As we enter the age of digital communication, email has become the go-to way to converse with others – whether that be friends, family, or colleagues. However, sending an email with an attachment may not always be as straightforward as it seems. With so many factors to consider, such as the file size, the format, and the recipient’s email provider, it’s easy to become overwhelmed. Luckily, with the help of some examples, you can learn how to write an email with an attachment that is professional, easy to read, and gets the job done. Whether you’re sending out a resume or a project proposal, you can find examples and edit them as needed. Let’s delve into practical tips on how to craft your email and get it right the first time.
The Best Structure for Writing an Email with Attachment
When it comes to writing an email with attachment, there are certain best practices that can help ensure your message is clear, effective, and professional. In this article, we’ll explore the structure and elements of a well-written email with attachment, using the writing style of Tim Ferriss as a guide.
First and foremost, it’s important to have a clear and concise subject line for your email. This should indicate the purpose of your message and give the recipient a sense of what to expect when they open it. For example, “Proposal for New Marketing Strategy Attached” or “Meeting Notes and Action Items from Yesterday’s Meeting” are both effective subject lines that provide context for the attached document.
Next, you’ll want to start your email with a strong opening that engages the reader and sets the tone for the rest of the message. Tim Ferriss often uses personal anecdotes or interesting facts to grab the reader’s attention, so consider starting with a compelling story or statistic related to the topic of your email.
After your opening, it’s a good idea to provide some background information or context to help the reader understand the purpose of your message and the attachment. This could include explaining the problem you’re trying to solve, outlining the goals of your project, or summarizing the key points of a recent meeting.
Once you’ve established the context, you can introduce the attachment and explain why it’s relevant to your message. For example, “I’ve attached a detailed proposal for a new marketing strategy that I think would be perfect for our upcoming product launch” or “Attached you’ll find the meeting notes and action items from yesterday’s meeting, which I wanted to make sure you had in case you missed anything.”
After introducing the attachment, it’s important to provide any necessary instructions or guidance on how to use it. This could include highlighting specific sections or data points that are particularly important, providing additional context or background information, or explaining how to access any related resources or tools.
Finally, it’s a good idea to include a clear call to action at the end of your email. This could be a request for feedback or input on your attachment, a follow-up meeting or call to discuss next steps, or simply a request for confirmation that the recipient has received and reviewed your message and attachment.
In summary, the best structure for writing an email with attachment includes a clear and concise subject line, a strong opening, background information and context, an introduction to the attachment, instructions or guidance on how to use it, and a call to action. By following these best practices and utilizing Tim Ferriss’s engaging writing style, you can craft effective and impactful emails with attachments that get results.
Emails with Attachment Samples
Request for Proposal
Dear [Client Name],
I hope this email finds you well. As we have discussed previously, I am pleased to send you a Request for Proposal (RFP) for the [Project Name]. In the attached document, you will find detailed information about our proposed approach and scope of work.
Our team of experts has analyzed your project requirements and designed a proposal that addresses all your needs and expectations. We have included a comprehensive breakdown of the project timeline, budget, and deliverables to ensure a smooth and transparent process.
We would appreciate it if you could review the attached document and provide us with your feedback and suggestions. If you have any questions or concerns, please do not hesitate to reach out to us anytime.
Thank you for your consideration, and we look forward to the opportunity to work with you.
Dear [Hiring Manager’s Name],
I hope this email finds you well. I am excited to apply for the [Position] role at [Company Name], as advertised on [Job Board Name]. Please find attached my resume and cover letter outlining my skills and experience that make me an ideal candidate for the job.
As you will see from my resume, I have [number of years] experience in [Field/Area of Expertise], and have gained valuable skills in [Skill 1], [Skill 2], and [Skill 3]. I am confident that my expertise and passion for [Industry/Field] would make a significant contribution to your team.
I would be grateful for the opportunity to discuss my qualifications further with you. Please do not hesitate to contact me if you require any more information. Thank you for considering my application.
Dear [Lead’s Name],
I hope this email finds you well. I am writing to provide you with more details about our product [Product Name] that we had discussed in our last conversation. Please find attached a brochure and a price sheet for your reference.
Our product is designed to meet the needs of [Target Customers] and provides multiple benefits, including [Benefit 1], [Benefit 2], and [Benefit 3]. Our pricing is competitive, and we offer customization options to suit your unique requirements.
I would be happy to schedule a call with you to discuss this further and answer any questions you may have. Thank you for your time and consideration.
Dear [Vendor’s Name],
I am writing to confirm that we would like to accept your proposal for the [Project Name]. The attached document outlines the details of the scope of work, timeline, and deliverables.
We were impressed by your team’s expertise and the thoroughness of your proposal. We are confident that your company is the right fit for this project and look forward to collaborating with you.
Please let us know if you need any additional information or if you have any questions. We are excited to get started on this project and believe it will be a great success.
Client Feedback Request
Dear [Client’s Name],
I hope this email finds you well. We are always striving to improve our services and customer experience and would appreciate your feedback on the services we provided to you recently.
