An attachment letter is sent along with other documents to provide additional information. Often an attachment letter is also referred to as a “cover letter,” especially when referring to applying for a job. An attachment letter can be compared to a movie preview or the preface of a book. It is often the first document that the recipient reads, so it is crucial that it is formatted correctly, well organized, concise and directly relates the following document.
Plan the letter before writing it. List the main points that you want to convey to the reader, as well as any specific details. An example outline might be: introduction, purpose of document, synopsis of documents included, follow-up request and contact information.
Select the appropriate attachment letter greeting. The greeting should match the tone of the following documents. Examples of greetings with varying tones include: “Greetings, Taylor!,” “To Whom It May Concern,” "Dear Committee Selection Members,” “Mr. Chris Walkin.”
Write the introduction. The introduction should introduce the sender and include a brief statement about the purpose of the letter. For example, “My name is Adele Bolton and I am writing to express interest in the chef position that is listed on your website.”
Write the body of the letter. The body of the attachment letter is usually no more than one to three paragraphs, and should include details that are not included in the attached document. The body of the attachment letter should give the reader only enough information to make her want to review the full document.
Write the closing paragraph. The final paragraph may include a brief synopsis of the following document(s), a follow-up request and and a thank you. Example: “Please review the attached resume and letter of recommendation. If you feel that I am the candidate that you are in search of, it would be my pleasure to arrange a meeting to discuss this opportunity further. Thank you for your time and consideration. Sincerely, Julia Lindsey."
Use a template to format the attachment letter properly. The attachment letter should be one to two pages long.
Before sending the letter, allow an editor to review the document to provide revisions and feedback.
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