Sending an email with attached documents is a common task in both professional and personal settings. This article will guide you through the process, providing key steps to take before writing, essential components to include in your email, and a customizable template to simplify your task.
When writing an email for an attached document, prepare your document, give it a clear name, write an email with a polite salutation, brief introduction, detailed body, explicit attachment note, and polite conclusion, then send it off.
Table of Contents
What To Do Before Writing the Email
Before drafting your email, consider the following steps:
- Prepare Your Document: Ensure your document is complete, properly formatted, and free of errors. Also, make sure it’s saved in a widely accessible file format.
- Check File Size: Ensure the file size is within the acceptable limits for email attachments. If it’s too large, consider compressing it or sharing through a file-sharing platform instead.
- Name Your Document: Give your document a clear and relevant name. This helps the recipient understand what it contains without having to open it first.
What to Include In the Email
When writing your email, be sure to include these key parts:
- Salutation: Start with a polite greeting, addressing the recipient appropriately.
- Introduction: Briefly state the purpose of your email and mention that you’ve attached a document.
- Body: Provide more details about the attachment. Explain why you’re sending it, what it contains, and any actions you want the recipient to take.
- Attachment Note: Explicitly note that you’ve attached a document. This ensures the recipient doesn’t overlook it.
- Conclusion: Thank your recipient for their time and indicate that you’re open to questions or feedback.
Email Template
Here’s a customizable template based on the above guidelines:
Subject: [Purpose of Email and/or Document Name]
Dear [Recipient's Name],
I hope this email finds you well. I am writing to share [Document Name] as part of [Reason for Sending Document].
The attached document [Briefly Describe What It Contains]. I would appreciate it if you could [Specific Action You Want Recipient to Take Regarding the Document].
Please find the document attached to this email.
Thank you for your time and attention to this matter. If you have any questions or need further clarification, please don't hesitate to ask.
Best regards,
[Your Name]
[Your Contact Information]
Conclusion
Writing an email for an attached document is straightforward when you prepare properly and include all necessary information. Remember to ensure your document is ready, named appropriately, and within acceptable file size limits before sending. With these tips, you can communicate effectively and ensure your recipient understands the purpose of your attachment.