Are you tired of sending emails with attachments and getting no response? Do you often wonder if your recipients even open the attachments you send? Writing the right kind of enclosure in your email can make a huge difference in getting your point across and ensuring that your recipient has all the information they need to take action.
It’s not uncommon for people to overlook the importance of properly writing enclosures in emails. You may have a lot of relevant information to share, but if you don’t present it in the right way, it may get lost in the clutter of the email. Fear not, you don’t have to be a professional writer to craft effective enclosures. We have got you covered with examples that you can use as they are or edit to fit your specific needs.
Whether you need to send a report, a resume, or any other document that requires a recipient’s attention, writing an enclosure in an email is a simple yet crucial step. With the right approach, you can ensure that your recipient takes notice of what you’re sending and, most importantly, takes the required action.
The Best Structure for Writing Enclosures in Emails
When writing an email that includes attachments or other enclosed documents, it’s important to structure your message in a way that clearly communicates the purpose and contents of the enclosure. Below, we outline the best structure for writing enclosures in email.
1. Start with a clear subject line: Your subject line should accurately reflect the content of your email and indicate that there are enclosed documents. For example, “Enclosed: Proposal for ABC Company”
2. Begin your email with a brief introduction: In the first paragraph of your email, briefly introduce yourself (if necessary) and explain the purpose of your email. If the enclosure is a response to a previous conversation or request, be sure to reference that as well.
3. Clearly state that an enclosure is included: In the second paragraph of your email, make it clear that you have attached or included a document, and state its name. Be specific and avoid vague language like “additional materials” or “supporting documents.”
4. Provide context and a brief description: In the third paragraph, provide some context for the enclosed document and briefly describe its contents. This can help the recipient understand the purpose and importance of the enclosure, and make it more likely that they will review it thoroughly.
5. Conclude with any necessary follow-up: In the final paragraph, conclude your email by thanking the recipient for their time and indicating any necessary follow-up. For example, if you need a response or specific action, include a clear call-to-action.
6. Attach your enclosure: Finally, attach your enclosed document to the email. Make sure the file name and format are clear and easy to access.
Remember, the key to writing a successful email with enclosures is clarity and specificity. By following this structure, you can ensure that your message is clear, organized, and effective.
7 Sample Enclosure Emails for Different Reasons
Sample 1: Enclosing Documents for Job Application
Dear [Hiring Manager],
I hope this email finds you well. I am writing in response to the vacant position of [position] at [company]. Attached to this email, you will find my resume, cover letter, and two professional references.
My resume highlights my experience in [skill], [skill], and [skill], which I believe match the job description. My cover letter explains my motivation for applying and how my qualifications align with the company’s values. The references are from reputable sources and can vouch for my abilities.
Thank you for considering my application. I am excited about the prospect of joining your team and contributing my skills to the company’s success.
Best regards,
[Your Name]
Sample 2: Enclosing Invoices for Payment
Dear [Customer],
I hope this email finds you well. Attached to this email, you will find the invoices for the products/services we provided for the month of [month/year]. The total amount payable is [$amount].
We kindly ask that you settle the payment within the next 30 days of receipt of this email. If you have any questions or concerns regarding the amount or payment procedure, please do not hesitate to contact us.
Thank you for your continued patronage. We look forward to serving you again in the future.
Sincerely,
[Your Name]
Sample 3: Enclosing Certificates for Award
Dear [Recipient],
I hope this email finds you well. It is my pleasure to inform you that you have been selected as the recipient of the [award] for your outstanding performance in [field]. Attached to this email, you will find the certificate of recognition in PDF format.
We are honored to bestow this award upon you and recognize your hard work, dedication, and excellence. Congratulations once again on this well-deserved achievement.
Best regards,
[Your Name]
Sample 4: Enclosing Reports for Review
Dear [Manager],
I hope this email finds you well. Attached to this email, you will find the reports for [project] that we have been working on. The reports include detailed information on our progress, challenges faced, and recommendations for improvement.
We kindly request that you review the reports and provide us with feedback on how we can improve our performance. Your input is valuable to us in achieving the project’s goals and delivering high-quality work.
Thank you for your attention to this matter. We look forward to hearing from you soon.
Sincerely,
[Your Name]
Sample 5: Enclosing Photos for Client Approval
Dear [Client],
I hope this email finds you well. Attached to this email, you will find the photos we took of [subject] for your review and approval. The photos are in high resolution and showcase different angles and details.
We kindly request that you review the photos and provide us with your feedback on which ones you approve or need further editing. We are committed to meeting your expectations and delivering satisfying results.
