Enclosure in a Cover Letter: What It Is & How to Use It

When crafting a cover letter, every detail matters, from the tone of your writing to the formatting of your document. One often-overlooked element is the enclosure—a simple yet powerful addition that can enhance your application and provide clarity to potential employers. But what exactly is an enclosure in a cover letter, and why should you consider including one?

An enclosure refers to any additional documents that accompany your cover letter, such as your resume, portfolio, or references. While it may seem like a minor detail, properly indicating enclosures can demonstrate your professionalism and attention to detail, setting you apart from other candidates. Historically, the practice of including enclosures has evolved alongside the job application process, adapting to changes in technology and communication styles.

In this article, we will delve into the concept of enclosures in cover letters, exploring their significance and how to effectively incorporate them into your job application. You’ll learn the best practices for formatting and presenting enclosures, as well as tips for ensuring that your cover letter stands out in a competitive job market. Whether you’re a seasoned professional or a recent graduate, understanding how to use enclosures can elevate your application and increase your chances of landing that coveted interview.

Exploring Enclosures

What is an Enclosure in a Cover Letter?

Basic Definition

An enclosure in a cover letter refers to any additional documents that accompany the letter itself. These documents are typically relevant to the job application and can include items such as resumes, portfolios, reference lists, or any other supporting materials that can enhance the applicant’s candidacy. The term “enclosure” is derived from the practice of physically enclosing these documents within the same envelope as the cover letter, although in the digital age, it often refers to attachments in an email or online application system.

When you mention an enclosure in your cover letter, you are essentially informing the reader that there are supplementary materials that provide further context or evidence of your qualifications. This practice not only helps to organize your application but also signals to the hiring manager that you are thorough and considerate in your approach.

Common Types of Enclosures

There are several types of enclosures that candidates commonly include with their cover letters. Understanding these can help you decide what to attach to your application:

• Resume: The most common enclosure, a resume provides a detailed overview of your work history, education, skills, and accomplishments. It serves as a comprehensive summary of your professional background.
• Portfolio: For creative positions, a portfolio showcasing your work—such as writing samples, design projects, or photography—can be a powerful enclosure. It allows potential employers to assess your skills and style directly.
• Reference List: Including a list of professional references can be beneficial, especially if the job requires strong recommendations. This list typically includes names, titles, contact information, and a brief description of your relationship with each reference.
• Certificates and Licenses: If the position requires specific certifications or licenses, including copies of these documents can strengthen your application by demonstrating your qualifications.
• Transcripts: For recent graduates or positions that require specific educational qualifications, including academic transcripts can provide evidence of your educational background.
• Cover Letter Addendum: Sometimes, applicants may include an addendum that elaborates on specific experiences or skills that are particularly relevant to the job, providing additional context that may not fit within the main cover letter.

Why Include Enclosures?

Enhancing Your Application

Including enclosures in your cover letter can significantly enhance your application. By providing additional documentation, you give hiring managers a more comprehensive view of your qualifications. This is particularly important in competitive job markets where candidates may have similar backgrounds. Enclosures allow you to stand out by showcasing your unique skills and experiences.

For instance, if you are applying for a graphic design position, a well-organized portfolio can visually demonstrate your creativity and technical skills far better than words alone. Similarly, if you are applying for a research position, including published papers or presentations can provide concrete evidence of your expertise and contributions to the field.

Providing Additional Information

Enclosures serve as a means to provide additional information that may not be fully captured in your cover letter or resume. For example, if you have a diverse range of experiences that are relevant to the job but do not fit neatly into your resume, a portfolio or an addendum can help you elaborate on these experiences.

Moreover, enclosures can also clarify any potential questions a hiring manager might have. For instance, if you have gaps in your employment history, including a brief explanation in an addendum can preemptively address concerns and demonstrate your proactive nature.

Demonstrating Attention to Detail

Including enclosures in your cover letter also reflects your attention to detail and professionalism. It shows that you have taken the time to compile relevant materials that support your application, which can leave a positive impression on hiring managers. This attention to detail is crucial, as employers often look for candidates who are organized and thorough in their work.

