Enhancing Business Letters with Enclosures and Post Scripts

Business letters serve as the backbone of professional communication, but sometimes the main body of your letter isn’t enough to convey all necessary information. This is where supplements like enclosures and postscripts become invaluable tools. These additions ensure your correspondence is comprehensive, professional, and leaves no stone unturned in delivering your message effectively.

What are letter supplements and why do they matter? 🔗

Letter supplements are additional elements that accompany your main business letter to provide extra information, supporting documents, or afterthoughts that enhance the overall communication. Think of them as the supporting cast that makes your main message shine brighter. These supplements include enclosures (additional documents), postscripts (P.S. notes), proper margins and indentation, and identification marks that show who wrote and typed the letter.

In today’s fast-paced business environment, these supplements aren’t just nice-to-have features – they’re essential components that can make the difference between a complete, professional communication and one that leaves recipients confused or lacking important information.

Mastering enclosures in business letters 🔗

Enclosures are perhaps the most common and crucial supplements to business letters. These are additional documents that you include with your letter to provide supporting information, evidence, or materials referenced in your main message.

Common types of enclosures 🔗

The types of enclosures you might include vary depending on your letter’s purpose:

Financial documents: Invoices, receipts, payment vouchers, or financial statements that support payment requests or financial discussions mentioned in your letter.

Legal documents: Contracts, agreements, certificates, or legal notices that require the recipient’s attention or signature.

Informational materials: Brochures, catalogs, price lists, or company reports that provide additional context to your letter’s content.

Forms and applications: Employment applications, registration forms, or questionnaires that need to be completed by the recipient.

Proper enclosure notation 🔗

The key to professional enclosure handling lies in proper notation. At the bottom of your letter, typically two lines below your signature block, you should clearly indicate what documents are enclosed. Here are the standard formats:

For a single enclosure, simply write “Enclosure” or “Enc.” For multiple enclosures, you have several options: “Enclosures (3)” indicating the number, or “Enclosures:” followed by a list of each document. For example:

Enclosures:
– Invoice #12345
– Product catalog
– Return envelope

This clear notation serves multiple purposes: it helps you ensure all documents are included before sending, alerts the recipient to look for additional materials, and provides a checklist for the recipient to verify they’ve received everything.

The strategic use of postscripts (P.S.) 🔗

The postscript, commonly abbreviated as P.S. (from Latin “post scriptum” meaning “written after”), is a powerful tool that many business writers underutilize. A well-crafted postscript can add significant value to your business communication.

When to use a postscript effectively 🔗

Adding urgency: Use a P.S. to emphasize time-sensitive information that might get lost in the main body of your letter.

Personal touch: In business relationships where you have an established rapport, a postscript can add a personal note that strengthens the professional relationship.

Call to action: A P.S. can serve as a final reminder about actions you need the recipient to take.

Additional information: Sometimes you remember important details after completing your letter. Rather than rewriting the entire document, a postscript allows you to add this information professionally.

Writing effective postscripts 🔗

An effective postscript should be brief, relevant, and add genuine value to your communication. Avoid using it as a dumping ground for thoughts you forgot to include earlier. Instead, think of it as a strategic communication tool.

For example: “P.S. The deadline for submitting proposals has been extended to March 15th due to the recent holiday schedule.” This postscript provides valuable, time-sensitive information that recipients will appreciate.

Professional formatting through margins and indentation 🔗

While not always considered traditional “supplements,” proper margins and indentation are crucial elements that supplement your letter’s professional appearance and readability.

Standard margin guidelines 🔗

Professional business letters typically use one-inch margins on all sides. This creates a clean, balanced appearance and ensures your letter looks professional whether it’s printed or viewed digitally. Consistent margins also make your letter easier to read and more visually appealing.

Indentation strategies 🔗

You have two main formatting choices for business letters: block format (where everything aligns to the left margin) or modified block format (where certain elements like the date and closing are indented). Whichever format you choose, consistency throughout the document is key.

Proper indentation helps organize your information hierarchically, making it easier for recipients to scan and understand your message quickly.

Identification marks: The professional signature 🔗

Identification marks might seem like minor details, but they serve important professional and practical purposes in business correspondence.

Writer and typist initials 🔗

At the bottom of your letter, typically in the lower left corner, you should include initials that identify both the writer and the typist (if different people). This follows the format: Writer’s initials/Typist’s initials (e.g., “JD/mk” where JD represents John Doe, the writer, and mk represents Mary Kim, the typist).

These identification marks serve several purposes: they provide accountability for the document’s content and preparation, help with filing and reference systems, and assist in follow-up communications when multiple people are involved in correspondence preparation.

Reference numbers and codes 🔗

In larger organizations, letters often include reference numbers or codes that help with filing, tracking, and follow-up. These might appear near the date or at the bottom of the letter, depending on company policy.

Putting it all together: A complete professional letter 🔗

When you combine all these supplements effectively, you create a comprehensive communication tool that leaves nothing to chance. Your letter becomes more than just a message – it becomes a complete package that anticipates the recipient’s needs and questions.

Consider this scenario: You’re sending a proposal to a potential client. Your main letter outlines your services and pricing. Your enclosures include a detailed proposal document, company brochures, and client testimonials. Your postscript reminds them of an upcoming deadline for decision-making. Your identification marks show professionalism and accountability.

This comprehensive approach demonstrates attention to detail, professionalism, and respect for the recipient’s time and information needs.

Common mistakes to avoid 🔗

Forgetting to include mentioned enclosures: Always double-check that you’ve included every document you’ve noted in your enclosure list.

Overusing postscripts: A postscript should be the exception, not the rule. Use it sparingly and strategically.

Inconsistent formatting: Maintain consistent margins, indentation, and spacing throughout your document.

Missing identification marks: These small details contribute significantly to your professional image.

What do you think? How might these letter supplements change the way you approach business correspondence? Which of these elements do you think would have the biggest impact on making your business letters more effective and professional?