Thank you for your attention to this matter. We look forward to your response.
Best regards,
[Your Name]
Sample 6: Enclosing Policies for Employee Acknowledgment
Dear [Employee],
I hope this email finds you well. Attached to this email, you will find the updated policies and procedures manual for our company. The manual outlines the expectations, rules, and regulations that govern our work environment and ethics.
We kindly request that you review the manual thoroughly and acknowledge your understanding and compliance with the policies by signing the enclosed acknowledgement form. We take our legal and moral obligations seriously and expect everyone to do the same.
Thank you for your cooperation. We appreciate your commitment to maintaining a safe and productive workplace for all.
Sincerely,
[Your Name]
Sample 7: Enclosing Articles for Publication Approval
Dear [Editor],
I hope this email finds you well. Attached to this email, you will find the articles we have written on [topic] for your consideration and approval for publication in [magazine/journal].
The articles have been written by experienced and knowledgeable professionals and meet the high standards of quality and relevance required by your publication. We would appreciate your feedback and suggestions for improvement, if any.
Thank you for your attention to this matter. We look forward to your response.
Best regards,
[Your Name]
Writing an Enclosure in Email: Tips and Tricks
If you need to send additional documents or files along with your email, writing an enclosure is a great way to let the recipient know what they should expect to receive. Here are some tips and tricks to help you write an enclosure in a professional and effective manner:
- Be clear and concise: When writing your enclosure, make sure to clearly state what documents or files are included. Use short sentences and avoid complex language to keep the message easy to understand.
- Mention the file format: If your enclosed documents are in a specific format, like PDF or Word, make sure to mention this in your email. This can save the recipient time and effort in figuring out what program to use to open the files.
- Include a brief description: If your enclosed documents are related to a specific topic or project, include a brief description of what the recipient can expect to see. This can help them prioritize which documents to read first and make the most of their time.
- Use correct grammar and spelling: Make sure to proofread your email carefully to catch any spelling or grammatical errors. This can help you maintain a professional image and prevent any misunderstandings.
- Attach the files before sending: Before sending your email, make sure to attach the enclosed documents. You can either attach them directly to the email or include a link to a shared folder. Just make sure the recipient can access them easily.
- Follow up after sending: If you don’t receive confirmation from the recipient that they received your enclosed documents, follow up with a polite email. This can help you ensure that your message was received and avoid any miscommunications.
By following these tips and tricks, you can write an enclosure in email that is clear, concise, and professional. This can help you communicate effectively with your colleagues, clients, and partners, and save time and effort for both you and the recipient.
How to Write Enclosure in Email
What is an enclosure in email?
An enclosure in email refers to any file or document that you attach or include with your email.
What is the purpose of using an enclosure in email?
The purpose of using an enclosure in email is to provide additional information, support or documents that reinforce or support the content of your email.
What types of files can be sent as an enclosure in email?
You can send a variety of files as an enclosure in email including documents, spreadsheets, photos, audio or video files, presentations, and more.
How does one indicate an enclosure in email?
You can indicate an enclosure in email by writing the word “Enclosure” or “Attachment” at the end of your email content and listing the name of the attached file(s).
Is it necessary to mention enclosure in email?
If you have attached any file with your email, it is always advisable to mention enclosure/attachment in your email because it helps to prevent confusion and ensure that the receiver is aware that there are additional documents.
Where should I mention an enclosure in email?
You should mention an enclosure in email at the end of your email message after your signature block or closing remarks.
What happens if I forget to attach the file after mentioning an enclosure in email?
If you forget to attach the file despite mentioning the enclosure in email, it can cause confusion and may send the impression that you are careless and not paying attention to details. So, always double-check before hitting the send button.
What is the etiquette for mentioning an enclosure in email?
The etiquette for mentioning an enclosure in email is to write the word “Enclosure” or “Attachment” in parentheses and then list the names of the files attached. Make sure to add a brief description of the documents attached.
Can I use a different word instead of ‘enclosure’ in email?
Yes, you can use words like “attached” or “included” instead of ‘enclosure’ in email. The key is to convey that there is additional material with the email and to make it clear as to what is included.
Can I mention multiple enclosures in a single email?
Yes, you can mention multiple enclosures in a single email by listing all the included documents or files separately after the word “enclosure.”
Wrap It Up!
Easy, right? Don’t forget that adding enclosures to your emails is a great way to share important documents and files with your recipients. Follow the steps we’ve laid out for you and you’ll be adding enclosures to your emails like a pro in no time. Thank you for reading and don’t forget to come back for more tips and tricks to make your emailing experience even better!