For example, if you are applying for a project management position, including a detailed project portfolio that outlines your past projects, methodologies, and outcomes can demonstrate your ability to manage complex tasks effectively. This not only highlights your qualifications but also indicates that you understand the importance of providing comprehensive information to support your candidacy.

Best Practices for Including Enclosures

When including enclosures with your cover letter, there are several best practices to keep in mind to ensure that your application is as effective as possible:

• Label Your Enclosures: Clearly label each enclosure to make it easy for the hiring manager to identify and review them. For example, you might include a note at the bottom of your cover letter that says, “Enclosures: Resume, Portfolio, Reference List.”
• Keep It Relevant: Only include enclosures that are directly relevant to the job you are applying for. Avoid overwhelming the hiring manager with unnecessary documents that do not add value to your application.
• Organize Your Documents: Ensure that your enclosures are well-organized and easy to navigate. If you are submitting a portfolio, consider using a table of contents or clearly labeled sections to guide the reader.
• Follow Application Instructions: Always adhere to any specific instructions provided in the job posting regarding enclosures. Some employers may have preferences for how they want documents submitted, so it’s essential to follow these guidelines closely.
• Proofread Your Enclosures: Just as you would with your cover letter and resume, make sure to proofread all enclosures for spelling and grammatical errors. A polished presentation reflects your professionalism and attention to detail.

By thoughtfully including enclosures in your cover letter, you can create a more compelling application that effectively showcases your qualifications and enhances your chances of landing an interview. Remember, the goal is to provide a complete picture of your skills and experiences, making it easier for hiring managers to see why you are the ideal candidate for the position.

How to Include Enclosures in a Cover Letter

Formatting Your Cover Letter

Standard Cover Letter Structure

A well-structured cover letter is essential for making a positive impression on potential employers. Typically, a cover letter consists of the following sections:

• Header: This includes your name, address, phone number, and email, followed by the date and the employer’s contact information.
• Salutation: A formal greeting, such as “Dear [Hiring Manager’s Name],” is standard.
• Introduction: This section should introduce yourself and state the position you are applying for, along with a brief mention of how you found the job listing.
• Body: The main content of your cover letter, where you highlight your qualifications, experiences, and why you are a good fit for the position.
• Closing: A polite conclusion that thanks the employer for their time and expresses your eagerness for an interview.
• Signature: If sending a physical letter, include your handwritten signature above your typed name.

Where to Mention Enclosures

Enclosures should be mentioned in the closing section of your cover letter. This is typically done after your signature or typed name. By indicating that you have included additional documents, you inform the reader that there are supplementary materials that provide further context or evidence of your qualifications.

For example, you might write:

Sincerely,
[Your Name]
Enclosures: Resume, References

By clearly stating the enclosures, you ensure that the hiring manager knows to look for these documents, which can enhance your application.

Listing Enclosures

Proper Placement and Notation

When listing enclosures, clarity and professionalism are key. The notation should be simple and straightforward. Here are some guidelines to follow:

• Use a clear heading: Label the section as “Enclosures” or “Enclosure” to make it easily identifiable.
• List each document: Use bullet points or a simple list format to enumerate the enclosed documents. This makes it easy for the reader to see what you have included.
• Be specific: Instead of generic terms, specify the exact documents you are enclosing. For example, instead of just saying “Resume,” you might say “Resume – [Your Name].”

Here’s an example of how to format the enclosure section:

Sincerely,
[Your Name]
Enclosures:
– Resume – [Your Name]
– Cover Letter – [Your Name]
– Reference List – [Your Name]

Examples and Templates

To help you visualize how to include enclosures in your cover letter, here are a few examples and templates:

Example 1: Basic Cover Letter with Enclosures

[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email]
[Your Phone Number]
[Date]

[Employer’s Name]
[Company’s Name]
[Company’s Address]
[City, State, Zip Code]

Dear [Hiring Manager’s Name],

I am writing to express my interest in the [Job Title] position listed on [Where You Found the Job]. With my background in [Your Field/Industry] and my experience in [Specific Skills or Experiences], I am confident in my ability to contribute effectively to your team.

[Body of the letter where you elaborate on your qualifications and experiences.]

