For most of us, writing an email is a daily ritual. Whether it’s to your boss, colleagues, or clients, a well-written email can convey professionalism, clarity, and impact, especially when it includes an attachment. But how do you write an email with attachment that not only gets the recipient’s attention but also gets the job done? Fear not! In this article, we’ll show you how to write an email with attachment sample that you can use in your own communication, but don’t worry about the writing skills, we’ve got you covered. We’ve included a variety of examples that you can easily edit and customize according to your needs. So, let’s get cracking and start writing emails that people will actually want to read and respond to.
Structure for Writing an Email with Attachment
When it comes to writing an email with an attachment, it is essential to have a clear and organized structure. Not only will this make your email easier to understand, but it will also increase the chances of your recipient actually opening your attachment. To help you out, here is a simple structure you can follow:
1. Start with a clear subject line
The subject line is the first thing your recipient will see, so make sure it’s easy to understand and informative. Use specific language to describe the attachment and what it contains. This will help your recipient identify the email’s content quickly and reduce the risk of the email being ignored or deleted. Don’t forget to include keywords in your subject line, as it affects your email’s visibility and standing in a recipient’s inbox.
2. Greet your recipient
Just like any other email, it’s important to start with a greeting. Address your recipient by their name and use appropriate titles if necessary. This creates a more personal touch, making it more likely that your recipient will read your email thoroughly.
3. Get to the point clearly and concisely
People often receive a lot of emails, and most of them don’t have the time to read through long messages. Therefore, it’s crucial to get to the point quickly and concisely. State what your email is about and explain why you are attaching the file. Provide a brief context if necessary to make sure your recipient understands what the attachment is for.
4. Introduce your attachment
After introducing the context, it’s time to introduce your attachment. Use a short and descriptive filename, so your recipient will easily know what the attachment is about. You can also describe the attachment in a few sentences to provide more information, as this will help your recipient understand the purpose of the attachment.
5. Provide additional details if necessary
If there’s any additional information that your recipient should know, such as instructions on how to use the attachment or a deadline for a project it’s attached to, include these details in the email. Make sure to provide this information in a clear and concise manner so that your recipient doesn’t get confused.
6. End your email with a clear call-to-action
End your email with a clear call-to-action, such as asking your recipient to confirm that they’ve received the attachment or providing contact details if they have any questions. This will ensure that your recipient understands what’s expected of them and will help you get the response you want more quickly.
7. Sign off appropriately
Finally, end your email with an appropriate sign off. This could be “Best regards,” “Thank you,” or something else that suits your professional tone. Don’t forget to include your name and contact details if necessary, so your recipient knows how they can contact you if they need to.
With this structure in mind and the Tim Ferris writing style, you can write effective emails with attachments that get read and get the desired response.
Email with attachment samples
Job Application
Dear Hiring Manager,
I am writing to apply for the marketing manager position at your company. Please find attached my resume and cover letter outlining my qualifications and experience. I believe that my skills in market research, strategic planning, and brand development make me a strong candidate for the role.
Additionally, I have a proven track record of successfully launching new products and campaigns, as well as managing cross-functional teams to achieve business objectives. I look forward to discussing my experience and qualifications further in an interview setting.
Thank you for considering my application. I look forward to hearing back from you soon.
Best regards,
[Your Name]
Business Proposal
Dear [Client Name],
I am excited to present you with a business proposal for [Project Name]. Please find attached the proposal document outlining the scope of work, timeline, and budget for the project.
Our team brings extensive experience in [Field/Industry] and has successfully completed similar projects for clients such as [Client Names]. We are confident that we can deliver high-quality results that meet and exceed your expectations.
Should you have any questions or feedback on the proposal, my team and I are available to discuss further at your convenience. Thank you for considering our proposal, and we look forward to working with you on this project.
Best regards,
[Your Name]
Conference Invitation
Dear [Recipient Name],
We are delighted to invite you to the [Conference Name] happening in [Location] from [Date] to [Date]. Please find attached the conference agenda and registration form.
The conference promises to be an informative and engaging event, with renowned experts in [Field/Industry] sharing their insights and best practices. Attendees will have the opportunity to network with peers and participate in interactive workshops on the latest industry developments.
We hope you will be able to join us and look forward to seeing you there. Please let us know if you have any questions or require further information on the event.
Best regards,
[Your Name]
Performance Review
Dear [Employee Name],
I am writing to provide you with your performance review for the past [Period]. Please find attached a detailed assessment of your contributions and achievements during this time, as well as areas for improvement and development.
I want to recognize your outstanding work on [Project/Task] and commend you for your dedication and professionalism. However, we also identified areas where you can enhance your skills, such as [Skill/Behavior]. We have provided some recommendations and training opportunities to support your growth in these areas.
Thank you for your hard work and commitment to our organization. We believe that with your talents, you will continue to contribute to our success.
