How to Write a Sample Email Message with Attached File for Effective Communication

Are you tired of sending emails back and forth to your colleagues or clients just to share a single file? Well, fret not! I have a solution for you – a sample email message with an attached file that can save you time and energy.

Here’s how it works. Instead of typing out a long-winded email and attaching the file, use a template that’s already prepared for you. You can find examples of these templates all over the internet and edit them as needed. This will make your communication more straightforward, efficient, and professional.

In fact, I took the liberty of creating an example for you to give you an idea of how to structure your email message. It goes as follows:

Subject: [File Name] – Attached

Dear [Recipient],

Hope this email finds you in good spirits. I am emailing to share a [file format] file about [brief description of the file]. The attached file includes [brief overview of what’s in the file]. I thought this could be helpful for [Reason why you’re sharing the file, maybe discussing a project with them etc.].

Please let me know if you have any questions or concerns. You can find my contact details below. Looking forward to hearing back from you.

Best regards,
[Your name]

That’s it! A simple and concise email that delivers your message effectively. So why not try this method yourself? You might be surprised at how efficient and quick your communication will become.

The Perfect Structure for an Email Message with an Attached File

Email communication is often the primary form of communication in modern-day businesses. Therefore, it is essential to ensure that your email stands out and conveys your message effectively.

When it comes to sending an email with an attached file, a structure is necessary to make the recipient understand the message you seek to send across. Here’s the perfect structure to consider:

1. Introduction: The opening paragraph should introduce the email’s purpose and identify the relationship between you and the recipient. Be brief and clear, and avoid using clichés.

2. Purpose: After introducing the recipient, explain the purpose of the email. Be specific and concise. Consider using bullet points to highlight the key points you seek to convey. This section should end with a request. It could be to schedule a meeting, ask for feedback, or any other call to action.

3. The Attachment: The third section should introduce the attachment you have included. Specify what it is, and ensure that it is appropriately named. Also, mention anything that the recipient will need to do with the attachment, such as reviewing it, sharing it, or printing it.

4. Conclusion: In the final section, summarize your email’s key points and end with a closing remark. Make sure that your sign-off matches the tone of the email. Use your full name, and include your job title and contact information to make it easy for the recipient to get back to you.

With this structure, you can convey your message in a professional manner. Remember to proofread your email before sending it. You wouldn’t want to send a message filled with typos, grammatical errors, and inconsistencies. Additionally, ensure that the attachment is the appropriate one and not mistakenly picked from your documents folder.

Finally, always maintain a professional tone and avoid including anything that might compromise your reputation or the recipients. Follow up on sent emails, but do not be overly aggressive or pushy.

Following the above structure demonstrates that you value the recipient’s time and that you are adequately trying to communicate with them. Your message is more likely to be read and considered with this structure, making it more efficient and effective.

Now go ahead and craft that perfect email!

Sample Email Template for Job Application

Recommendation Letter for John Doe

Dear Hiring Manager,

I am writing to recommend John Doe for the position of Sales Manager. John was my colleague at XYZ Company where I worked as a Sales Representative and he was the Sales Manager. During his tenure, John demonstrated exceptional leadership, leading to a significant increase in the company’s sales revenue.

John is a result-oriented person with a great work ethic. He was able to provide a conducive working environment for his subordinates, which led to the increase in their productivity and efficiency. He has excellent communication and negotiation skills and he was able to establish a good relationship with clients and other stakeholders.

I strongly recommend John for the position of Sales Manager. He is a dedicated worker and a team player who is always willing to go the extra mile to achieve his objectives.

Thank you for your time.


Jane Smith

Recommendation Letter for Sarah Lee

Dear HR Manager,

I am recommending Sarah Lee for the position of Human Resource Manager in your organization. Sarah was my team leader at ABC Company where I worked as a Human Resource Assistant. During her tenure, she demonstrated incredible leadership and organizational skills in managing a team of HR professionals.

Sarah is an excellent communicator and team player. She is very empathetic and has a great personality. Her positive attitude, professionalism and willingness to help others enabled her to build a strong team culture which led to better performance results.

Moreover, Sarah has a strategic mindset and is very knowledgeable about Human Resource Management. She is very innovative and was able to introduce new policies and initiatives that improved employee engagement, retention and productivity.

I am confident that Sarah will make a significant contribution to your organization. She is an outstanding candidate who embodies the values of integrity, hard work and professionalism.

Thank you for considering my recommendation.

Best regards,

John Smith

Recommendation Letter for Michael Brown

Dear Admissions Committee,

I am writing to recommend Michael Brown for admission to your graduate program in Computer Science. Michael was my undergraduate student in several computer science courses and I had the pleasure of advising him on his senior design project.

Michael is an exceptional student who possesses a great deal of intellect and creativity. He has great analytical skills and was able to develop innovative solutions to complex problems. He was also an outstanding collaborator, working effectively on team projects and providing helpful feedback to his peers.

In addition to his academic achievements, Michael is also involved in various extracurricular activities. He is a member of several computer science-related organizations, where he has demonstrated his leadership and interpersonal skills.

I am confident that Michael will be a valuable addition to your graduate program. He has the passion and determination to succeed and I am certain that he will make significant contributions to the field of computer science.

Thank you for your consideration.


Jennifer Martinez

Recommendation Letter for Emily Jones

Dear Scholarship Committee,

I am writing to highly recommend Emily Jones for your scholarship program. Emily was my student in a high school biology course, and I was impressed by her intelligence, determination and passion for learning.

Emily is an exceptional student with a 4.0 GPA and has consistently demonstrated her commitment to academic excellence. She is a highly motivated person with a strong work ethic and has been recognized for her academic achievements through several academic awards and scholarships.