Thank you for considering my application. I look forward to the opportunity to discuss my candidacy further.

Sincerely,
[Your Name]
Enclosures:
– Resume – [Your Name]
– Cover Letter – [Your Name]
– Reference List – [Your Name]

Example 2: Cover Letter for a Creative Position

[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email]
[Your Phone Number]
[Date]

[Employer’s Name]
[Company’s Name]
[Company’s Address]
[City, State, Zip Code]

Dear [Hiring Manager’s Name],

I am excited to apply for the [Job Title] position at [Company’s Name]. My experience in [Your Field/Industry] and my passion for [Specific Interest Related to the Job] make me a perfect fit for your team.

[Body of the letter where you discuss your creative projects, skills, and how they align with the company’s goals.]

Thank you for your time and consideration. I am looking forward to the possibility of discussing my application with you.

Sincerely,
[Your Name]
Enclosures:
– Portfolio – [Your Name]
– Resume – [Your Name]

Digital vs. Physical Enclosures

Email Attachments

In the digital age, many applications are submitted via email, which changes how enclosures are handled. When sending a cover letter via email, you should still mention enclosures, but the format will differ slightly:

• Subject Line: Include a clear subject line that indicates the purpose of your email, such as “Application for [Job Title] – [Your Name].”
• Body of the Email: Write a brief message in the body of the email that summarizes your application and mentions the attached documents. For example:

Dear [Hiring Manager’s Name],

I am excited to submit my application for the [Job Title] position at [Company’s Name]. Attached to this email, you will find my cover letter and resume for your review.

Thank you for considering my application. I look forward to the opportunity to discuss my qualifications further.

Sincerely,
[Your Name]

In this case, you would attach your cover letter and resume directly to the email. It’s also a good practice to name your files clearly, such as “Resume_[Your Name].pdf” and “CoverLetter_[Your Name].pdf.”

Printed Documents

When sending a physical cover letter, enclosures are typically included as hard copies. Here are some tips for handling printed documents:

• Use high-quality paper: Ensure that your cover letter and enclosures are printed on professional-grade paper to make a good impression.
• Order of documents: Place your cover letter on top, followed by your resume and any other enclosures. This order helps the reader easily navigate through your application materials.
• Include a cover page if necessary: If you are submitting multiple documents, consider including a cover page that lists all the enclosed items. This can help the hiring manager quickly identify what they are receiving.

By following these guidelines, you can effectively include enclosures in your cover letter, whether you are submitting it digitally or in print. This attention to detail can enhance your professionalism and make your application stand out.

Common Mistakes to Avoid

Overlooking the Mention of Enclosures

One of the most common mistakes job seekers make when crafting their cover letters is failing to mention enclosures. An enclosure refers to any additional documents that accompany your cover letter, such as your resume, references, or work samples. Neglecting to mention these enclosures can lead to confusion and may even result in your application being overlooked.

When you include a note about enclosures in your cover letter, you are ensuring clear communication with the hiring manager. This small detail can make a significant difference in how your application is perceived. It shows that you are organized and detail-oriented, qualities that are highly valued in any professional setting.

To effectively mention enclosures in your cover letter, consider adding a brief line at the end of your letter. For example:

“Enclosure: Resume, References”

This simple addition informs the reader that there are additional documents to review, which can prompt them to look for these materials. It also reinforces your professionalism and attention to detail.

Ensuring Clear Communication

Clear communication is essential in any professional correspondence, and your cover letter is no exception. When you mention enclosures, it is crucial to be specific about what documents you are including. This not only helps the hiring manager understand what to expect but also allows them to easily locate the relevant information they need to evaluate your application.

For instance, if you are including a portfolio of your work, specify that in your enclosure note. Instead of simply stating “Enclosure: Resume,” you might say:

“Enclosure: Resume, Portfolio of Work”

This level of specificity can be particularly beneficial in creative fields where a portfolio is a critical component of the application process. By clearly stating what is included, you enhance the likelihood that the hiring manager will review all of your materials, giving you a better chance of making a positive impression.