In the attached form, you will find a brief survey that will take only a few minutes to complete. Your input will help us understand what we are doing well and where we can improve.
Thank you for taking the time to provide your feedback. We value your input and appreciate your business.
Dear [Client’s Name],
I hope this email finds you well. Please find attached an invoice for the services we provided to you recently. We appreciate your business and hope you were satisfied with the quality of our work.
If you have any questions or concerns about the invoice, please do not hesitate to contact me. Thank you for your prompt payment, and we look forward to working with you again soon.
Training Material Delivery
Dear [Trainee’s Name],
I hope this email finds you well. Please find attached the training materials for the upcoming training session on [Topic/Subject]. In the attached document, you will find all the necessary information and instructions to ensure a successful training session.
We encourage you to review the material before the session and prepare any questions or concerns you may have. We are confident that this training will provide you with a valuable learning experience.
If you have any questions or need further assistance, please do not hesitate to contact me. Thank you, and we look forward to seeing you at the training session.
Tips for Writing Emails with Attachments
When writing emails, it’s important to ensure that the message is clear, concise, and effective in communicating your message. This becomes even more important when you’re sending an attachment, which can sometimes get overshadowed by the text in the email. Here are some tips to ensure your email with attachment is well-written:
- Subject line: The subject line should clearly indicate what the email is about and what the attachment is. This helps the recipient understand what they are receiving and prioritize your email.
- Opening: Start your email with a clear and specific opening sentence that explains the purpose of your email and what the recipient can expect from your email. This sets the tone for the entire email and makes it easier for the recipient to understand what you are trying to convey.
- Content: Keep the content of your email focused and relevant to the attachment. Make sure to explain why you are sending the attachment and how it relates to your message. Be sure to keep your language clear and concise, and avoid using technical jargon that the recipient may not understand.
- Call to action: Clearly state what you want the recipient to do with the attachment. Whether you want them to review, edit, or forward it, make sure you communicate this clearly and explicitly.
- Closing: End the email with a polite and professional closing. This can include thanking the recipient for their time or indicating that you are available for further questions or discussions.
When sending an attachment, there are a few more things to consider:
- File size: Make sure your attachment is not too large, as some email providers have size limits. If your file is too large, consider using cloud storage or a file transfer service to share it with the recipient.
- File format: Consider what file format is best suited for your attachment, and ensure the recipient can open it. For example, while PDFs are widely accepted, some older systems may not support them.
- Naming convention: Give your attachment a clear name that indicates what it is, and avoid generic names like “document” or “file”. This makes it easier for the recipient to find the file in their inbox or download folder.
- Email signature: Include an email signature that includes your contact information, so the recipient can easily get in touch with you if needed.
By following these tips, you can ensure that your email with attachment is effective in communicating your message and that the attachment is well-received and understood by the recipient.
FAQs about Writing Email with Attachment Sample
What should I include in the email body when sending an attachment?
In the email body, you should provide a brief context or explanation of the attached file. This will give the receiver an idea of what the attachment contains and why it is important without having to open it.
What is the best way to name my attachment file?
It’s recommended to give a clear and concise name to your attachment that accurately describes its content. Avoid using generic names like “document” or “file” and include any relevant dates or keywords.
What file format should I use for my attachment?
It depends on the content of the attachment and the needs of the receiver. PDF format is preferred for documents, while JPG or PNG files are more suitable for images. For spreadsheets or data files, Excel or CSV formats are commonly used.
How can I make sure that the attachment is received and opened by the receiver?
You can request a confirmation receipt to ensure that the receiver has received the attachment. Additionally, you can mention in the email body that you will follow up in a few days to ensure that the receiver has opened and checked the attachment.
Should I compress my attachment before sending it?
If the attachment file is too large, it’s recommended to compress it before sending it. This will reduce the file size and make it easier to send and receive. However, make sure that the receiver has an unzip tool available to open the file.
What is the maximum size of an attachment that I can send?
Most email services have a limit on attachment size, usually between 25-50 MB. If your attachment size exceeds the limit, you can upload it to a cloud storage service and share the link instead.
How can I ensure the security of my attachment?
You can apply encryption to your attachment to keep it secure during transmission. Additionally, you can password-protect the file and share the password only with the intended recipient.
Is it necessary to mention the attachment in the subject line?
Yes, it’s recommended to mention clearly in the subject line that the email contains an attachment. This will help the receiver to identify important emails and avoid missing any attachments.
What should I do if the attachment is too sensitive or confidential to be sent via email?
You can consider using other secure methods for sharing sensitive or confidential information, such as encrypted messaging services, secure file transfer websites, or secure cloud storage services.
Well, that’s all there is to know about writing emails with attachment samples. I hope you found this article helpful and informative. Remember, when attaching files, it’s important to ensure that they are the correct files and not too large. Also, be sure to provide a brief message in the body of the email and add a proper subject line. If you have any questions or comments, please feel free to leave them below. Thanks for reading and be sure to check back soon for more tips and tricks!