Need to send a professional email with an attachment? Our comprehensive guide on Writing Email With Attachment Sample provides you with clear instructions, tips, and real-life examples. Whether you’re sending a presentation, report, or important document, this article will help you compose an effective and well-organized email. Easily edit and customize the samples to suit your specific needs and ensure your message gets across clearly.

Best Structure for Writing an Email With Attachment

When you need to send an email with an attachment, it’s essential to follow a clear and organized structure to ensure the email is easy to read and understand.

Here are some tips for writing an email with an attachment:

• Use a clear and descriptive subject line. The subject line should briefly describe the contents of the email and include the word “Attachment.” For example, “Proposal for Marketing Campaign [Attachment].”
• Start with a friendly salutation. Begin the email with a formal or informal greeting, such as “Dear [Recipient Name],” “Hello [Recipient Name],” or “Hi [Recipient Name].”
• State the purpose of the email. In the first paragraph, clearly state the reason for sending the email and briefly explain the attachment. For example, “I am writing to submit the proposal for the marketing campaign we discussed last week. Please find the proposal attached.”
• Provide a brief description of the attachment. Include a sentence or two summarizing the attachment’s contents. This will help the recipient quickly understand what the attachment contains and why it’s relevant.
• Attach the file. Attach the file to the email using the attachment icon in your email program. Make sure the file is in a commonly used format that the recipient can open, such as PDF, Word, or Excel.
• End with a call to action. Depending on the purpose of the email, you may want to include a call to action. This could be asking the recipient to review the attachment, provide feedback, or take specific action.
• Use a professional closing. Conclude the email with a formal or informal closing, such as “Sincerely,” “Thanks,” or “Best Regards.” Include your name and contact information so the recipient can easily reach you if necessary.
• Proofread the email before sending. Before sending the email, proofread it for any errors in grammar, spelling, or formatting. Ensure the attachment is properly attached and accessible.

Email With Attachment Sample

Subject: Proposal for Marketing Campaign [Attachment]

Body:

Dear [Recipient Name],

I hope this email finds you well.

I am writing to submit the proposal for the marketing campaign we discussed last week. Please find the proposal attached.

The proposal includes a detailed plan for the campaign, including target audience, messaging, budget, and timeline.

I would appreciate it if you could review the proposal and provide feedback by Friday.

Please let me know if you have any questions.

Thank you for your time and consideration.

Sincerely,

[Your Name]

Writing Email with Attachment Samples for Different Reasons

Sending a Presentation for Review

Hi [Recipient Name],

I hope this email finds you well.

I’m writing to send you the presentation we discussed during our last meeting. I’ve attached the PowerPoint file for your review. Please let me know if you have any comments or questions.

Thanks in advance for your feedback.

Best regards,

[Your Name]

Sharing Feedback on a Project

Hi [Recipient Name],

I wanted to share some feedback I have on the project we’re working on together.

I’ve attached a document that includes my detailed comments and suggestions. Please take a look at it and let me know what you think.

I’m available to discuss this further at your convenience. Just let me know when you’re free.

Thanks for your time and consideration.

Best regards,

[Your Name]

Submitting an Application

Hi [Recipient Name],

I’m writing to express my interest in the [Position Name] position that I saw advertised on [Website Name].

I’ve attached my resume and cover letter for your review. I believe that my skills and experience make me a strong candidate for this role. I’m eager to learn more about the opportunity and how I can contribute to your team.

Thank you for your time and consideration. I look forward to hearing from you soon.

Sincerely,

[Your Name]

Sending a Contract for Signature

Hi [Recipient Name],

I’m writing to send you the contract for our upcoming project. I’ve attached the PDF file for your review and signature.

Please take a moment to read through the contract carefully and make sure that you understand all of the terms and conditions. Once you’re satisfied, please sign the contract and return it to me via email or mail.

I’m available to answer any questions you may have about the contract. Please don’t hesitate to contact me if you need anything.

Thank you for your time and consideration.

Best regards,

[Your Name]

Requesting Information

Hi [Recipient Name],

I hope you’re having a great day.

I’m writing to request some information about your [Product or Service]. I’m particularly interested in learning more about the [Specific Feature or Benefit].

I’ve attached a document that includes a list of specific questions I have. I would appreciate it if you could take a look at it and provide me with the answers.

Thank you for your time and consideration. I look forward to hearing from you soon.

Best regards,

[Your Name]

Following Up on a Previous Email

Hi [Recipient Name],

I hope this email finds you well.

I’m writing to follow up on my previous email, in which I sent you a proposal for our upcoming project. I wanted to check in and see if you’ve had a chance to review it.

I’m available to discuss the proposal further at your convenience. Just let me know when you’re free.

Thank you for your time and consideration.

Best regards,

[Your Name]

Sharing a Newsletter

Hi [Recipient Name],

I hope this email finds you well.

I wanted to share the latest issue of our newsletter with you. We’ve included a lot of interesting content in this issue, including articles on the following topics:

• The latest trends in [Industry Name]
• Tips for [Specific Task or Skill]
• A Q&A with [Industry Expert]

I’ve attached the newsletter as a PDF file. Please take a look at it and let me know what you think.

Thanks for your time and consideration.

