Sending a professional letter requires certain etiquette, including proper formatting and careful elimination of grammar and spelling errors. When sending letters, it's often necessary to attach related documents. For example, with applying for a job, you likely want to include a resume and several letters of reference. Within the contents of the letter, notify the recipient that there are attachments.
Step 1
Launch the word processing program you will use to compose the letter, such as Microsoft Word. Access it by clicking "Start," then "All Programs," and select the program from the list.
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Step 2
Format your letter. In a basic business letter, you should include your address at the top of the document, with the text flush left. Skip a line, and insert the date. Below the date, type the recipient's name and address, and below that include your greeting. The greeting should be formatted as "Dear Mr. [Name]" or "Dear Mrs. [Name]." End the greeting with a comma. Write the contents or body of your letter below the greeting.
Step 3
Include a signature block at the bottom of your letter. The signature block should begin "Sincerely," and have your name in the next line. Skip a line in between "Sincerely," and your typed name. You will sign your name in this space after printing the letter.
Step 4
Append the word "Enclosure" or "Enclosures" below the signature block to signify that you have attached documents. You may wish to list the enclosed documents under "Enclosures:" by including their titles. Note the colon, which introduces further material. Type each attached document title — such as "Curriculum Vitae" and "Letters of Reference" — on a separate line.
Step 5
Remember to send all enclosures together with the letter. If you are mailing the letter with attachments, place the letter on top of the stack of documents.