Formal Email Sample with Attachment: Best Practices to Follow

Are you struggling to draft formal emails with attachments? Don’t worry, we have got you covered. In this article, we will provide you with some tried-and-tested examples that you can use and customize as per your requirements. With the help of these samples, you can add a professional touch to your emails and make sure that the message is conveyed clearly. So, let’s dive into the examples and see how effectively you can use them in your own communication.

Sample email with attachment:

Dear [Recipient],

I hope this email finds you in good health and spirits. I am writing to share some vital information with you. Please find attached [name of attachment] for further reference.

[Body of the email message]

Thank you for your time and attention. If you have any questions or concerns, please don’t hesitate to contact me. I would be happy to address them.

Best regards,
[Your name]

There you have it – a well-written email sample with an attachment that you can use in your professional communication. You can modify the tone, content, and style of the email to make it more relevant to your specific scenario. Additionally, you can also leverage this sample to get a better idea of how to structure your own emails effectively. Happy emailing!

The Best Structure for a Formal Email with Attachment

When it comes to sending a formal email with an attachment, there are a few key elements that you should include in order to make a good impression and ensure that your email is effective and useful. In this article, we will discuss the best structure for a formal email with an attachment, and offer some tips and examples to help you create a professional and effective email.

The first thing that you should do when composing a formal email with an attachment is to clearly state the purpose of your email in the subject line. This will help the recipient to quickly understand what your email is about and prioritize it accordingly. Avoid using vague or generic subject lines like “Hello” or “Important Information” – instead, use a clear and specific subject line that accurately reflects the content of your email.

Next, begin your email with a polite and professional greeting, using the recipient’s name if possible. This will help to establish a positive tone and show that you are respectful and considerate. You can then introduce yourself and offer some context for your email, explaining why you are sending the attachment and how it relates to the recipient’s needs or interests. Be sure to keep your language clear and concise, and avoid using jargon or technical terms that may confuse or alienate the recipient.

Before attaching your file, it is important to provide some additional details about the content and purpose of the attachment in the body of your email. This will help the recipient to understand what they are receiving and why it is relevant to them. You can also preview some of the key points or takeaways from the attachment, to pique the recipient’s interest and motivate them to review it in full. Finally, be sure to thank the recipient for their time and attention, and offer any additional support or resources if necessary.

When attaching the file, make sure that you choose a format that is compatible with the recipient’s software or device, and that the file is appropriately named and organized. It may also be helpful to compress large files or provide a link to a cloud storage service to simplify the download process. Additionally, consider including a brief message or reminder in the attachment itself, summarizing the main points or goals of the attachment and encouraging the recipient to take action or provide feedback if appropriate.

To wrap up your email, end with a polite and professional closing, such as “Best regards” or “Sincerely”, and sign your name and contact information. This will help to reinforce your professionalism and establish a personal connection with the recipient, increasing the likelihood that they will engage with your content and respond positively to your email.

By following these guidelines and including all of the necessary elements, you can create a formal email with an attachment that is effective, professional, and satisfying for both you and the recipient.

Formal Email Sample : Request for Budget Approval

Request for Budget Approval for Project XYZ

Dear Sir or Madam,

I hope this email finds you in good health and spirits. I am writing to request approval for the budget of Project XYZ. As you are aware, the project’s goal is to develop a new software tool for our customers.

The project requires a budget of $50,000, which includes hiring a team of developers and purchasing necessary software tools. The projected cost also includes contingencies for any potential delays or unforeseen expenses.

I believe that this project will significantly benefit our company and ultimately increase our revenue. Therefore, I request you to kindly grant approval for the budget. I have attached a detailed project plan along with the budget proposal for your reference.

Thank you for considering my request. I look forward to hearing from you soon.


John Doe

Formal Email Sample: Job Application

Job Application for the Position of Marketing Manager

Dear Hiring Manager,

I am writing this email to formally apply for the position of Marketing Manager at ABC Company. I have over five years of experience in developing and executing marketing strategies across various industries, and I believe that my expertise would be an asset to your team.

I have attached my resume and a cover letter detailing my skills, qualifications, and achievements to this email for your perusal. I am ambitious, driven, and looking for a new opportunity to grow and develop my career. I strongly believe that my skills align with the requirements for the position and that I can make a significant contribution to your company’s growth.

Thank you for considering my application. I would appreciate the opportunity to discuss my qualifications further with you.


Jane Doe

Formal Email Sample: Inquiry about a Product/service

Inquiry about your Marketing Software

Dear Sir or Madam,

I hope this email finds you well. I am writing to inquire about your marketing software. I recently learned about it through your online advertisement and believe it could be a valuable asset for my team’s marketing strategy.

Could you kindly provide more information about the software, its features, pricing, and any additional services you offer? If possible, could you also attach a trial version for us to test and evaluate before making a purchase?

I appreciate your time and attention. I look forward to your reply, and thank you in advance.


John Smith

Formal Email Sample: Request for a Meeting

Request for a Meeting regarding Project ABC

Dear Mr. Johnson,

I hope this email finds you well. I am writing to request a meeting with you to discuss Project ABC. As the project’s team leader, I would like to discuss our progress so far, present our current status and any concerns, and receive your feedback and guidance.

Please let me know what dates and times would be suitable for this meeting, and whether it is possible to schedule it in person or via video conference. I have attached a project report summarizing the project’s progress thus far for your reference.

