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In a traditional business letter, mention an accompanying document in the body when it matters to the recipient, then add an enclosure or attachment notation below the signature block. Include a count or short list when it will help the recipient check what arrived. If the recipient’s organization provides a letter template or style guide, follow it.
Where to put the notation
Place the notation after the signature block. Purdue OWL’s business-letter guidance says to type “Enclosures” below the closing. The Government of Canada’s Language Portal guidance gives a more precise layout: put the notation at the left margin, on the second line below the signature block. If reference initials appear, the notation may go on the first or second line below them.
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These are business-letter conventions, not a single rule for every organization. Use the recipient’s required format when one is specified.
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| Documents included | Example notation |
|---|---|
| One | Enclosure: Résumé |
| More than one, counted | Enclosures (2) |
| More than one, listed | Enclosures: 1. Résumé 2. Reference list |
“Attachment” is also acceptable when it suits the context or the recipient’s style. The Government of Canada guide gives “Attachment” or “Att.” for one document and “Attachments” or “Atts.” for multiple documents; it also shows “Attachments: 2.” Keep the label consistent with the terminology used in the letter and any applicable template.
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When to name the documents
A short list makes it easier for the recipient to confirm which items should be present. It is especially useful when there are several documents or when the items have not already been identified in the letter body. Purdue OWL notes that naming documents may help when there are many.
In the body, refer to a document plainly if it is relevant to the message. For example: “I have enclosed my résumé for your review.” There is no single required sentence; choose wording that fits the purpose of the letter.
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If the letter is an email
The cited guidance covers traditional business letters and does not establish a universal rule for email. In an email, identify the files in the message body and follow your organization’s email conventions; a printed-letter enclosure notation is not automatically required.
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