Sample Email for Sending Documents to HR: Tips and Templates

Are you tired of sending haphazard emails to your HR department, each time you need to submit a document? Do you struggle with deciding what information to include and how to put it together? If these questions resonate with you, then you’ve come to the right place.

In this article, we’re going to take a closer look at how to draft a comprehensive email containing all the necessary documents that your HR department needs. Whether you’re an employee submitting a request for time off, or a new hire submitting important paperwork, a well-structured email can save you time and make the process smoother.

We’ve even included a sample email that you can use as a template, and modify as needed to match the nature of your inquiry. So, let’s dive in and find out how you can streamline your communication with HR, beginning with the first step– crafting a comprehensive email.

Sample Email for Sending Documents to HR:

Subject Line: Request to Submit Documents for [INSERT REASON HERE]


I hope this email finds you well. Thank you for taking the time to consider my request to submit the required documents. As requested, please find the attached [INCLIDE NAME OF DOCUMENTS HERE].

Please let me know if there are any further steps that I need to take for my request to be approved. I appreciate your time and attention to this matter.

Thank you,


The Optimal Structure for Sending Documents to HR

As a professional, you may find yourself in a position where you need to send documents to the HR department. This can be for many reasons, from applying for a job to requesting a leave of absence. Regardless of the circumstances, it is essential to send your documents in a clear and organized manner to avoid confusion and ensure that your request is handled appropriately.

The first step to sending documents to HR is to identify the appropriate recipient. Depending on the size of the company, there may be multiple HR representatives, each responsible for a different area. Take the time to research who the appropriate contact is, and address your email to them directly. This shows that you have taken the time to do your due diligence and have a clear understanding of the organization’s structure.

Once you have identified the recipient, it is important to craft a clear and concise subject line. This should include the purpose of your email and any relevant dates. For example, “Request for Vacation – June 15 to June 30”. This allows the recipient to quickly understand the nature of your request and prioritize it accordingly.

When writing the body of your email, be sure to keep it brief and to the point. Start by introducing yourself and stating the reason for your email. Next, provide any necessary background information, such as dates, names, and other relevant details. Finally, end your email with a clear call to action, such as “Please let me know if there is any additional information I can provide to support my request.”

The formatting of your email is also crucial. Use short paragraphs, bullet points, and numbered lists to organize your information and make it easily digestible. Avoid using overly complex language and industry jargon, as this may confuse the recipient and make it difficult for them to understand your request.

Finally, be sure to attach any necessary documents to your email and confirm that they are in the correct format. For example, if you need to send a resume, make sure it is in a PDF format that is easy to open and read. Additionally, label your documents clearly with descriptive titles to avoid confusion.

By following these tips, you will be able to craft an effective email to send documents to HR. Remember to keep it clear, concise, and well-organized to ensure that your request is handled efficiently and professionally.

Email Templates for Sending Documents to HR

Document Submission for Job Application

Dear HR Manager,

I am writing to submit my resume, cover letter, and other relevant documents in support of my job application. I am excited to take this opportunity to apply for the position of Marketing Manager at ABC Corporation, and I am confident that my skills, experience, and enthusiasm align with the company’s mission and vision.

Please find attached all the documents that you requested. I have carefully reviewed and double-checked everything to make sure that they are complete and accurate. If you require any further information or have any questions, please do not hesitate to reach out to me via email or phone.

Thank you for considering my application. I look forward to the next steps of the hiring process.

Best regards,

John Doe

Document Request for Background Check

Dear HR Manager,

I hope this email finds you well. As part of the pre-employment requirements, I am writing to request your assistance with my background check. Please find attached the Authorization and Release Form that you can use to conduct the check with the chosen vendor.

I understand that the background check may take some time to complete, but I am willing to comply with all the necessary steps to ensure that I meet the company’s standards and policies. Please let me know if you need any additional information or if there are any updates on the status of the background check.

Thank you for your assistance in this matter. I remain excited about the opportunity to work for ABC Corporation and contribute to its success.

Best regards,

Jane Smith

Document Submission for Training Certification

Dear HR Manager,

I am writing to submit the certificate of completion for the training course that I recently attended. The course, titled “Effective Communication Skills for Leaders”, is directly relevant to my job responsibilities as Team Lead at ABC Corporation, and I believe that the skills and knowledge that I gained from the course will benefit both me and the team.

Please find attached the PDF copy of the certificate, as well as the proof of payment for the course fees. I have also included the evaluation form that I filled out after the course, which I hope will provide valuable feedback to the training provider and the company.

Thank you for your support in my professional development. I am eager to apply the skills and knowledge that I gained from the training course to my work and contribute to the growth and success of the company.

Best regards,

Mark Johnson

Document Submission for Benefits Enrollment

Dear HR Manager,

I am writing to submit my enrollment forms for the benefits package that I am eligible for as a new employee of ABC Corporation. I appreciate the comprehensive and competitive benefits that the company offers, and I believe that they will significantly contribute to my physical, financial, and emotional well-being.

Please find attached the completed forms for the medical, dental, and vision insurance options, as well as the 401(k) plan and the flexible spending account. I have carefully reviewed the options and the associated costs, and I am confident that I have made the best choices for my situation and needs.

Thank you for your guidance and assistance in the enrollment process. I look forward to enjoying the benefits and the perks of working at ABC Corporation, and to making valuable contributions to the company’s goals and values.

