Preparing and Managing Correspondence - Fort Sill MWR

Chapter 4
Enclosures, Tabs, and Assembling Correspondence
4–1. General
This chapter states DA policy for listing enclosures, placing tabs on correspondence packages, and assembling
correspondence. The general rule for using enclosures in correspondence is to be consistent. Do not list the number of
enclosures on letters. (See chap 3 for additional guidance.)
4–2. Enclosures
a. Use. Enclosures are documents that come with the basic communication; they are required to complete the action
or to keep the body as brief and concise as possible.
b. Placement of enclosure listing. For memorandums, begin listing enclosures at the left margin on the same line the
signature block begins. For letters, type enclosure(s) two lines below the signature block flush with the left margin.
c. Methods of listing.
(1) Capitalize the first letter in the first word of a listed enclosure:
2 Encls
1. Memo, OSA, 16 Apr 97
2. Ltr, USASC, 20 Apr 97
(2) Account for enclosures not identified in the body of the correspondence by indicating the total number. List each
enclosure by number when there are two or more, and describe each briefly.
4 Encls
1. Memo, OSA, 16 Apr 99
2. Memo, AMC, 17 Jun 99
3. Memo, TRADOC, 19 Jun 99
4. Memo, MEDCOM 21 Jul 99
(3) When there is only one enclosure, account for it without a number:
Encl
Memo, USAREUR, 17 Jun 99
(4) Use approved abbreviations in identifying enclosures. Abbreviate the word Enclosure (Encl) in memorandums
but not in letters. When there is more than one enclosure, use the plural form Encls for the abbreviation:
4 Encls
1. SOP 1–3
2. SOP 1–5
3. SOP 2–9
4. SOP 3–1
(5) When some enclosures are identified and others are not, list as follows (assume enclosures 1 through 3 are
identified and 4 and 5 are not):
5 Encl
1-3. as
4. Memo, OSA, 16 Apr 97
5. Memo, USASC, 20 Apr 97
d. Identification.
(1) Write the abbreviation of the word enclosure (“Encl”) and the number in pencil at the lower right corner of the
first page of each enclosure before making any required copies. Pencil markings can be easily erased or changed if the
enclosure is withdrawn for use with other correspondence.
(2) If there is more than one copy of the enclosure, place an additional number to the right and above the enclosure
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