Are you tired of sending emails with attachments, only for the recipient to reply back requesting for it? Writing an enclosure in your emails can save you and the recipient time and confusion. In this article, we’ll cover everything you need to know about how to write an enclosure in email. From the basics of what an enclosure is, to providing you with examples that you can edit as needed, we’ve got you covered. So, if you want to save time and improve your email communication, read on to learn how to write enclosure in email like a pro.
The Best Structure for How to Write Enclosure in Email
When sending an email with an attachment, it is important to clearly indicate the attachment in the email. This can be done by using the enclosure notation, which notifies the recipient that an attachment is included with the email. However, it can be challenging to know the best way to structure an email with an enclosure. In this article, we’ll explore the best structure for how to write enclosure in email.
Firstly, it is important to indicate the presence of an enclosure in the subject line of the email. This can be done by using the abbreviation “Enc.” or “Enclosure” followed by the name of the document. For example, “Enclosure: Resume” or “Enc: Project Proposal”. This immediately communicates to the recipient that there is an attachment included in the email.
In the body of the email, start with a clear and concise opening sentence that states the purpose of the email. For example, “I am writing to submit my resume for the open position at XYZ Company.” This lets the recipient know why they are receiving the email and what they should expect to find in the attachment.
Next, provide some context about the attachment. This can include a brief description of the document, its format, and any important details the recipient should be aware of. It is also a good idea to provide a suggested filename for the attachment.
After providing context, use the enclosure notation to indicate that an attachment is included with the email. This can be done by using the abbreviation “Enc.” or “Enclosure” followed by the name of the document. For example, “Enclosure: Resume” or “Enc: Project Proposal”. It is important to make sure this notation is prominently displayed in the email, either at the beginning or end of the email.
Finally, provide any additional information or instructions the recipient may need. This could include a request for confirmation of receipt, instructions for accessing or downloading the attachment, or a deadline for reviewing the document.
In summary, the best structure for how to write enclosure in email includes a clear subject line indicating the presence of an attachment, a concise opening sentence stating the purpose of the email, context about the attachment, the enclosure notation prominently displayed, and any additional information or instructions needed. By following this structure, you can ensure that your email is clear, concise, and effective at communicating the necessary information to the recipient.
7 Ways to Write Enclosure in Email for Different Reasons
Recommendation letter for job application (150-300 words)
I am pleased to write this letter of recommendation for [Applicant’s name], who has requested my recommendation for [position] at your company. [Applicant’s name] has worked under my supervision at [previous company] for [duration]. During this time, [he/she] demonstrated excellent work ethics, reliability, dedication, and technical skills.
In [his/her] role as [previous position], [Applicant’s name] showed excellent abilities to think critically, solve problems, prioritize tasks, and work collaboratively with other team members. [He/She] was responsible for [list of responsibilities] and successfully completed all tasks assigned to [him/her], meeting all deadlines and quality requirements.
I am confident that [Applicant’s name] will be a valuable addition to your team. Please find enclosed [his/her] resume and samples of [his/her] work. If you need any more information, please do not hesitate to contact me.
Enclosing important documents (150-300 words)
I am writing to request your attention to the enclosed [document type]. Please find attached [insert document name(s)].
I urge you to review these documents at your earliest convenience and get back to me with your feedback. Should you require any further information or assistance, please do not hesitate to contact me.
Thank you for your prompt attention to this matter.
Enclosing contract for signature (150-300 words)
Enclosed please find a contract agreement between [your company name] and [recipient company name] for [purpose of contract], which requires your signature.
We kindly request that you review the terms and conditions of the enclosed agreement and return the signed copy to us by [deadline date]. Should you have any questions or concerns, please do not hesitate to contact me.
Thank you for your cooperation.
Enclosing invoice for payment (150-300 words)
Please find enclosed the invoice for the [service/product] you received from [our company name] on [date]. Our payment details are listed below for your convenience. [Insert payment details, such as bank details, PayPal account, etc.]
We would appreciate it if you could settle the invoice within [insert payment terms, such as 30 days], as per our agreed terms of payment. Should you need an extension or have any questions, please do not hesitate to contact us.
Thank you for your business and prompt attention.
Enclosing marketing material (150-300 words)
I am delighted to enclose our latest [insert material, such as brochure, catalog, etc.]. Our [product/service] is designed to [briefly describe the benefits and features of your product/service]. We believe it will be of great value to your business and we look forward to hearing from you.
Should you have any queries or require additional information, please do not hesitate to contact us.
Thank you for taking the time to consider our offering.