Best regards,
[Your Name]
Request for Information
Dear [Recipient Name],
I am writing to request some information on [Topic/Project]. Please find attached a list of questions and requests for documentation that I would appreciate your assistance with.
I understand that you are the expert in this area, and your insights and inputs are vital in helping us make informed decisions. Therefore, any information you can provide would be greatly appreciated, including any relevant reports, data, or statistics related to the project.
Please let me know if you require further clarification or have any concerns regarding this request. Thank you for your assistance and cooperation.
Best regards,
[Your Name]
Request for Recommendation
Dear [Former Colleague/Professor],
I am writing to request a letter of recommendation for my [Purpose – job application, graduate program]. Please find attached my resume and a summary of my qualifications and experience.
I enjoyed working with you and believe that your recommendation will play a critical role in helping me achieve my career goals. Your insights into my skills and professional attributes would be invaluable in showcasing my potential for future opportunities.
I am happy to provide any additional information or answer any questions you may have. Thank you for your support and endorsement, and I look forward to hearing from you soon.
Best regards,
[Your Name]
Thank You Note
Dear [Recipient Name],
I wanted to take a moment to express my gratitude for [Reason for Thanking – hospitality, help, support, guidance, etc.]. Please find attached a small token of my appreciation [Optional – photo, gift card, etc.].
Your [Actions/Behaviors] made a tremendous difference and helped me [Achievement/Outcome]. I am grateful for your kindness and generosity and wanted to let you know that your efforts did not go unnoticed.
Thank you again for your support, and I hope to return the favor someday.
Best regards,
[Your Name]
Tips for Writing Emails with Attachments
If you need to send an attachment along with your email, there are some important things to keep in mind to ensure a successful delivery and clear communication. Here are some tips:
- Choose the Right Format: Depending on the type of file you need to send, there may be different file formats that are more appropriate. For example, for text documents, PDFs are often preferred to ensure document integrity and compatibility across platforms. For images, it may be best to use JPEG or PNG formats that have a high resolution. Make sure to check with the receiver to see if they have any specific preferences or requirements.
- Be Clear in Your Subject Line: Your subject line should be concise and clearly indicate what the email is about and what the attachment contains, so the receiver knows what to expect. For example, “Meeting Agenda for 8/15/2021 Attached” gives a clear indication of what the email contains.
- Keep the Email Body Short and Sweet: Be sure to keep the message in the email body brief and to the point. Avoid writing lengthy paragraphs with unnecessary details. Instead, focus on the most important information, such as a brief background on the attachment and why it is being shared.
- Mention the Attachment in the Email Body: It is always a good idea to mention the attachment within the email body so the receiver knows what to expect. For example, “Please find attached the project proposal that we discussed on our last call.”
- Proofread Your Email: It is important to always proofread your emails to ensure that there are no errors or typos that can distract from the message or cause confusion. Make sure your spelling and grammar are correct and that your tone is professional and friendly.
- Use File-Sharing Services for Large Attachments: If you need to send a large attachment that exceeds the file size limit of your email provider, consider using a file-sharing service such as Google Drive or Dropbox. This will allow you to upload the file and share a link to the receiver, ensuring a successful transfer.
By following these tips, you can ensure that your email is clear, concise, and professional and that your attachment is delivered successfully.
FAQs: How to Write an Email with Attachment Sample
What should be the subject line of an email with attachment?
The subject line should be clear and concise, mentioning the attachment that is being sent. For example, “Sales Report – Q2 2021.”
How do I mention the attachment in the email body?
You can mention the attachment in the first or second sentence of the email body, something like: “Please find attached the sales report for Q2 2021.”
What is the best way to format the body of the email?
The email body should be brief and to the point. Use short paragraphs with bullet points if necessary. A professional tone and appropriate salutation and sign off is recommended.
How do I make sure the attachment is easily visible and accessible?
Make sure to attach the file before typing the email body. Then, use a clear and concise file name and format. Proposed file formats are PDF or ZIP. Additionally, mention the file name and format within the email body to avoid confusion.
What do I do if the attachment is too large to send through email?
If the file size is too large to send through email, try compressing the file or using a cloud-storage service like Google Drive, Dropbox, OneDrive, or iCloud. Share the link to the file in the email.
Is it necessary to write a message in the body of the email if we are only sending an attachment?
It is always advisable to write a brief message, even if it is just to introduce yourself and/or briefly mention why you are sending the attachment.
How do I avoid sending the wrong attachment?
Before sending the email, double-check that the attachment you wanted to send is indeed attached. You can also mention the file name and format within the email body to avoid confusion. Lastly, if you have doubts, you can send a test email with the attachment to yourself or to a colleague to make sure that everything is as it should be.
Signing Off
Alrighty, you email writing whizzes, I hope this sample and my tips have given you the confidence you need to rock your next email with an attachment. Remember, be clear and concise with your message, attach only relevant files, and proofread like your life depends on it. Thanks for stopping by to read and I can’t wait to see you back here soon for more tips and tricks on all things email. Happy writing!