Including Irrelevant Documents

Another common pitfall is including irrelevant documents in your application package. While it may be tempting to showcase every piece of work you have ever done, it is essential to stay focused on the job requirements and tailor your enclosures accordingly. Including documents that do not directly relate to the position can dilute your message and confuse the hiring manager.

Before sending your cover letter and enclosures, take the time to review the job description carefully. Identify the key skills and experiences the employer is seeking, and select documents that highlight your qualifications in those areas. For example, if you are applying for a marketing position, include a resume that emphasizes your marketing experience and a portfolio that showcases relevant campaigns you have worked on.

By curating your enclosures to align with the job requirements, you demonstrate your understanding of the role and your ability to present yourself as a strong candidate. This focused approach not only makes your application more compelling but also saves the hiring manager time by providing them with the most relevant information.

Staying Focused on the Job Requirements

Staying focused on the job requirements is crucial when deciding which documents to include as enclosures. Each enclosure should serve a purpose and contribute to your overall narrative as a candidate. For instance, if the job requires strong analytical skills, consider including a report or project that showcases your ability to analyze data and draw meaningful conclusions.

Additionally, if you have multiple versions of your resume tailored to different roles, ensure that you are sending the correct version that aligns with the job you are applying for. This attention to detail reflects your commitment to the application process and your genuine interest in the position.

Here’s a quick checklist to help you determine which documents to include as enclosures:

• Relevance: Does the document directly relate to the job you are applying for?
• Quality: Is the document well-organized and professionally presented?
• Specificity: Does the document highlight the skills and experiences that the employer is seeking?

Poor Presentation

The presentation of your cover letter and enclosures is just as important as the content. Poorly formatted documents can create a negative impression and may lead the hiring manager to question your professionalism. To ensure a polished appearance, pay attention to the following aspects:

Formatting

Use a consistent format for your cover letter and enclosures. This includes using the same font, font size, and margins throughout all documents. A clean, professional layout enhances readability and demonstrates your attention to detail.

Proofreading

Before sending your application, take the time to proofread all documents for spelling and grammatical errors. Mistakes can undermine your credibility and suggest a lack of care in your application. Consider asking a friend or mentor to review your materials as well, as a fresh set of eyes can catch errors you may have overlooked.

File Format

When submitting your application electronically, be mindful of the file format you choose. PDF is often the preferred format, as it preserves the layout and ensures that your documents appear as intended on any device. Avoid using uncommon file formats that may not be easily accessible to the hiring manager.

Professional Appearance and Readability

In addition to formatting, consider the overall appearance of your documents. Use headings and bullet points to break up large blocks of text, making it easier for the reader to scan your materials. Ensure that your documents are visually appealing and easy to read, as this can significantly impact the hiring manager’s impression of you.

Lastly, remember that your cover letter and enclosures are often the first impression you make on a potential employer. By avoiding common mistakes related to enclosures, you can present yourself as a well-organized, detail-oriented candidate who is serious about the opportunity. Taking the time to ensure clear communication, staying focused on job requirements, and maintaining a professional appearance will set you apart in a competitive job market.

Examples and Templates

Sample Cover Letters with Enclosures

Entry-Level Position

When applying for an entry-level position, your cover letter should be concise yet impactful. Here’s a sample cover letter that includes an enclosure:

[Your Name]  
[Your Address]  
[City, State, Zip]  
[Your Email]  
[Your Phone Number]  
[Date]  

[Employer's Name]  
[Company's Name]  
[Company's Address]  
[City, State, Zip]  

Dear [Employer's Name],

I am writing to express my interest in the [Job Title] position listed on [where you found the job posting]. As a recent graduate from [Your University] with a degree in [Your Degree], I am eager to bring my skills in [relevant skills] to [Company's Name].

During my time at [Your University], I completed an internship at [Internship Company], where I [describe relevant experience]. This experience honed my abilities in [specific skills related to the job], and I am excited about the opportunity to contribute to your team.

Enclosed with this letter is my resume, which provides further details about my education and experience. I look forward to the possibility of discussing how I can contribute to [Company's Name]. Thank you for considering my application.

