How to Send Documents via Email: Attached Sample Email for Sending Documents

Are you tired of constantly going back and forth with clients, customers, or colleagues to send documents? Do you wish there was a simple and efficient way to get everything done in one go? Look no further than the attached sample email for sending documents.

This pre-made email template takes the hassle out of sending documents by providing you with a professional and easy-to-use format. Whether you’re sending important contracts, invoices, or even just a simple memo, this template is sure to make the process quick and painless.

Not only does this sample email include all the necessary components for sending documents, but it also allows you to customize and edit it to fit your specific needs. Simply open it in your preferred email client, make any necessary changes, and hit send!

Don’t waste any more time stressing over sending documents. Use this sample email as a guide and get the job done quickly and efficiently. The best part? It’s completely free and available for you to use at any time. So, what are you waiting for? Streamline your document sending process today.

The Best Structure for Your Email for Sending Documents

Sending important documents via email can be tricky. You want to make sure everything is organized and easy to understand for the recipient. That’s why having a clear and concise structure for your email is crucial. In this article, we’ll explore the best structure for an email when sending documents.

First and foremost, it’s important to ensure that your subject line is clear and specific. The recipient should know exactly what to expect when they open your email. For example, if you’re sending over a contract, your subject line could read, “Contract for Signature – [Insert Name of Project or Company]”. By including the purpose and title of the document in the subject line, you eliminate any confusion or misunderstandings.

When crafting the body of your email, it’s best to start with a brief introduction. Let the recipient know who you are and why you’re sending the documents. You could include a sentence or two about the purpose of the document or any relevant information they should know before opening it.

Next, it’s important to clearly state what documents are attached and why they are important. Instead of simply listing the documents, provide a brief summary of each one and its purpose. This will save the recipient time and help them understand the context of the documents they are receiving.

In addition, be sure to let the recipient know if they need to take any action upon receiving the documents. For example, if you need them to sign and return a contract, provide clear instructions on how to do so and a deadline for when it needs to be returned.

Finally, it’s always good practice to end your email with a thank you and contact information for the recipient to reach out with any questions or concerns.

Overall, the best structure for an email when sending documents involves a clear subject line, a brief introduction, a clear listing and summary of the attached documents, any necessary action items, and a polite closing with contact information. By following this structure, you’ll make it easy for the recipient to understand and act on the documents you’re sending.

Sample Email for Sending University Transcripts


I hope this mail meets you well. I am sending my university transcripts for the purpose of admission to your university’s master’s program in environmental science. Please find attached the scanned copy of my transcripts.

The transcripts reflect my academic progress across my four-year undergraduate study at the University of Lagos, where I gained knowledge in environmental science. I am confident that my academic strength and aptitude make me a perfect fit for the program. I am excited about the opportunity to apply my knowledge and skills to make a positive impact in the field of environmental science.

Thank you for taking the time to review my application. Please do not hesitate to reach out if you have any questions or require any additional information from me.

Kind Regards,
Adeola Ikpea

Sample Email for Sending Employment Documents

Dear [Insert name],

It is my pleasure to forward my employment documents to you. Please find attached my resume, cover letter, and references for the position of Client Service Manager at [Insert Company Name].

I wanted to highlight my extensive experience managing client service teams and improving customer satisfaction rates. I am well equipped to handle a fast-paced, high-pressure environment, and I am excited about the opportunity to bring my problem-solving skills to your organization.

Thank you for considering my application. I remain available for an interview to discuss my qualifications and how I can contribute to [Insert Company Name] team.

[Insert Your Name]

Sample Email for Sending Legal Documents

Dear [Insert recipient’s name],

I am writing to send you the legal documents related to our case. I have attached all the necessary documentation, including the contract signed by the parties involved, invoices, and payment receipts, as required.

Kindly note that the enclosed documents are confidential and are intended solely for the purpose of our legal case. Please do not share these documents with any third party without proper authorization.

Thank you for your cooperation in this matter. Please let me know if you require any further information or have any questions.

Best regards,
[Insert Your Name]

Sample Email for Sending Invoices

Dear [Insert recipient’s name],

I am sending this email to attach my invoices, which are overdue for payment. Please find enclosed all the relevant details and information about the items shipped, the payment that is due, and the payment methods that are available.

I kindly request that you review these invoices and make payment promptly, as the payment is now past due. If you have any questions, please don’t hesitate to contact me.

