Effective Email Sample for Submitting Documents – Simplifying Your Documentation Process

In this fast-paced digital age, submitting important documents online has never been easier. But just like submitting physical documents, proper etiquette and format should still be observed to ensure the smooth and efficient transaction of your paperwork. And to help you with that, we’ve prepared some email samples for submitting documents that you can use as a template or edit to fit your needs.

Submitting documents through email is not only convenient and eco-friendly, but it’s also becoming the norm. Whether it’s for your job application or simply sending over legal papers, knowing how to craft an email that’s clear, concise, and professional is essential. And with our email samples, you can make sure that your documents are submitted correctly and without any confusion.

So if you’re looking for a reliable and easy way to submit your documents online, check out our email samples below. And remember, you can always edit them as needed to ensure that your message is clear and personalized.

The Ideal Structure for Submitting Documents via Email

When submitting documents via email, there are certain structural and formatting guidelines that need to be followed. Not adhering to these guidelines can lead to confusion, delays in processing, and even rejection of your submission. Therefore, it’s essential to know the right structure for an email that contains important documents. Here’s how to structure your email in the best possible way for submitting documents:

Subject Line:

The subject line should be clear and concise, indicating the purpose of the email. Ideally, it should include a brief description of the type of documents being submitted, as well as any relevant reference numbers or identification codes. This helps ensure that your email is directed to the correct recipient and that it’s easy to identify and locate in the future. For instance, if you are submitting an expense report, your subject line could be: “Expense Report Submission – John Doe.”


Begin your email with a polite salutation, addressing the recipient by name whenever possible. If you don’t have the recipient’s name, you can use a generic greeting like “Dear Sir/Madam” or “To Whom It May Concern.”


In the first paragraph of your email, clearly state the purpose of your email, along with any relevant background information. This helps to establish context and lets the recipient know what to expect in terms of the submitted documents. For instance, you could write: “I am writing to submit my expense report for the month of July 2021. The report is attached to this email and includes a breakdown of all expenses incurred during that period.”


In the second paragraph, provide further details about the submitted documents, if necessary. You can also use this section to highlight any important information that should be taken into consideration when processing the documents. Be clear, concise, and to the point. If you have any questions or other requests, be sure to include them in this section. For example: “Please let me know if you require any additional information or if there are any issues with processing the report.”


In the last paragraph, express gratitude to the recipient for their time and consideration. You can also include any necessary closing statements, such as a request for confirmation of receipt or a note about following up. For instance, you could write: “Thank you for your prompt attention to this matter. Please let me know if you have any further questions or if there’s anything else that I can do to assist you. I look forward to hearing back from you soon.”


Conclude your email with your full name, job title, and contact information (e.g., phone number, email address). This makes it easy for the recipient to reach out to you if they need to follow up. You can also include a professional signature block at the end of your email that includes your company logo and other relevant information.

By following this structure, you not only make it easy for the recipient to process your submission, but you also establish a high level of professionalism and efficiency. Keeping these guidelines in mind can help you write the perfect email for submitting documents via email.

Email Sample Templates for Submitting Documents

Submission of Transcript for Scholarship Application

Dear Scholarship Committee,

It is my pleasure to submit my transcript for consideration in applying for the scholarship program. Through this letter, I wanted to brief about my academic journey and my eligibility for the scholarship program.

I am a final year student pursuing a degree in Marketing from the University of XYZ. My academic performance has been excellent throughout the course, with a cumulative GPA of 3.8. I have also undertaken several projects and seminars related to the field of Marketing, which has helped me gain a better understanding of the subject matter.

Thank you for considering my application for the scholarship program. I look forward to hearing back from you regarding the status of my application.


[Your Name]

Submission of Income Tax Returns for Loan Approval

Dear Loan Officer,

I wanted to submit the income tax returns for the past three years in support of my loan application. As the loan amount would be substantial, I understand and agree that my income tax returns would provide evidence of my ability to repay the loan amount as agreed.

My income tax returns for the past three years are attached to this email. Please let me know if you need any further documentation in support of my application, and I would be happy to provide them as needed.

Thank you for your time and consideration in reviewing my loan application.

Best Regards,

[Your Name]

Submission of Portfolio for Graphic Design Role

Dear Hiring Manager,

Thank you for your email regarding the Graphic Designer position. I am excited about the opportunity to showcase my design skills and experience, and provide my portfolio for your review.

Please find attached my portfolio, which includes some of the latest design works that I have completed. I have worked on projects with various clients, including small businesses and international brands, which have helped me develop my design skills over the years.

I am confident that my experience in graphic design, coupled with my ability to collaborate and communicate effectively with colleagues and clients, would make me an excellent candidate for the position. I look forward to the opportunity to discuss my application further with you in an interview.

