Emails with attachments can seem rather simple to convey your point effectively and professionally in a way that does not annoy recipients. No matter, whether you are sending a resume to some employer or sharing files of your project with the colleague or just share photos from your vacation but remember these simple points, while drafting an email — and copy-paste this structure for easy-to-understand emails that get results.
The subject line is what the recipient sees first. Be precise and pertinent to your email content. This is another fundamental aspect we often forget- to mention the attachment part in subject when sending an email with one.
Good Email Subject Line Examples
A subject line implying an attachment contains a file in it makes the recipient know that there is something attached.
Just like any other professional email, open it politely. Depending on your relationship to the person, address by name (if can) in a formal or semi-formal tone.
First show what your email is all about
Succinct- Keep the message as brief and straight forward to avoid any confusion in which you are trying intended information on a short note.
Be sure to actually tell the person receiving that damn email there was an attachment from your end on their side. The recipient knows that the attachment is included in response to an accurate email content.
Provide a short description or context of the file that you want to add if needed. This is a requirement, this can be quite pertinent if the attachment might seem technical or lengthy and they may need some guidance on how to understand it.
The attached PDF includes a breakdown of how our latest project has been going, along with financial projections for the next quarter.
You will find some high-resolution photos attached! Let me know if you need more formats.
Please see full report on last 6 months sales figures attached.
This extra detail assists the receiver to grasp how essential and relevant is that file.
Finish your email with a professional sign-off If you can be helpful or check on them later, suggest the possibility and ask if there is anything else with which they should follow up for further details.
Examples of polite sign-offs:
Please do not hesitate to contact me for further information
I welcome your thoughts.
Make sure to fuhgeddaboutit — but then still send it when you double check that the file is actually attached again before hitting “send.” Neglecting to add a file happens all too often, however it can be prevented by quickly checking the paperclip symbol or perhaps even reviewingyour message one final time.
Keep the file size reasonable
Ensure you are attaching a file that will be small enough for an email. If the file is too big, it might not even send or prevent your recipient from receiving other emails. If necessary, try zipping the file or sending it using a service like Google Drive , Dropbox, WeTransfer.
Send yourself a test email first, if the attachment is very important or you are not sure how it will come across. It will allow you to test and see how your email looks like in your desired formatting, attached properly, & presented well before sending this over a real recipient.
To pull off sending an email with an attachment requires attention to detail, professionalism, and these five key elements. These steps will grant your email to be readable and the file attached clear enough for the recipient. Make sure to check your attachments, keep it short and sweet & reference that bloody attachment in the body of the feel!