If you have to send in a form to a business for a refund, or to a government department, like a tax form, it is enough to just send the form by itself in an envelope. However, if you are sending a CV for a job, it is customary to add on a cover letter to personalise the application. Similarly forms accompanied by other documents need a cover letter to make that the recipient remembers to keep all of the documents together. It is also necessary to write a cover letter if you are sending documents pertinent to an earlier communication. The cover letter ensures that the recipient pays attention to the additional documents.
Adopt a business-like tone. Even if the letter is to a friend, its purpose is to pass on the documents. Focus all the contents of the letter on the document. If you want to pass on family news or relate a hilarious event, put that in a separate letter.
Type the cover letter. Although the cover letter is just meant to explain the reason for sending the document, you may also need to enforce certain points in the document. If you hand write the letter, important points may be lost, if the recipient can’t read your handwriting.
Under the salutation, put a subject line in bold and underline it. This should start with “RE:” and briefly state the subject of the enclosed document.
Start the first paragraph with “Please find enclosed” followed by the name of the document. Keep the rest of the letter brief but draw attention to any important points in the document.
Write your full name in capitals underneath a space for your signature at the bottom of the letter. Underneath that, write “Enc:” followed by the number of documents accompanying the letter.
Buy a foolscap envelope to avoid having to fold the documents. Place the cover letter on top of the accompanying document and slide the bundle into the envelope. You should not staple the document to the letter, because then it would be an “attached” document rather than an “enclosed” document.