Furthermore, Emily is involved in various extracurricular activities that showcase her leadership skills. She is a member of the student council and has volunteered in several community service events.

I highly recommend Emily for your scholarship program. She is a deserving candidate who will undoubtedly excel and make a positive impact in her chosen field of study.

Thank you for considering my recommendation.

Best regards,

Robert Johnson

Recommendation Letter for David Anderson

Dear Graduate School Admissions Committee,

I am delighted to recommend David Anderson for your graduate program in Business Administration. I had the pleasure of working with David for two years at ABC Consulting, where he was one of our top-performing analysts.

David is a highly intelligent and analytical person who is very passionate about business and finance. During his tenure at ABC, he demonstrated exceptional critical thinking skills and was able to analyze complex financial data to provide actionable insights to clients. He is also an excellent communicator and was able to explain complex financial concepts to non-financial clients.

Moreover, David is a team player and a natural problem-solver. He has good leadership skills and was able to mentor and guide junior analysts to achieve their potential.

I strongly recommend David for your graduate program. His academic and professional achievements, combined with his leadership skills and passion for business, make him an ideal candidate for your program.

Thank you for considering David’s application.


John Williams

Recommendation Letter for Lily Chen

Dear Scholarship Committee,

I am writing to recommend Lily Chen for the scholarship program offered by your organization. Lily was my student in an English course, and I had the privilege of seeing her potential blossom during the school year.

Lily is an exceptional student who has consistently demonstrated her passion for learning. She is very responsible and has a strong commitment to academic excellence. Moreover, she is involved in several extracurricular activities such as the school’s debate team, where she has demonstrated her leadership and communication skills.

Lily is also a highly motivated person who is committed to making a positive impact in her community. She volunteers for various local organizations, and her efforts have positively affected the lives of many people in the community.

I strongly recommend Lily for the scholarship program. She is a deserving candidate who will undoubtedly make the most of the opportunity to advance her education and help make the world a better place.

Thank you for considering my recommendation.

Best regards,

Alex Brown

Recommendation Letter for Michelle Kim

Dear Graduate Admissions Committee,

I am writing to recommend Michelle Kim for your graduate program in Information Technology. Michelle was my intern at XYZ Company, where she worked as a Software Developer for six months.

Michelle is a highly intelligent and creative person who has demonstrated exceptional proficiency in software development. During her tenure, she was involved in several important projects, and her contributions were invaluable. She has excellent analytical skills and was able to develop innovative solutions to complex problems.

In addition to her technical skills, Michelle is also an excellent communicator and team player. She has a great work ethic, always meeting deadlines and delivering excellent results. Her positive attitude and professionalism enable her to build a good relationship with her colleagues and clients.

I highly recommend Michelle for your graduate program. She is a deserving candidate who will undoubtedly thrive and make a significant impact in the field of Information technology.

Thank you for your consideration.


Dr. Michael Brown

Tips for Sending an Email Message with Attached Files

Sending an email with attached files can be time-consuming and requires attention to detail. Here are some tips to ensure you send an effective email message with attached files.

  • Keep the file size and format in mind:

    The recipient may not be able to open the attached file if it is too large or in an incompatible format. Try compressing or zipping the file before sending it, or confirm with the recipient the preferred file format.

  • Choose a clear and concise subject line:

    Make sure the subject line accurately conveys the content of the attached file. Don’t use ambiguous or vague titles, as this can result in confusion for the recipient.

  • Use a professional tone and format:

    Ensure the email message is easy to read and appropriately formatted. Check for any grammatical or spelling errors before sending the email. The email should be clear, concise, and professional in tone.

  • Add context to your message:

    Include a brief message in the body of the email to provide context and context to the attached file. This helps the recipient understand the reason for receiving the attached file and provides clarity on its content.

  • Confirm the recipient’s email address:

    Always double-check the recipient’s email address before hitting send. Sending files to the wrong recipient can be a significant mistake and can have negative consequences.

  • Confirm receipt of the files:

    After sending the attached files, follow up with the recipient to confirm that they received the files. This ensures that the recipient received and can access the attached file.

By following these tips, you can send effective email messages with attached files that convey your message and achieve the desired outcome.

FAQs Related to Sample Email Message with Attached File

What is a sample email message?

A sample email message is an example or pattern of an email that one can refer to when writing an email of their own. It provides a structure and format for what information should be included and how it should be presented.

What is an attached file?

An attached file is a file that is sent along with an email. It can be a document, image, or other type of file that is relevant to the email’s content.

What should be included in the email message when attaching a file?

The email message should introduce the purpose of the email and provide context for the attached file. It should also mention what type of file is being attached and how it can be accessed or opened.

How do I attach a file to an email?

To attach a file to an email, click on the attachment icon (usually a paper clip) and select the file you wish to attach. The file will then be uploaded and added to the email as an attachment.

What types of files can be attached to an email?

Most types of files can be attached to an email, including documents, images, videos, and audio files. However, some email providers may have restrictions on file size or file type, so it’s important to check with your provider if you’re unsure.

What should I do if the attached file is too large?

If the attached file is too large to send via email, you may need to compress or zip the file to reduce its size. Alternatively, you may need to use a cloud storage service, such as Google Drive or Dropbox, to share the file.

Is it important to mention the attached file in the email’s subject line?

Yes, it’s a good practice to mention the attached file in the subject line of the email. This helps the recipient know what to expect in the email and also ensures that the file is not accidentally overlooked or filtered as spam.

Sending Attachments with Style

Thanks for taking the time to read about sending attachments with email. Remember to always be careful when opening attachments and to use file-sharing services when sending larger files. Keep your email messages professional yet personal, and always double-check before hitting the “send” button. If you have any questions or comments, feel free to drop them in the comments section below. Don’t forget to visit us again soon for more helpful tips and tricks!