Sincerely,  
[Your Name]  
Enclosure: Resume

Mid-Career Professional

For mid-career professionals, your cover letter should reflect your experience and how it aligns with the job you are applying for. Here’s an example:

[Your Name]  
[Your Address]  
[City, State, Zip]  
[Your Email]  
[Your Phone Number]  
[Date]  

[Employer's Name]  
[Company's Name]  
[Company's Address]  
[City, State, Zip]  

Dear [Employer's Name],

I am excited to apply for the [Job Title] position at [Company's Name] as advertised on [Job Board/Company Website]. With over [X years] of experience in [Your Industry/Field], I have developed a strong skill set that aligns well with the requirements of this role.

In my previous position at [Previous Company], I successfully [describe a relevant achievement or responsibility]. This experience has equipped me with the ability to [mention skills or competencies relevant to the new job]. I am particularly drawn to this opportunity at [Company's Name] because [reason related to the company or position].

I have enclosed my resume and a list of references for your review. I am looking forward to the opportunity to discuss how my background, skills, and enthusiasms can contribute to the success of your team.

Thank you for your time and consideration.

Best regards,  
[Your Name]  
Enclosure: Resume, References

Executive-Level Application

When applying for an executive-level position, your cover letter should convey leadership qualities and strategic vision. Here’s a sample:

[Your Name]  
[Your Address]  
[City, State, Zip]  
[Your Email]  
[Your Phone Number]  
[Date]  

[Employer's Name]  
[Company's Name]  
[Company's Address]  
[City, State, Zip]  

Dear [Employer's Name],

I am writing to express my interest in the [Job Title] position at [Company's Name]. With over [X years] of executive experience in [Your Industry], I have a proven track record of driving growth and innovation in competitive markets.

At [Previous Company], I led a team that [describe a significant achievement or project]. My strategic approach to [specific area] resulted in [quantifiable outcome], demonstrating my ability to align organizational goals with operational execution.

I am particularly impressed by [something notable about the company or its mission], and I am eager to bring my expertise in [specific skills or areas] to [Company's Name]. Enclosed are my resume and a portfolio of my work, which I believe will provide further insight into my qualifications.

I look forward to the opportunity to discuss how my vision and leadership can contribute to the continued success of [Company's Name]. Thank you for considering my application.

Warm regards,  
[Your Name]  
Enclosure: Resume, Portfolio

Templates for Listing Enclosures

Simple List Format

When listing enclosures in a cover letter, a simple list format can be effective. This format is straightforward and easy for the reader to follow. Here’s a template:

Enclosure:  
- Resume  
- Cover Letter  
- References  
- Portfolio  

In this format, you simply list each document on a new line. This method is particularly useful for applications that include multiple documents, as it allows the reader to quickly identify what is included.

Detailed Descriptions

For a more comprehensive approach, you can provide detailed descriptions of each enclosure. This method is beneficial when the enclosures require further explanation or when you want to highlight specific aspects of your qualifications. Here’s a template:

Enclosure:  
1. Resume: A detailed overview of my professional experience, education, and skills relevant to the [Job Title] position.  
2. Cover Letter: A personalized letter outlining my interest in the position and how my background aligns with the company’s goals.  
3. References: A list of professional references who can speak to my qualifications and work ethic.  
4. Portfolio: A collection of my work samples that demonstrate my capabilities in [specific area].  

This format not only lists the enclosures but also provides context for each document, making it easier for the employer to understand the relevance of each item. It shows that you are organized and thoughtful about your application materials.

In both formats, it’s essential to ensure that the enclosures are clearly labeled and easy to find. This attention to detail can make a significant difference in how your application is perceived.

Including enclosures in your cover letter is a professional way to present additional information that supports your application. Whether you choose a simple list or a detailed description, make sure that your enclosures are relevant and enhance your candidacy for the position.

Frequently Asked Questions (FAQs)

What if I Have No Enclosures?

