14.5: Attachments

Many times you will need to attach supporting documents to your correspondence and the order of these documents has meaning for your correspondence. Placing supporting documents in the right order conveys levels of significance and relationships between documents to convey the context or background related to the issue in the correspondence. Understanding the context and background can be key information for decision makers to understand the issue and make good decisions.

Arranging and Marking Attachments

Attachment, appendix, annex, and exhibit all mean additional or supplementary material and indicate relative position within a correspondence package. The first addition to the document is an attachment; an addition to an attachment is an appendix; an addition to an appendix is an annex; and additions to an annex are exhibits. Indicate on the attachment, appendix, annex, or exhibit if there are appendices, annexes, or exhibits to it.

Type or write attachment markings in the same position as on the basic correspondence. Use pencil to allow renumbering and reuse with other documents. Mark attachments as follows:

• Attachments are marked in the lower right corner as Atch 1, Atch 2, Atch 3, etc.
• Appendices to attachments are marked as Appendix A, Appendix B, Appendix C, etc.
• Annexes to appendices are marked as Annex 1, Annex 2, Annex 3, etc.
• Exhibits to annexes are marked as Exhibit A, Exhibit B, Exhibit C, etc.
• For multiple-page attachments, number the pages of each attachment in a separate sequence. For example Atch 1 (1 of 3), Atch 1 (2 of 3), Atch 1 (3 of 3), etc.
• When sending more than one copy of an attachment, place the copy number (typed or handwritten) to the right and slightly above the attachment number to indicate the copy is the first, second, third, etc. For example Atch \(1^{1}\), Atch \(1^{2}\), Atch \(1^{3}\), etc.

Figure \(14.5.1\) Arranging and Marking Attachments (Graphic)

Keep the Package Together

Staple a memorandum of more than one page, or with attachments, in the upper left corner before dispatch. If possible, arrange pages so that the reader can read information without removing the staples or paper clips; for example, turn landscape pages with top to the left. If required, prepare envelopes or facsimile cover sheets, and place them at the left side behind the copies for dispatch. Use a paper or binder clip to hold the packet together before dispatch. Organizations may specify alternate methods to suit their needs.

When using tabs, the first tab is located near the lower right corner and each successive tab is located slightly higher. Keep the spacing between three or more tabs equal for a professional look. The graphic for tab placement, below, depicts proper tab placement.

Figure \(14.5.2\) Tab Placement (Graphic)