Knowing how to cite enclosures in business letters is one of those formatting details that separates polished professional correspondence from the kind that makes readers double-check the envelope. An enclosure notation tells the recipient that something extra is included with the letter, and it tells them exactly what that something is. Skip it, and your reader may overlook a critical attachment. Get it wrong, and you signal unfamiliarity with standard letter format.
What an enclosure notation is
An enclosure notation is a line at the bottom of a formal business letter that flags any documents included alongside the letter itself. Common examples include contracts, invoices, resumes, application forms, or supporting reports. The notation serves two purposes: it prompts the reader to look for additional materials, and it creates a written record of what was sent.
The notation is distinct from a reference line at the top of the letter or an inline mention in the body. It sits in a fixed position and uses a specific abbreviation or word. Think of it as a checklist printed on the letter itself.
Where to place the enclosure notation
The enclosure notation appears at the very bottom of the letter, below the signature block. The standard order for the closing section runs: complimentary close, signature, printed name, title, and then any notations. The enclosure line comes after all of that.
If the letter also carries a typist's initials (the cc or copy notation), the enclosure line goes before the cc line. That ordering keeps the enclosure reference tied to the letter content and places the distribution list last.
For a clear picture of how the closing section fits into the full document, the guide on proper business letter format walks through every element in sequence.
How to write the enclosure notation
You have a few accepted options. All of them are correct; the choice comes down to house style or personal preference.
- Enclosure (spelled out in full, singular)
- Enclosures (plural, when more than one document is included)
- Enc. (abbreviated, singular or plural)
- Encl. (slightly longer abbreviation, common in UK correspondence)
Pick one form and use it consistently within any single letter or across a document template. Mixing "Enc." in one letter and "Enclosures" in another creates unnecessary variation in your correspondence.
Listing what is enclosed
When you include only one document, the notation alone is enough:
Enclosure
When you include more than one document, list each item on its own line, or add the count after the notation. Both methods are widely used:
Enclosures (3)
Or, more specifically:
Enclosures:
1. Signed contract (2 pages)
2. Invoice #4821
3. Certificate of insurance
The named list is more informative and gives the recipient a way to confirm each document arrived. For letters containing more than 2 or 3 items, the named list is worth the extra lines. It cuts down on follow-up calls about missing pages.
How many to list
List every distinct document. If you're sending a contract and a cover sheet for that contract, and the reader needs to sign both, list both separately. If you're sending a stapled packet that functions as a single item, list it as one item with a description.
Don't omit an enclosure from the notation just because you mentioned it in the body of the letter. The notation is a physical checklist, not a summary of the text. A reader skimming the package will check the bottom of the letter before reading every sentence.
Enclosures vs attachments
In a printed letter, the correct term is "enclosure." In email, the standard term is "attachment." The distinction matters because business letter conventions developed around physical documents, and the terminology stuck. Using "attachment" in a formal printed letter reads as a slip. Using "enclosure" in an email subject line or body is equally out of place.
If your letter is being sent as a PDF with digital files accompanying it, you can reasonably use either term, though "attachment" is more intuitive for recipients reading on screen. The goal is clarity, not rigid adherence to a convention that no longer fits the medium.
For related guidance on referencing digital attachments, the post on better ways to phrase "please see attached" covers the email-side conventions in detail.
Using "cc" alongside enclosure notations
If you're copying the letter to additional recipients, the cc line comes after the enclosure line. It looks like this:
Enclosures (2)
cc: Sarah Marsh, Legal Department
This order is standard across most style guides, including those from the Association for Business Communication and the Gregg Reference Manual. Some organizations reverse the order internally, so check your company's template if one exists.
A note on format consistency
The enclosure notation should align with the left margin in a block-style letter, which is the most common format for formal business correspondence. In a modified block style, where the date and closing are centered, the enclosure line still typically sits flush left. Don't indent it to match the centered closing; that breaks the visual logic of the page.
Double-space between the last line of the signature block and the enclosure notation. Single-space between each enclosure item in a named list. These spacing rules apply whether you're using a word processor or a typewriter-era template.
If you're still working out the full structure of your letter, including the salutation, the reference line, and the date format, the guide on proper business letter format covers each section in order.
Quick reference: enclosure notation formats
Here's a summary of the accepted forms and when each one fits best:
- Enclosure: one document, formal US letters
- Enclosures (n): multiple documents, number in parentheses
- Encl. / Enc.: abbreviated form, acceptable in any context
- Enclosures: [named list]: best when the reader needs to verify each item individually
The AP Stylebook doesn't address enclosure notations directly, since it focuses on journalism rather than correspondence, but the Gregg Reference Manual and most corporate style guides treat the block-left, post-signature placement as the standard. When in doubt, spell it out, name each document, and keep the formatting flush left.