Thank you for your time and consideration in reviewing my application.


[Your Name]

Submission of Medical Records for Insurance Claim

Dear Claims Officer,

I am writing to request that you consider my medical report in support of my recent insurance claim. As per the policy agreement, I have enclosed all the medical reports and bills for my hospitalization and treatment during the period that I was insured.

Please let me know if you need any further documentation or information to process my claim. I appreciate your prompt attention to my request and thank you for your continued support and assistance.

Best Regards,

[Your Name]

Submission of Certification for Job Application

Dear Human Resources Officer,

Thank you for requesting my certification that is required for my job application. I have requested my certified copy from my institution, and it is enclosed with this email.

I am excited about the prospect of joining your team and contributing to the continued success of your organization. I believe that my experience and qualifications would be an asset to the positions offered.

Thank you once again for your time and attention. I look forward to hearing from you regarding the status of my application.


[Your Name]

Submission of Receipt for Reimbursement Request

Dear Accounts Payable Team,

I am writing to request reimbursement for my work-related expenses incurred during my travel period. As per the company policy, I have submitted my receipts as evidence of the expenses, which are attached to this email.

Please let me know the status of my reimbursement request, and if there is anything further required by the team. I would be happy to provide any additional evidence or information if required.

Thank you for your attention and support.

Best Regards,

[Your Name]

Submission of Police Report for Legal Proceedings

Dear Legal Counsel,

I am writing to provide the copy of the police report that is required for my ongoing legal proceedings. As per your request, I have attached the certified copy of the police report along with this email.

Thank you for your time and attention to my request. Please let me know if there is anything further required by the legal team, and I would be happy to provide it as needed.


[Your Name]

Tips for Submitting Documents via Email

Submitting documents via email has become an increasingly popular way to transfer important information quickly and efficiently. Whether you are sending a resume or important business documents, there are some tips you can follow to make the process seamless and effective.

  • Be clear in your subject line: The subject line should clearly convey what the email pertains to. This will help the recipient identify your email quickly and respond in a timely manner. For example, if you are submitting a resume for a job, the subject line could read “Resume submission for XYZ position.”
  • Attach files properly: Ensure that you have attached the right files before sending. Also, make sure that the file name reflects the document name. If you are sending multiple documents, it may be a good idea to compress them into one folder to avoid clutter.
  • Use a professional and clear tone: Start your email with a cordial greeting and include relevant details such as the purpose of the email, the documents attached, and if there is a deadline for the submission. Avoid using slang or informal language, which can make your email appear unprofessional.
  • Check for errors: Typos and errors in grammar or spelling can reflect poorly on you and can also distract from the message you are trying to convey. Proofread your email and attachments to eliminate errors before sending.
  • Follow up: After submitting the documents, it is good practice to follow up with the recipient to confirm that they received your email and attachments. This will help avoid misunderstandings or missed deadlines.

By following these tips, you can ensure that your email and attached documents are professional, well-received, and achieve the desired result.

Email Sample for Submitting Documents

What is an email sample for submitting documents?

An email sample for submitting documents is an example of how to structure an email when sending important files or documents to another party. It includes a clear subject line, proper introduction, purpose of the email, attached documents and closing remarks.

What should be included in the subject line of the email?

The subject line should be clear and concise. It should include the name of the document(s) being submitted and the purpose of the email. For example, “Submission of Contract Agreement for [Company Name].”

How should I address the recipient in the email?

You should use the recipient’s name and title, if applicable. If you are not sure of the recipient’s name or title, then a simple “Dear Sir/Madam” greeting is appropriate.

What should I include in the body of the email?

The body of the email should introduce yourself and state the purpose of the email. You should also provide details about the document(s) being submitted and any other relevant information. It’s important to keep the message clear and concise.

How should I attach the documents to the email?

You should attach the documents to the email in a commonly used format like PDF or Word document. You can attach multiple documents by compressing them into a ZIP folder or by attaching them as separate files, depending on the number and size of the documents.

Is it necessary to request a confirmation of receipt?

Yes, it’s important to request a confirmation of receipt from the recipient to ensure that the documents have been received successfully. You can include a simple statement at the end of the email that requests the recipient to confirm the receipt of the attached documents.

Should I follow up if I don’t receive a response?

If you don’t receive a response after a reasonable amount of time, it’s appropriate to follow up with a polite email or phone call. However, be sure to give the recipient ample time to review the documents before following up.

Wrap It Up!

Now you know how to write a great email for submitting documents. Remember to keep it short and sweet, yet clear and concise. Don’t forget to attach the necessary files, double-check for errors, and follow up in a few days if you haven’t received any confirmation. Thanks for reading! Come back soon for more practical tips and life hacks.