, include the enclosure notation at the bottom of formal professional emails. This alerts recipients to check for attachments that might get overlooked.

What is the difference between enclosure and attachment?

Enclosure refers to physical documents sent with a printed letter. Attachment refers to digital files sent with an email. The notation format works for both.

Do I put enclosure notation before or after cc?

Always place the enclosure notation before any carbon copy (cc) lines. This is the standard accepted order for all formal business letters.

Can I add enclosure notation to a cover letter?

Yes, this is one of the most common uses for enclosure notation. It lets hiring managers quickly verify all required application documents are included.

What if I forget to add the enclosure notation?

If you already sent the letter, send a short follow up note listing the enclosed documents. Forgetting this notation is the top reason documents get lost in offices.

Proper enclosure notation is one of the smallest details of professional communication that makes the biggest impact. It eliminates confusion, shows attention to detail, and ensures your recipient gets every document you intended to send. All of the examples shared here follow current standard business formatting accepted across every industry.

Test this format on your next formal letter or email, and notice how much fewer follow up questions you receive. Save this page to reference the sample letters whenever you need to send documents for applications, claims, or business correspondence.