You can write thank you if you request something in the letter. [3] X Research source Sometimes, depending on the content of the letter. You can even write sending you wishes for a nice day. Generally, your closing might be more familiar if you are on more personal terms with the recipient. For example, if you are writing to your best friend’s father, you might use a more informal closing such as “Kind regards” or “Best wishes. "
If you’ve included more than one document, use the plural “Enclosures” and indicate the number of enclosures afterward. The number should either follow a colon or be enclosed in parentheses. For example, if you had three enclosures, you could type either “Enclosures: 3” or “Enclosures (3). "
Technically, “enc. " is an abbreviation for the verb “enclosed,” while “encl. " can mean either “enclosed” or “enclosure. " If you’re enclosing more than one document, you can note the number of enclosures after the abbreviation, but don’t add an “s” to the abbreviation.
Make sure all documents have an easily recognizable title if you want to list them this way. You don’t want your recipient trying to puzzle out whether the right documents are there. If you’re listing titles, don’t also include the number of enclosures.
Simply list the title of the document and then include the description in parentheses. For example, you might write “Enclosures: Birth certificate (original plus two copies). " If you’ve enclosed original documents that you’re going to need returned to you, make sure you mention that in the body of the letter.
The default margins should be fine as well. They should be at least an inch on all sides. If you have a shorter letter that you want to fill the page, you might consider increasing the margins a little and see if that helps balance out the page. For particularly short letters, you also might try a slightly larger, more spread out font, such as Verdana. But be careful that the font isn’t too distracting. If you’re in doubt, print the letter and hand the paper to a friend. Have them look at it for a couple seconds, then take it away and ask them to tell you about it. If the font is distracting, they’ll be able to tell you.
Typically your address is single-spaced and right-justified. Your word processing app may have a business letter template you can use so you don’t have to do all the formatting manually. In addition to your mailing address, you can also include your phone number, email address, or both.
For example, if you are writing your letter to someone in Europe, you would want to put the day first, then the month, then the year: “16 July 2017. " If you are writing your letter to an American, on the other hand, you would write “July 16, 2017. " Don’t try to guess the date ahead on a formal business letter. If the recipient gets your letter before the date, it will make you look bad. Try to mail the letter as soon as possible after you print and sign it.
After the address, skip down another two lines and type your greeting. “Dear” is appropriate, followed by the person’s title and name. Use your discretion on whether to include the person’s first name. If the person is in a position of authority, you’re generally better off using “Mr. " or “Ms. " followed by their last name.
Paragraphs aren’t indented in block style. Your text typically is left-justified, although you may choose “justified” alignment. The text will be spaced so that it’s even on both sides of the page. Justified text may be more difficult to read in some contexts, but for a short letter it can make your text look cleaner. It’s mostly a matter of personal choice.
The paper you choose can determine whether your letter is taken seriously by the recipient. This is especially important if you’re writing a formal business letter because you’re applying for a job, or trying to gain admittance to a school. Generally you want paper that’s a slightly heavier stock, and white or off-white. Colored paper might be suitable for personal letters, but for business letters it will make you look less than serious.
For example, if you’re writing to apply for a job, you might write “My name is Sally Sunshine, and I’m a recent graduate of the Cupcake Academy. I saw you’re looking for a cupcake baker, and I believe my skills would be a good match for you. "
For example, you might write “As you can see on my résumé (enclosed), I graduated from Cupcake Academy with the highest grades in my class and a commendation from the Dean. " This method of noting enclosures in the body of your letter is most appropriate when you don’t have a lot of enclosures.
For example, suppose you are writing a business to demand a refund for a faulty product. You might write “I have enclosed my receipt for the merchandise along with two photos showing the defect that was apparent when I first removed it from the box. " In your notation below the closing of your letter, this would be expressed either as “Enclosures (3)” or “Enclosures: Receipt dated July 11, 2017; photos (2). "
For example, if you’re enclosing a receipt and photos to demand a refund for a faulty product, you might write “The photos indicate the problem with this item. If you compare the date on the photos to the date on the receipt you’ll see that they were taken the day I bought the product. This product was damaged when I bought it. "
