Even in a professional capacity, email continues to be the most integral channel for communication. There are times we have to attach a file when sending an email, for example you may need to send your resume or contract , images and reports. But it isn’t as simple as clicking “attach” — there are some etiquettes and best practices to follow that will help your email sound clear, professional one that is easy for the recipients.
The subject line will be the first thing your recipient looks at. It should specify the contents of the email and clues that an attachment is included.
You May Start Off by Saying — “Dear [ Name of the Professor/First name if preferred ] For example, if you are writing to a colleague “Hi [Name]”, may do. You can use a more formal greeting with anything slightly less personal, like in an email to a potential employer or client:
“Dear Mr./Ms. [Last Name],”
“Hello [Name],”
Simple Tell them why your emailing
Use the first sentence to explain why you are writing this email after that greeting The logic is what are you sending and for which purpose. For example:
It is such a majectic input from one end and language writing style should be same in the output sentence.
Please find a resume and cover letter for the position of marketing manager.
Here is a document on project proposal for your consent of approval. Attached file for review ==>
Do not inundate the reader with every bit of Information that you have. Be concise in how you describe your attachment
Since most of the times people forget to attach files, so it is good habit stating file attachment in your email. It is also a double-check for you. Clearly Define What the Attachment Is About.
When you reference the attached file, it makes your reader less likely to forget about opening up that form.
Provide some context if the relevance of the attachment needs to be explained. An example of this is ideal for files that might demand some form of activity, such as doing a PayPal service or looking at particular varieties.
Format your attachment correctly
Think about the way your file is structured. While not all file formats can be opened by just about every computer. For the documents, we often opt for PDFs since they keep a formatted document consistent across different platforms; Use Excel or Word files for collaborative work If sending images/nudges or large files, consider compressing them (for helpful tips with image compression check out this post by Abby Sullivan) or linking to a cloud storage service like Google Drive/Dropbox in your email.
Close Your Email Politely and Professionally In human terms: This not only is respectful but also makes the recipient more willing to take action on the attachment. For example:
If you have any doubts, feel free to ask me.
Looking forward to welcoming your views!
Please answer some of our questions.
Following this, choose an appropriate sign off like:
“Best regards,”
“Sincerely,”
“Thank you,”
Review Your Email Before You Hit Send This includes proofreading, message clarity and most importantly that your attachment is included. You definitely don’t want to be the person who follows up: “Sorry, I forgot to attach the file!
When in doubt as to whether your attachment will auto open for the recipient, try sending it via mail and see if you can access it yourself. Make sure the file is in good condition, able to be opened normally.
Sending out emails with an attachment is easy, but doing it nicely and right… that takes a second of thought. Dear [Applicant Name], Just as a reminder, make sure you choose a subject about Formula Student and give an introduction to the attachment in your email before using one with goodbyes. If you follow these steps, it will help your email be communicated crystal clear and that the recipient knows exactly what the mail message is about as well as find attached file quickly.