Professional letter-writing etiquette includes using the appropriate format and carefully avoiding grammatical and spelling mistakes. When sending letters, its often necessary to attach related documents. For instance, if you’re applying for a job, you should probably include your resume and several letters of recommendation. Tell the recipient that there are attachments in the letter’s body.
Format your letter. Your address should be included at the top of a basic business letter with the text flush left. Skip a line, and insert the date. Type the recipient’s name and address below the date, followed by your greeting. The greeting should be formatted as “Dear Mr. [Name]” or “Dear Mrs. [Name]. ” End the greeting with a comma. Below the salutation, include the body of your letter.
Add the word “Enclosure” or “Enclosures” after your signature to indicate that there are documents attached. You might want to list the titles of the documents that are enclosed under “Enclosures:” Note the colon, which introduces further material. On a separate line, type the title of each attachment, such as “Curriculum Vitae” and “Letters of Reference.”
Request letter for Internship training |Sample letter format for Internship training request
How to format a professional email with an attachment
The following five steps will assist you in creating an email with attachments:
1. Begin with a blank email
First, log in to your email account. Begin composing a blank message.
2. Follow simple formatting rules
Start the email with a greeting, such as “Dear Ms. Jones,” followed by a comma. After a line is left empty, type your message’s body. Similar to a business letter, you should conclude a formal email with a salutation like “Sincerely.” ” Then, type your name and title on subsequent lines.
3. Mention the attachments
In your email, reference the attached documents. For instance, you could say, “As my resume indicates, I have held this position for five years.” “.
4. Note the attachments
To draw readers’ attention to the attachments, type “Attachment:” under your name and title. If you’re applying for a job, you might write “Resume” on your application.
5. Add the attachments
Verify that the specified documents have been added before sending the email.
Why it’s important to use a specific format with attachments
When communicating with people on the job, you might need to send more than just a standard letter. In some circumstances, you might also need to submit a resume or a graph along with the letter. These additional documents fall into one of two categories:
You should always reference the inclusion of these documents in your letter and briefly describe their function and length in addition to including them. You can alert the recipient to additional materials and make sure they see them by adhering to this formatting best practice. Additionally, you ensure that the recipient is aware of the contents and length to establish reasonable expectations.
Despite the fact that this custom was first introduced through traditional letters, it also holds true for electronic correspondence This means that whether you mail a physical letter or send an email to a professional contact, you should follow these letter formatting rules. All files included in an email are referred to as attachments, so you could use this term even for documents you would typically refer to as enclosures.
How to format a hard copy letter with an attachment
The following six steps will show you how to format a paper business letter with an attachment:
1. Begin with a blank letter
First, open your word processing program of choice. Create your correspondence in a blank document or according to a format for business letters.
2. Apply basic formatting rules
Next, structure the document according to basic business letter formatting rules. Please enter your full name and address at the top of the page. Then, skip one line and type todays date. Enter the recipient’s full name and address after skipping one line. After leaving the following line empty, type a salutation like “Dear Dr. Smith,” followed by a comma.
After skipping another line, write the body of the letter. To make the letter as simple to read and comprehend as possible, use standard paragraph formatting. The final line of the letter’s body should be left blank. Then, end it with a closing line, such as “Sincerely. “Type your full name and your title as a professional, leaving two blank lines.
3. Mention the additional materials
Mention the additional documents in passing in the letter to alert the recipients to the attachment You might say, “As my enclosed CV demonstrates, I have 10 years of professional experience in this field,” as an illustration. ”.
4. Note the attachments
Write “Enclosure:” or “Attachment:” under your name and title to indicate that you have attached additional documents. Write a brief summary of what’s inside the document on the following line. You might write “Curriculum Vitae” in a typical letter with an attachment, for example. If your letter has several attachments, list each one separately. If you do have more than one, you could make the terms plural by using “Enclosures:” or “Attachments:”
5. Print and sign the letter
Print the letter again and add your signature after the closing and before your name and title.
6. Add the materials
Finally, incorporate the components and get the package ready for mailing. Place the letter on top of any attachments. Verify that you have included all of the additional materials in your package before sealing and sending it.
Examples of letter formatting with attachments
You can see exactly how to format your business correspondence by reading through a sample letter and an example email with attachments. Check out these examples to use as a model for your own writing:
Example 1: Professional email with attachments
Dear Mr. James, as requested, the Edison Firm has created graphics for your new product line’s marketing. The 10 product images are included in this email’s attachments. Please contact me with any questions or edit requests.
Thank you,
Hannah Lee
Digital Producer, Tiger Marketing
Attachments: 10 Product Images
Example 2: Business letter with enclosures
Hannah Lee
Tiger Marketing
123 Elm Street
New York, NY 10123
January 2, 2021
Henry James
Edison Firm
321 Maple Avenue
New York, NY 10132
Dear Mr. James, We’ve completed our analysis of the effectiveness of the previous period’s marketing campaigns for Edison Firm. Overall, the campaigns outperformed our expectations, and we advise raising the marketing budget in the coming months. We are happy to present the complete findings in the report that is enclosed.
Sincerely,
Hannah Lee
Digital Analyst, Tiger Marketing
Enclosure:
Winter Marketing Campaign Report
FAQ
How do you write a formal letter with an attachment?
- Begin with a blank letter. First, open your word processing program of choice.
- Apply basic formatting rules. …
- Mention the additional materials. …
- Note the attachments. …
- Print and sign the letter. …
- Add the materials.
How do you indicate attachments in a letter?
If you reference an attachment in the letter’s body, include a brief notation at the bottom for easy reference. Before the notation, you can also list the name, type, and number of the attachment. You could write “2 Enc” or “Yearly Report Enclosed,” for instance. ”.
How do you say you have attached a document?
- Attach the file with no explanation.
- Here is…
- I’ve attached…
- This [X] has …
- I’m sharing [X] with you.
- You’ll find the attachment below.
- If you have any queries regarding the attachment, please let me know.
- The requested document is attached to this email.
How do I mention an attachment in an email?
You can simply write, “Please, find attached. ” or its abbreviated form: PFA. “Attached” is the correct word for electronic communications. Enclosed is used for physical mails where envelopes are used.