Thank you for your cooperation, and I anticipate that the issue will be resolved soon.

[Insert Your Name]

Sample Email for Sending Business Proposal

Hello [Insert recipient’s name],

I hope you are having a great day. I am sending this mail with an attachment of my business proposal as per our discussion.

The business proposal entails the growth strategy we can use to improve your current operations and expansion plans to reach a wider audience. Included in the document is our experience in the industry, recommendations, and the cost implications.

I am confident this proposal can significantly increase revenue while keeping costs low through increased efficiency. Should you have any further questions, please do not hesitate to reach out to me.

Thanks once again for considering my proposal.

Best regards,
[Insert Your Name]

Sample Email for Sending Digital Portfolio

Dear [Insert recipient’s name],

I am attaching my digital portfolio for the role of web developer at [Insert Company Name] as per your request.

The portfolio includes examples of past projects that I have completed, along with my resume and cover letter that showcase my qualifications and my ability to deliver results. In addition, there is a list of references that you can contact to get more information about my experience and skills.

If you have any questions or would like to discuss anything further, please do not hesitate to get in touch with me at your earliest convenience.

Thank you for considering my application.

Yours sincerely,
[Insert Your Name]

Sample Email for Sending Medical Documents

Dear [Insert recipient’s name],

I am sending this email with an attachment of medical documents as instructed. The attached documents include my test results and reports regarding my [Insert medical condition]. I hope these materials are helpful.

Please let me know if you require any further information about my medical status or if there are any updates. I will be more than pleased to correspond with you.

Thank you for taking the time to review the attached documents to help facilitate the medical assessment process.

Best regards,
[Insert Your Name]

How to Effectively Send Documents Via Email: Tips and Tricks

Sending documents via email seems like a simple enough task, but there are several ways you can optimize the process to save time and prevent any potential mishaps. Read on for some tips and tricks:

  • Use clear subject lines. Your recipient is much more likely to open and prioritize an email with a clear and specific subject line. Avoid vague phrases like “documents” and instead write something like “Important Quarterly Report Attached.”
  • Zip large files. If your document is over a certain size limit, you may need to compress it into a zip file to ensure it can be sent through email. Use a trusted software (such as WinZip or 7Zip) to quickly and easily create a compressed file.
  • Proofread your email and attachments. It’s essential to double-check that your email was written clearly and professionally, and that all included documents are the correct versions with no errors or formatting issues. Sloppy mistakes can make you look unprofessional.
  • Choose the right file type. Depending on your document’s content, you may need to save it as a specific file type. For example, a spreadsheet should be saved as an Excel file, while an image should be saved as a JPEG or PNG.
  • Send a follow-up email. If your document is especially important, consider sending a follow-up email confirming that the recipient has received and can access the documents successfully. This is also a chance to address any questions or concerns they might have about the content.

By using these tips, you can streamline the process of sending documents via email and ensure that your message is professional and effective.

Frequently Asked Questions

What types of documents can I send through email?

You can send various types of documents through email including PDFs, Word documents, Excel spreadsheets, and image files such as JPEGs and PNGs.

What is the maximum file size that can be attached to an email?

This depends on your email service provider. Generally, most email services have a limit of 25 MB per attachment, but some providers allow up to 50 MB.

What should I do if my attachment is too large to send through email?

You can consider compressing the file size using a compression software or splitting the file into multiple attachments.

Is it necessary to compress my document before sending it via email?

It is not mandatory, but compressing the file can help reduce the file size and make it easier to send and receive large files over email.

Is it safe to send sensitive documents via email?

It is recommended not to send highly sensitive information through email as it can be intercepted or hacked. If it is necessary to send sensitive documents through email, it is better to use password protection on the document and send the password separately through a secure method.

How can I check if my document has been successfully attached to the email?

You can check the email draft to see if the document has been attached. You can also send a test email to yourself or a colleague to check if the attachment is working properly.

What should I do if I receive an error message while trying to attach a file?

You can try to re-save the file with a different name or file format. You can also check if the file is open in any other program. If the problem persists, you can contact your email service provider for assistance.

Happy Sending!

And that’s it! You’ve learned how to attach a document to an email without any hassle. Whether you’re sending over your resume, a presentation, or even just a photo, now you know the easiest way to get them over to your intended recipient. Thanks for taking the time to read this article and I hope to see you again on our next topic. Until then, happy sending!