Sample Email for Submitting Documents: Tips and Templates

Are you tired of constantly searching for the best way to submit your important documents? Well good news, I’ve got just the thing for you. Look no further than this sample email for submitting documents.

But why settle for just any sample email when you can customize it to fit your specific needs? That’s right, with this sample email, you can easily edit it to make it your own.

Now, you may be wondering, what makes this sample email different from others? For starters, it’s straightforward and to the point. No need to beat around the bush or use unnecessary jargon.

Additionally, this sample email includes all the necessary information such as the subject line, attachments, and proper salutations. It’s like a one-stop-shop for all your document submitting needs.

So what are you waiting for? Check out the sample email below and give it a try for yourself. Your document submission game will never be the same.

The Best Structure for Submitting Documents via Email

Writing an email to submit important documents can be a daunting task. It requires careful thought and a well-structured approach to ensure that the recipient receives all the necessary information in a clear and concise manner. In this guide, I will share the best structure for submitting documents via email, inspired by the writing style of Tim Ferris.

1. Introduction: Start your email by introducing yourself and briefly stating the purpose of the email. This can be done in one or two lines. For example, “Dear [Recipient’s Name], My name is [Your Name] and I am submitting [Document Type] for [Reason].”

2. Background Information: Provide some context for the document you’re submitting. Explain why it’s important and any relevant information that the recipient needs to know. This can be done in a paragraph or two. For example, “This document outlines the new marketing strategy for our upcoming product launch. It includes information about our target audience, messaging, and distribution channels. This document is critical for our success, and I wanted to ensure that you have it in your possession.”

3. Document Submission: Clearly state which document you are submitting and what format it’s in. If it’s a large file, consider sending it via a file-sharing service like Dropbox or Google Drive. Let the recipient know if there are any password-protected documents, and provide the necessary credentials. For example, “Attached is the marketing strategy document in PDF format. I’ve also included the PowerPoint presentation we used to present it to our team. Both files are password-protected, and the password is included in this email.”

4. Closing Remarks: Close your email with a friendly and professional message. Thank the recipient for their time and reassure them of your availability to answer any questions they may have. For example, “Thank you for taking the time to review these documents. If you have any questions or require further information, please don’t hesitate to contact me. I look forward to hearing your feedback.”

In conclusion, structuring your email for submitting documents is essential to ensure that the recipient receives all the necessary information in a clear and concise manner. By following a well-organized format, you will increase the chances of a successful submission and show your professionalism and attention to detail.

7 Sample Emails for Submitting Documents

Submitting a Job Application

Dear Hiring Manager,

Thank you for considering me for the position of Marketing Assistant. Enclosed, please find my resume, cover letter, academic transcripts, and two writing samples for your review.

I am confident that my education and experience make me a strong candidate for the role. My creative writing skills, marketing knowledge, and attention to detail will all contribute to the success of your team. Thank you for your time and consideration.

Best regards,

[Your Name]

Submitting a Grant Proposal

Dear Grant Committee,

Please find attached my grant proposal, “Community Arts Education Program.” The proposal includes all necessary components, such as the narrative, budget, and support letters.

I am applying for this grant to establish an arts education program for underserved youth in our community. I am passionate about providing access to the arts and believe that this program will have a positive impact in our community. Thank you for your time and consideration.

Warm regards,

[Your Name]

Submitting a Research Paper

Dear Professor Smith,

As per your request, I am submitting my research paper, “The Effects of Social Media on Adolescents’ Mental Health,” for review. Please find the paper attached to this email.

My research delves into the psychological impacts of social media, and I have analyzed the data to present an objective view. I would appreciate any feedback you may have and hope that you find my paper insightful.

Thank you for your time and guidance.


[Your Name]

Submitting a Legal Document

Dear Sir/Madam,

I am submitting a legal document in reference to the estate of my late father, John Doe. The document attached confirms my right to inherit all of his properties.

Please let me know if any additional documents are required to complete the process. Thank you for your time and assistance in this matter.

Best regards,

[Your Name]

Submitting an Assignment for School

Dear Professor Johnson,

Attached, please find my completed assignment, “Marketing Plan for XYZ Company,” for the course MKT101.

My plan includes a detailed situational analysis, marketing objectives, and strategies for implementing and monitoring a marketing plan for the company. I hope that you find my work satisfactory and that it meets your expectations.

Best wishes,

[Your Name]

Submitting a Medical Record

Dear Doctor,

Enclosed, please find a copy of my medical records for the past five years, as you requested. The records include diagnoses, medications, and treatment plans for any illnesses or injuries I have experienced in that time.

Please let me know if you need any additional documents or information. Thank you for your continued care and assistance.


[Your Name]

Submitting an Insurance Claim

Dear Claims Department,

Attached, please find all the necessary documents related to my insurance claim. These include the claim form, police report, and medical records from my recent automobile accident.

I appreciate your attention to this matter and look forward to hearing from you about my claim.

Best regards,

[Your Name]

Tips for Submitting Documents via Email

Submitting documents via email can often be a convenient and efficient way to share information with colleagues or clients. However, it’s important to ensure that your email follows certain guidelines to ensure that the documents you are sending are received and viewed in the way you intend. Below are some tips for submitting documents via email:

  • Use a descriptive subject line: The subject line of your email should be clear and specific, so the recipient knows exactly what to expect when they open the email. For example, instead of “Documents,” use something like “Q1 Sales Report – Attached.”
  • Confirm the file types: Before sending any documents, be sure that the recipient can open and view the files. This may require checking what file types they can receive or whether they have any specific software installed on their computer.
  • Keep the email brief: No one wants to read a long email, so keep your message concise and to the point. You can include a brief introduction or explanation of what the documents contain, but avoid going into too much detail.
  • Provide context and instructions: Make sure to provide any necessary context or instructions in your email that will help the recipient understand the documents and how to use them. For example, if there are specific sections they should review or questions they should answer, be sure to outline those in the email.
  • Send a test email: If you’re sending documents to a large group or an important client, it may be a good idea to send a test email to yourself first to make sure everything looks and works as intended.

Following these tips can help ensure that your documents are received and viewed as intended, and that your email is professional and easy to understand.

FAQs about Sample Email for Submitting Documents

What should I include in the subject line of my email?

You should include a clear and concise description of the type of document you are submitting, along with any relevant keywords.

How should I address the recipient in my email?

You should use a professional and respectful tone, and address the recipient by their title and last name (e.g. “Dear Mr. Smith”).

What should I include in the body of my email?

You should provide a brief introduction, mention the purpose of the email, attach the relevant documents, and thank the recipient for their time and consideration.

How should I format the attachments in my email?

You should clearly label and organize the attachments, and ensure that they are in a compatible file format (such as PDF or Word).

Should I follow up on my submission?

You can follow up on your submission after a reasonable amount of time has passed, but be respectful of the recipient’s schedule and priorities.

What should I do if I encounter any technical difficulties during the submission process?

You should reach out to the recipient for assistance, and provide as much detail as possible about the issue you are experiencing.

How can I ensure that my submission is successful?

You can double-check that you have followed all the instructions and requirements provided by the recipient, and proofread your email and attachments for any errors or inconsistencies.

That’s it!

And that’s the sample email for submitting your documents. Easy, right? Thanks for taking the time to read this article and I hope it has been helpful for you. Make sure to come back later for more useful tips and tricks. Have a great day!