Best regards,

Samantha Lee

Document Request for Performance Review

Dear HR Manager,

I hope this email finds you well. As part of my performance review process, I am requesting a copy of the performance criteria and evaluation form for my job position. I believe that it is essential to have comprehensive and clear guidelines for the expectations and standards of my performance, as well as to have a fair and objective evaluation of my strengths and areas for improvement.

If possible, please also provide me with the timeline and the process of the performance review, as well as any other relevant information or resources that could help me prepare for the review meeting with my supervisor.

Thank you for your assistance and timely response to this request. I remain committed to enhancing my performance and contributing to the success of ABC Corporation.

Best regards,

William Chen

Document Submission for Leave Request

Dear HR Manager,

I am writing to submit my leave request for the period of January 10 to January 20, 2022. The reason for my leave is due to the planned medical procedure that I need to undergo during that time. I have consulted with my supervisor and obtained their approval for this leave request, and I will ensure that all my pending tasks and responsibilities are properly delegated and completed before my absence.

Please find attached the leave request form, as well as the supporting documents from the healthcare provider that confirm the need and the timing of the medical procedure. I have also notified my colleagues and clients about my leave and ensured that there is no disruption to their work or service.

Thank you for your consideration and understanding of my situation. I appreciate the compassionate and supportive culture that ABC Corporation fosters, and I look forward to returning to work with renewed health and energy.

Best regards,

Emily Brown

Document Submission for Work Authorization

Dear HR Manager,

I am writing to submit my work authorization documents for the renewal of my visa status in the United States. As you may recall, my previous visa expiration date was on December 31, 2021, and I have been working closely with the immigration attorney to prepare and submit the paperwork for the extension.

Please find attached the copies of my passport, visa, I-94 record, and other required documents. I have also included the application fees and the attorney’s retainer fees to ensure that the process is completed as smoothly and efficiently as possible.

If you have any questions or need any further information, please do not hesitate to contact me or the attorney. I appreciate your support and cooperation in this matter, and I look forward to continuing my employment at ABC Corporation.

Best regards,

Michael Davis

Tips for Writing an Effective Email for Sending Documents to HR

Sending documents via email to HR can be a daunting task. It’s important to write a concise and professional email to ensure that your documents are received and reviewed promptly. Here are some tips to keep in mind when crafting your email:

  • Subject Line: Make sure your subject line clearly states the purpose of your email. It should be short and direct. Examples include “Documentation For Recent Job Application” or “New Hire Paperwork for John Smith.”
  • Greeting: Always include a respectful greeting. If you know the name of the person you are emailing, address them by name. If not, use a general greeting such as “Dear HR Team.”
  • Introduction: Introduce yourself and briefly state the purpose of your email. This allows the reader to understand the context of your email and what documents they should expect to receive.
  • Attachment Instructions: Clearly state which documents are attached and provide detailed instructions for accessing those documents. If the documents are password-protected, include the password in the email.
  • Deadline: If there is a deadline for submitting the documents, be sure to clearly state the date by when they need to be received.
  • Closing: Thank the reader for their time and consideration. Be sure to provide your contact information in case they need to follow up with you.
  • Proofread: Before sending the email, take the time to proofread it for any spelling or grammatical errors. You want to make a professional impression and avoid any misunderstandings.

By following these tips, you will be able to craft an effective email that will get your documents to HR in a timely and efficient manner.

FAQs for Sample Email for Sending Documents to HR

What is a sample email for sending documents to HR?

A sample email for sending documents to HR is a pre-written email template that can be used to send important documents or information to the HR department of a company or organization.

When should I use a sample email for sending documents to HR?

You should use a sample email for sending documents to HR when you need to send important documents, such as your resume, cover letter, or other relevant information to the HR department for job applications, employee onboarding, or other HR-related matters.

What information should be included in a sample email for sending documents to HR?

A sample email for sending documents to HR should include a clear subject line, a brief introduction, a list of attached documents, and a closing statement with contact information and gratitude for their time. It should also be written in a professional and concise manner.

How do I customize a sample email for sending documents to HR?

To customize a sample email for sending documents to HR, you should review the pre-written email and add or remove any relevant information based on your specific circumstances. You should also customize the subject line and introduction to ensure it is relevant to the purpose of the email.

What are some best practices for sending documents to HR?

Some best practices for sending documents to HR include double-checking the attachments to ensure they are the correct documents, using a professional email address, writing in a concise and professional tone, and following up with HR if a response is not received within a reasonable amount of time.

What should I do if I encounter technical difficulties when sending documents to HR?

If you encounter technical difficulties when sending documents to HR, you should troubleshoot the problem by ensuring the files are not too large and checking your internet connection. If the problem persists, you should contact the HR department for assistance.

Is it necessary to follow up with HR after sending documents?

It is a good idea to follow up with HR after sending documents to ensure they received the documents and to confirm that all information is correct and complete. This can also help to demonstrate your interest and enthusiasm for the job or related matter.

Wrapping it up

And that wraps up our take on emailing documents to HR. We hope you found this article helpful and informative. Remember, a professional email can make all the difference in how your documents are received and processed. If you have any other tips or ideas on how to improve your emailing skills, feel free to drop them in the comments section below. Thanks for reading and don’t forget to visit again for more exciting content!