Thank you in advance for your cooperation. I look forward to hearing from you and setting up a meeting at your earliest convenience.


Jane Smith

Formal Email Sample: Request for Information

Request for Information about Company XYZ

Dear Sir or Madam,

I hope this email finds you well. I am writing to request information about your company, XYZ. I am interested in learning more about your company’s history, products, market share, and future plans.

Could you kindly provide me with any available brochures, pamphlets, or websites that showcase your company’s products and services? In addition, could you provide me with any information regarding your current or upcoming industry events?

I appreciate your time and attention. Thank you in advance for your cooperation.


John Smith

Formal Email Sample: Request for a Recommendation Letter

Request for a Recommendation Letter for Graduate School

Dear Professor Johnson,

I hope this email finds you well. I am writing to request a recommendation letter for my graduate school application. As my undergraduate supervisor, I believe that your letter would significantly benefit my application and increase my chances of admission.

The application deadline is in two weeks, and I would greatly appreciate it if you could provide the recommendation by then. I have attached my academic transcript, resume, and a personal statement detailing my future academic and career goals for your reference.

Thank you in advance for your time and attention. Please let me know if you require any additional information or any other details.


Jane Smith

Formal Email Sample: Complaint Letter

Complaint Letter about Quality of Services

Dear Manager,

I am writing to express my disappointment with the quality of service provided by your company. I am a loyal subscriber and have been using your services for over three years; however, I have noticed a marked decline in the quality of your product recently, particularly in your customer service department.

The most recent issue I faced was with your customer service department. I was promised a credit for my account due to a prolonged outage, but I have yet to receive the credit despite several follow-up calls and emails. This experience has tarnished my trust in your company’s ability to provide reliable and accurate customer service and has left me considering alternative services.

Please let me know what actions your company will take to address and resolve the issue, and whether you will take any corrective measures to ensure that your customers receive the level of service they deserve.


John Smith

Tips for Writing a Formal Email with an Attachment

Writing a formal email with an attachment may seem like an easy task, but it requires a certain level of professionalism and attention to detail to execute flawlessly. If you want to ensure that your message is received positively by the recipient, here are some tips to keep in mind:

  • Make sure to include a relevant subject line that accurately describes the contents of the email.
  • Start your email with a formal greeting, such as “Dear Mr./Ms.” followed by the recipient’s last name.
  • Introduce yourself and explain the purpose of your email in a clear and concise manner.
  • Provide any necessary background information and context to help the recipient understand the attachment.
  • Include the attachment in a format that is easy to open and view, such as a PDF or Word document.
  • Make sure to label the attachment clearly and provide a brief description of its contents.
  • End your email with a polite closing, such as “Sincerely” or “Best regards.”
  • Double-check for any spelling or grammatical errors before hitting send.

In addition to these general tips, here are some more specific pointers that can help you write an effective formal email with an attachment:

  • Keep your email concise and to the point. Avoid providing unnecessary details or information that is not relevant to the attachment.
  • Use a professional tone and avoid using casual language or slang.
  • Make sure to address the recipient by their correct name and title.
  • If you need the recipient to take a specific action after reviewing the attachment, be clear about what they need to do and any deadlines involved.
  • Avoid sending attachments that are too large or that may be difficult for the recipient to open.
  • If possible, follow up with the recipient after a few days to ensure that they received the attachment and to address any questions or concerns they may have.

Overall, writing a formal email with an attachment requires a combination of attention to detail, professionalism, and clear communication. By following these tips and taking the time to craft a well-written message, you can increase the chances that your email and its attachment will be well-received by the recipient.

Frequently Asked Questions about Formal Email with Attachments

What is a formal email?

A formal email is a professional email that is used for business communication or communication with a professional acquaintance.

When should I attach a file to my email?

If the file is relevant to the content of your email or is necessary for the recipient to understand the message, then it should be attached. Make sure that the file is properly labeled and compatible with the recipient’s device.

How should I format my email if I am including an attachment?

Make sure to include a clear and concise subject line that accurately reflects the content of your email. In the body of the email, briefly introduce the attachment and why you are sending it. Also, make sure to include a closing and proper signature.

Do I need to compress my attachment before sending it?

If the file is too large to be sent via email, then it may be necessary to compress it using a zip tool. This will reduce the file size and make it easier to send. Alternatively, you can use cloud storage services to share larger files.

What type of file formats are acceptable to attach to a formal email?

Typically, the most common file formats that are acceptable to attach to a formal email include Microsoft Office documents, PDFs, and image files such as JPEGs or PNGs. However, if you are unsure, it is always best to confirm with the recipient.

Should I remind the recipient to open the attachment?

If the attachment is vital to your message, it may be helpful to politely remind the recipient to open it. However, avoid coming across as pushy or demanding, and make sure you have provided clear instructions for accessing the attachment.

How can I ensure that my attachment arrives safely?

You can ensure that your attachment arrives safely by double-checking that your file size is within the email provider’s limits, making sure that the file name does not contain any special characters, and confirming that the file type is compatible with the recipient’s device. Additionally, always proofread your email and ensure that the attachment is the correct one before sending.

That’s a Wrap!

Well, folks, that brings us to the end of our article on formal emails with attachments. We hope that our example and tips have been helpful in guiding you towards crafting professional, polished emails that get the job done. Remember, when it comes to email, always think about your reader and their needs, and you can’t go far wrong. Thanks so much for taking the time to read our piece – be sure to check back soon for more top-notch tips on all things writing and communication!