Enclosing additional information (150-300 words)
I am writing in response to your request for additional information regarding [subject]. Please find enclosed [insert document or information type].
We hope the [document/information] we have provided will be helpful to you. If you require any further clarification or need additional information, please do not hesitate to contact us.
Thank you for considering our request.
Enclosing promotional offer (150-300 words)
I am writing to share with you a special promotional offer we are currently offering. [Insert details of the offer and benefits to the recipient].
We believe that our offer will be of great value to your [business/organizaiton/etc.], and we invite you to take advantage of it. Please find enclosed [insert material, such as a coupon, flyers, etc.].
Thank you for your business and consideration.
Tips for Writing Enclosures in Emails
When sending emails, it is important to properly indicate if there are additional documents, images, or files attached. This can be done through the use of the enclosure notation. Here are some tips to improve your enclosure writing technique:
- Be clear and concise: When writing an email with enclosures, make sure to be clear and concise about what you are sending and why. Provide context to the receiver so they know what to expect and how the documents or files are relevant to the conversation.
- Use proper formatting: It is important to use proper formatting when indicating that there are enclosures in an email. This can be done by typing “Enclosure” or “Enclosures” at the bottom of the email after your signature. You can also use the abbreviation “Enc.” for a more concise notation.
- Attach the files: Make sure to attach the files you are referencing directly to the email. This ensures that the receiver has easy access to what you are sending and reduces the risk of confusion or lost documents. Make sure to double-check that the attachment is the correct file before hitting send!
- Label your attachments: If you are sending multiple attachments, make sure to label them clearly so the receiver knows what each document or file is. Use descriptive and specific names rather than generic ones to make it easier for the receiver to identify and locate the files.
- Consider zipping large files: If you are sending a large amount of files or a large file size, consider zipping or compressing the files to make it easier for the receiver to download and access them. This can save time and reduce frustration for both parties.
- Proofread your email: As with any email, make sure to proofread it before hitting send. This includes checking for spelling or grammatical errors as well as ensuring that your enclosure notation is clear and specific.
Overall, by following these tips, you can ensure that your enclosure notations are effective and efficient, making it easier for the receiver to access and understand the files or documents you are sending.
Frequently Asked Questions: How to Write Enclosure in Email
What is enclosure in email?
Enclosure in email refers to any document or file that is attached to an email message. It is often used to include additional information, such as a resume, in the email message.
How do I write enclosure in an email?
To include an enclosure in an email, indicate “Enclosure” or “Attachment” at the bottom of the email, followed by the name of the document or file that is attached. For example: “Enclosure: Resume” or “Attachment: Project Proposal”. You can also mention the attachment in the body of the email.
Should I use “Enclosure” or “Attachment” in my email?
Both terms are commonly used interchangeably, so it comes down to personal preference. However, “Enclosure” is generally used for physical documents, while “Attachment” is used for digital files.
What if I have multiple enclosures/attachments in my email?
If you have multiple enclosures or attachments, list them all in the same line separated by semicolons. For example: “Enclosures: Resume, Cover Letter, Reference List”.
What if the file I want to attach is too large to send via email?
If the file is too large to send via email, you can use a file-sharing service such as Dropbox or Google Drive to share the file with the recipient. Include a link to the file in your email and mention that the file is too large to attach.
Is it necessary to include an enclosure in my email?
It depends on the purpose of your email. If you want to provide additional information or documents to the recipient, it is helpful to include an enclosure or attachment. However, if your email is just a simple message, there may not be a need to include an enclosure.
Do I need to write anything else aside from “Enclosure” or “Attachment” in my email?
You can also provide a brief description of the document or file that is attached, especially if the recipient is not expecting it or if it requires special attention.
Can I use other terms besides “Enclosure” or “Attachment” in my email?
Yes, you can use alternative terms depending on the type of document you’re attaching. For example, you can use “Diagram” if you’re attaching a graphic or “Receipt” if you’re attaching a proof of payment.
Do I need to acknowledge receiving an enclosed document or file?
If the enclosed document or file is important, it is good practice to acknowledge receiving it. You can simply reply to the email and thank the sender for the enclosed document or file.
You’ve now mastered the art of adding enclosures to your email. Whether you’re attaching a document, a photo, or even a link, you can easily include it in your message for maximum clarity and convenience. Thanks for reading through this guide, and I hope it helped to simplify your email communication. Remember, practice makes perfect, so keep on writing and sending emails with enclosures until it becomes second nature to you. I’ll see you again soon with more tips and tricks for enhancing your digital life!