Who we are communicating with in an email determines what we write and how we write emails with attachments. This is why the way we communicate when an email is sent and a file is attached to the message varies and is determined by our relationship with the person receiving it or the goal we are trying to accomplish.
- Determine what files you wish to send. …
- Write the email’s subject line. …
- Compose the email’s body. …
- Attach the files. …
- Review and send the email. …
- Make sure the attachment is in an appropriate file format. …
- Try to limit the attachment file’s size. …
- Consider sending a link instead.
Should you mention the attachment in the email’s body?
When using email as a means of communication, you must adhere to certain rules and regulations. When sending emails with attachments, it is advised to make some reference to the file in the email’s body, regardless of whether the situation is formal or informal.
Although emails with attachments are typically obvious because they have an additional icon next to the subject line that indicates their presence, some recipients will not open emails with attachments unless they are certain of what they are and where they came from. Typically, the purpose of this is to prevent them from being exposed to an attachment that might be harmful and affect their device or other files, like a computer virus.
What is an email attachment?
A file sent as part of an email to another person is known as an email attachment. Its goal is typically to increase the value or benefit that the email provides the reader by including extra content that you are unable to express in the email’s body. The attachment can come in a variety of sizes and formats, with the most common types being large text files, different kinds of documents, spreadsheets, scanned files, forms, images, and videos.
How to write an email with an attachment
When composing and sending an email with an attachment, take into account these five steps:
1. Determine what files you wish to send
You should be completely aware of the file you intend to send and where it is on your device’s hard drive or memory drive before writing the email. Knowing the file(s) you intend to send is crucial because you must refer to them in the email’s body. Additionally, knowing where they are can help you quickly find and attach the files before sending the email.
2. Write the emails subject line
The next step is composing the emails subject line. The email subject should indicate that it contains one or more attached files and provide information about what they are because many potential recipients tend to ignore emails with attachments unless they know what the attached files are.
3. Compose the emails body
If you only need to send a message because of the attachments, the email body can just be a brief description of the files that are attached. If the email only intends to transmit a portion of the attached files, they must be mentioned in the body—ideally with a brief sentence describing what they are. It is not advisable to send emails with only attachments because the recipient or their email provider might mistake them for spam.
4. Attach the files
Attaching the required file or files is the last step before sending the email after it has been written. However, this step can be performed at any point between writing and sending. Because there is less chance of forgetting to attach the files altogether, many senders prefer to attach the files before writing the email.
5. Review and send the email
Once the email’s subject line, body, and any attachments have been written, you can quickly proofread it before sending it to the recipient.
Tips for writing emails with attachments
Take into account the following advice as you compose and send emails with attachments:
Make sure the attachment is in an appropriate file format
The recipient must be able to access the files you are about to send, so make sure of that. Use a standard file format when sending text files, spreadsheets, scanned documents, pictures, or any other type of file to increase the likelihood that the recipient will be able to open the attachment.
Try to limit the attachment files size
It is advised that you keep the size of the attached files as small as possible because the majority of email servers have a size restriction for attachments. Depending on the type of files, this can be done in a number of different ways. The majority of files will be considerably smaller if you use compression software to make zip files out of them. Additionally, you can greatly reduce the file size of images by downsizing them from unnecessarily high resolutions and compressing multiple text files into a single PDF document.
Consider sending a link instead
Instead of attaching the actual files when sending professional emails, think about including a link that contains the information you are about to attach. It could be a link to your resume, a link to the images or text files you are about to send, or just a link to the website where you previously uploaded the files, depending on the circumstance. This might facilitate and safeguard the recipient’s access to the data.
Avoid sending many unrelated files within the same email
If you want to send a recipient multiple files that are unrelated to one another, think about sending them multiple emails. It will be simpler for the recipient to locate the necessary attachment at a later time if you use each email’s subject line and body to describe the specific attached file.
Examples of emails with attachments
Here are two examples of emails with attachments written properly:
Example 1
Subject line: Medical supply shipment update with attached PDF
Dear Dr. Matthews, Please find attached the name and quantity of each supply in PDF format in response to your inquiry regarding the upcoming shipment of medical supplies that will arrive at Saint Francis General Hospital in January 2021.
We appreciate your inquiry and encourage you to write us again if you have any additional queries about the shipment or anything else we can assist you with.
Sincerely,
Michael Gilmour
Johnson Medical
Example 2
Subject line: Pictures from our trip to Cancun
Dear Mary, I’ve included the top ten photos from our trip to Cancun in this email. As soon as I receive more from John, I will send them to you.
I sincerely hope you enjoy them, and I can’t wait for our upcoming journey!
Love,
Paul
Sending Email w/attachment
FAQ
How do you say an attachment in an email?
- Option 1: Attach the file with no explanation. …
- Option 2: “Here is” …
- Option 3: “I’ve attached” …
- Option 4: “This [X] has …” …
- Option 5: “I’m sharing [X] with you.” …
- Option 6: “You’ll find the attachment below.” …
- Option 7: “Please get in touch with me if you have any questions about the attachment.” “.
What do you write in an email when sending an attachment?
Use “please refer to the attached file for your request” or “kindly see the attachment for details” when writing a formal email message with an attachment. Before writing the prompt, it is advisable to briefly describe the content if the recipient isn’t expecting the file.
How do you mention attached documents in a letter?
When sending an attachment, put the word “Attachment” along with a semicolon and the attachment number in the bottom left corner of the letter. Additionally, you should state in the letter’s body that an attachment (or attachments) is included to supplement or clarify information therein.