Best regards,

[Your Name]

Writing Email With Attachment Sample

Emails have become an essential part of communication in this modern world, and it’s crucial to know how to compose them effectively while maintaining professionalism and courtesy.

This detailed guide will provide you with valuable tips for writing emails with attachments, ensuring your messages are clear, concise, and organized.

Subject line:

• Keep it short and descriptive: Your subject line should accurately reflect the content of your email, enticing the recipient to open it.
• Use action verbs: Start your subject line with a strong verb that conveys the purpose of your email.
• Personalize it: If you know the recipient’s name, include it in the subject line to add a personal touch.

Body of the email

• Start with a friendly greeting: Address the recipient by name and use a formal or informal tone depending on the relationship.
• Clearly state the purpose of your email: In the first few sentences, explain why you are writing and what you expect from the recipient.
• Be concise and to the point: Get straight to the point and avoid unnecessary details. Focus on the most important information.
• Use clear and concise language: Avoid jargon and technical terms that might confuse the recipient. Use simple, easy-to-understand language.

Attachments:

• Use descriptive file names: Rename your attachments with clear and descriptive names that accurately reflect their content.
• Keep attachments relevant: Only include attachments that are relevant to the email’s purpose. Avoid sending unnecessary or unrelated files.
• Consider the file size: Be mindful of the file size of your attachments. Some email providers have size limits, and large files may not be delivered.
• Check the file format: Make sure the file format of your attachments is compatible with the recipient’s software or device.

Closing and signature:

• Summarize and call to action: Briefly restate the purpose of your email and include a call to action, such as requesting a response or scheduling a meeting.
• Use a professional closing: End your email with a formal or informal closing, such as “Best regards,” “Sincerely,” or “Thanks”.
• Include your contact information: Add your name, job title, and contact information (email address and phone number) in your signature.

Email Attachment Polite Examples:

Scenario	Sample Email
Requesting feedback on a document	Subject: Feedback requested on [Document Name] Hi [Recipient Name], I hope this email finds you well. I’m writing to request your feedback on the attached document, [Document Name]. I’ve been working on this project for the past few weeks and I’m eager to get your thoughts and suggestions. I’ve included specific questions in the document that I’d like you to address. Please take a look at the document and let me know your feedback by [deadline]. Thank you for your time and consideration. Best regards, [Your Name]
Sending a report	Subject: [Report Name] – Q1 2023 Hi [Recipient Name], I’m writing to send you the attached report, [Report Name], for the first quarter of 2023. The report provides an in-depth analysis of our company’s performance and includes key metrics and insights. I’ve highlighted some of the most important findings in the report, but I encourage you to review it in detail and let me know if you have any questions. I’m confident that the report will be valuable in helping us make informed decisions for the rest of the year. Best regards, [Your Name]

Email Attachment Rude Examples:

Scenario	Sample Email
Requesting feedback on a document	Subject: Hey! Look at this! Yo, [Recipient Name], I’ve been slaving away on this document and I need your feedback, like, yesterday. Just check out the attachment and let me know what you think. No pressure or anything. [Your Name]
Sending a report	Subject: Report – Q1 2023 Here’s the Q1 report. Deal with it. [Your Name]

FAQs: Writing Email With Attachment Sample




Q: What are the general guidelines for writing an email with an attachment?

A: – Use a clear and concise subject line that accurately reflects the content of the email.
– Include a brief and professional greeting.
– Clearly state the purpose of the email and why you are attaching the file.
– Include a brief description of the attachment and any necessary instructions for the recipient.

Q: What is the proper way to name an attachment?

A: – Use a descriptive and informative name that clearly indicates the contents of the attachment.
– Avoid using generic names like “document” or “file.”
– Keep the name concise and avoid using special characters or spaces.

Q: What are the best practices for attaching files to an email?

A: – Ensure that the file is in a commonly used format that the recipient can easily open.
– Compress large files to reduce their size and make them easier to send.
– Double-check that you have attached the correct file before sending the email.

Q: How should I handle sensitive or confidential attachments?

A: – Consider using a secure file-sharing service or encrypting the attachment to protect its contents.
– Include a disclaimer in the email body stating that the attachment contains sensitive information and should be treated confidentially.

Q: What if the recipient cannot open the attachment?

A: – Politely inquire if the recipient is having trouble opening the attachment.
– Provide alternative methods for accessing the file, such as a shared file-sharing link or a different file format.

Q: How can I make sure that the email with attachment is delivered successfully?

A: – Ensure that you have the correct email address of the recipient.
– Check your own email account’s storage limits to ensure that there’s enough space for the email with attachment.
– Consider sending a test email to yourself to verify that the attachment is sent and received properly.

Q: Are there any legal or regulatory requirements to consider when sending emails with attachments?

A: – Be aware of any relevant laws or regulations that may apply to the sending and receiving of attachments, especially if they contain sensitive or confidential information.
– Seek legal advice if necessary to ensure compliance with applicable laws and regulations.

Thanks for Stopping By!

Hey there, reader! That’s a wrap for our expedition into the world of writing emails with attachments. Whether you’re a seasoned pro or just starting out, I hope you’ve picked up some new tricks and tips to make your communication more effective. Thanks for taking the time to read this article, and feel free to visit again whenever you need a refresher or want to dive even deeper into the art of email writing. Until next time, keep those emails flowing!