When crafting a cover letter, the term “enclosure” typically refers to additional documents that accompany your letter, such as a resume, portfolio, or references. However, there may be instances where you find yourself without any enclosures to include. This situation can be common, especially for entry-level positions or when applying to companies that do not require extensive documentation. Here are some alternatives and workarounds to consider:

Alternatives and Workarounds

If you have no enclosures, it’s essential to ensure that your cover letter still stands out and effectively communicates your qualifications. Here are some strategies to consider:

• Focus on Your Cover Letter: Without enclosures, your cover letter becomes even more critical. Use this opportunity to elaborate on your skills, experiences, and achievements. Make sure to tailor your letter to the specific job you are applying for, highlighting how your background aligns with the company’s needs.
• Include Relevant Links: If you have an online portfolio, LinkedIn profile, or personal website, consider including links within your cover letter. This allows potential employers to access additional information about your work and qualifications without needing physical enclosures.
• Offer to Provide Additional Information: In your cover letter, you can mention that you are happy to provide further documentation upon request. This shows your willingness to engage and can prompt the employer to reach out for more details.
• Utilize the Body of the Letter: If you have specific achievements or projects that you would typically include in an enclosure, consider summarizing them in the body of your cover letter. This can help demonstrate your qualifications without needing additional documents.

How Many Enclosures Should I Include?

When you do have enclosures to include with your cover letter, it’s important to strike a balance between quantity and quality. Including too many documents can overwhelm the reader, while too few may not provide enough information to make a strong impression. Here are some guidelines to help you determine the right number of enclosures:

Balancing Quantity and Quality

1. Prioritize Relevance: Only include enclosures that are directly relevant to the job you are applying for. For instance, if you are applying for a graphic design position, including a portfolio showcasing your best work is essential. However, if you have unrelated documents, it’s best to leave them out.

2. Limit to Two or Three Key Documents: A good rule of thumb is to include no more than two or three enclosures. This could be a combination of your resume, a cover letter, and a portfolio or reference list. This approach keeps your application concise and focused.

3. Quality Over Quantity: It’s better to include fewer high-quality documents than to overwhelm the hiring manager with a large number of mediocre ones. Ensure that each enclosure is polished, professional, and adds value to your application.

4. Consider the Application Instructions: Always pay attention to the job posting and any specific instructions regarding enclosures. Some employers may explicitly state what they want to see, while others may leave it open-ended. Adhering to their guidelines demonstrates your ability to follow directions and respect their preferences.

5. Tailor Your Enclosures: Just as you tailor your cover letter to the job, ensure that your enclosures are also customized. Highlight experiences and skills that are most relevant to the position, and consider adjusting your resume format to better align with the company’s culture.

Can I Use Digital Links as Enclosures?

In today’s digital age, many job applications are submitted online, and it’s becoming increasingly common to include digital links as enclosures. This can be an effective way to showcase your work and provide additional context to your application. However, there are best practices to follow when incorporating digital links:

Best Practices for Digital Submissions

1. Use Hyperlinks: When submitting your cover letter via email or an online application system, consider embedding hyperlinks directly into the text. For example, you can write, “You can view my portfolio here.” This makes it easy for the reader to access your work without having to copy and paste URLs.

2. Ensure Accessibility: Before sending your application, test all links to ensure they work correctly. Broken links can create a negative impression and may lead the hiring manager to question your attention to detail.

3. Provide Context: When including links, provide a brief description of what the reader can expect to find. For instance, if you link to your LinkedIn profile, you might say, “For a comprehensive overview of my professional background, please visit my LinkedIn profile here.” This helps guide the reader and encourages them to click on the links.

4. Limit the Number of Links: Similar to physical enclosures, it’s best to limit the number of digital links you include. Focus on the most relevant and impressive examples of your work. Too many links can be overwhelming and may dilute the impact of your application.

5. Consider the Format: If you are submitting your cover letter as a PDF, ensure that the links are clickable. Some formats may not support hyperlinks, which can lead to frustration for the reader. Always check the final format before submission.

6. Follow Up: If you include digital links, consider following up with the employer after submitting your application. You can express your enthusiasm for the position and mention that you included links to your work for their review. This not only reinforces your interest but also gives you another opportunity to highlight your qualifications.

While enclosures can enhance your cover letter, it’s crucial to approach them thoughtfully. Whether you have no enclosures, a few key documents, or digital links, the goal is to present a cohesive and compelling application that showcases your qualifications and makes a strong impression on potential employers.