How to write email with attachment 20 samples that work every time

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You can tell that sending files via email is easy. but are you sending them the right way?

Adding attachments to an email isn’t just clicking the paperclip icon in your mailbox. It’s much more than that.

To help you avoid some common mistakes and communicate more effectively, we’ve curated a list of best practices for email attachments and 20 great examples in multiple situations. these rules are basic, timeless and can be applied in most contexts. whether you’re a student, a human resource manager, or an employer, they work like a charm. learn how to write emails with attachments once and improve your professional life forever.

1. attachment size: the smaller the better

Did you know that Google’s attachment size limit is 25MB? for outlook and apple mail, this number is even smaller, only 20 mb.

Here are more details on the maximum size of attachments for various email services:

  • gmail: 25mb
  • yahoo: 25mb
  • aol: 25mb
  • proton mail: 25mb
  • apple mail: 20mb
  • outlook: 10mb
  • hotmail: 10mb
  • zoho mail: 10mb

The reason these providers set maximum email size limits is mainly due to security issues. file size restriction protects the email system from being bombarded by oversized files and spam, which can cause possible malfunction of the entire system.

When the size of the attachment exceeds the limit, an error message appears informing you that the files cannot be sent.

Sending a file in a small size not only allows you to send it faster, it also allows recipients to download it faster, and more importantly, it can save a huge amount of storage space.

so how to send large files via email?

do not send files larger than 10 mb. when your file is several mb, consider compressing it or uploading it to a cloud.

To compress a file, there are several useful tools you can use:

  1. wecompress: just drop the file and relax, it will return a compressed file in a few seconds. supported file formats include pdf, powerpoint, word, excel, jpeg, png & tiff files online.
  2. small pdf: an online tool to compress pdf files. works exactly the same as wecompress.
  3. compress jpeg: a service similar to the previous two but especially for jpeg.
  4. compress your file. this practice is great when you need to compress multiple files. you can put them in a folder first or just press ctrl and choose the files you want. right click and choose one of the compression options.

this is how to make a smaller file to send by email.

The second option is to upload the file to a cloud. then share this link through your email to your recipients.

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  • google drive allows you to upload 10 gb.
  • dropbox is another great option. dropbox basic (free) allows up to 2gb of storage.
  • one drive gives users 5 GB of free storage. to extend the limitations, you need to pay more.

2. when in doubt, use pdf

That’s why when in doubt, use PDF

PDF is always a safe choice for sending files via email

Excluding some formats blocked by Gmail, most formats are allowed.

but just because you can send an attachment successfully doesn’t mean your recipient can open it successfully.

In fact, to read a file, recipients need the support of certain programs.

so when in doubt, use pdf. it is a simple solution. it is a friendly format and can be read on most computers and mobile devices.

here are 2 common ways to convert file to pdf online.

1.convert word to pdf online with adobe

With this online tool, you just need to drag and drop a file from your computer to the website to convert it to pdf. works for word, ppt, excel, jpg. the acrobat online toolkit also has many more cool features as shown below.

2.little pdf converter

little pdf converter helps you convert common microsoft office formats like word, pdf, ppt, excel to pdf and vice versa. visit the website to explore the full suite of tools.

If you have a magento online store, try free magento email attachment for magento 2. Automatically attach pdf invoices, shipments, and credit notes to your transactional emails.

3. use a link as an attachment alternative

If I could only pick 1 tip to tell you how to write an email with an attachment, it would be to use a link. let me tell you why.

In many cases, a link can deliver the same content as attachments and add even more mutual benefit to both sender and receiver.

to the sender, links can save you from the frustration of sending capacity, formats, etc.

to the recipient, most links can be opened with an internet connection, either on a computer or mobile device.

That’s why we recommend it as one of the best ways to send emails with attachments.

Also, it makes the email look cleaner. Who doesn’t love a simple and productive email, right?

When including a link, remember two tips.

tip #1. use gmail link insert function.

This function helps you convert the text into an anchor text.

Tip #2: Shorten the link.

sometimes, to avoid a long and awkward link, it is better to shorten it. To quickly make a shortened link, try bit.ly or cutt.ly. they are quite popular and easy to use.

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4. always name files correctly

It’s okay to use a random name for the files on your computer because, after all, who cares?

but this harmless practice could turn harmful if those files with random names “accidentally” found their way to their recipients’ mailboxes.

Avoid this by always naming your files correctly, especially files you want to share with others.

#do:

  • The file name should be descriptive enough and tell you what’s inside. In some cases, you may want to add more information to your file names so recipients can easily distinguish them from others. this information can be the name of the project, the name of the creator, …
  • add multiple versions or a/b if you submit more than one version of the content. this will help your recipients tell them apart.
  • Including the date on your file is a good idea. use the format yyyymmdd or yyyymmdd because they are the most common. Also, applying dates to your files helps you organize them better.

#not:

  • do not use the word “end”. many people use the word “final” in their filenames. and then “end 2”, “end-of-end”… the list goes on. just remember that your recipients don’t want to see that. remove as soon as possible.
  • don’t make the filename too long because some programs can’t read files with names that are too long.
  • don’t abuse caps lock because it looks like you’re yelling. using lowercase letters is a safe option.
  • do not use special characters like ~ ! @ # $ % ^ & * ( ) ` ; < > ? , [ ] { } ‘ ” and |.
  • do not use spaces. the space can cause problems with some reading programs. use hyphens, underscores, or mixed case instead.

Most importantly, be consistent. Find a name formula you like and stick with it. otherwise, your file names will get messed up, sooner or later.

5. attach files before composing body

Make sure to always attach files. the best practice is to do it before you start with the body. this way you can save another embarrassing follow-up email that says “forgot to attach the file”.

6. only attach a document when it is important

Did you know that 121 is the number of emails an average office worker receives per day?

so don’t mess with their mailboxes.

Send email attachments only when necessary. Use a link or copy and paste the information directly into the body of the email whenever you can.

if you are using magento you might be interested in how to send email attachments in magento 2

7. inform recipients that you attached a file in the email

There are cases where you don’t necessarily need to mention attachments. That’s when both parties already recognize that the sole purpose of email is about attachments. but even then, adding something like “here is [your attachment name]” won’t hurt.

In most other cases, letting recipients know about your attachments will keep your email clear and polite. help your recipients know what to expect.

here are some tips when attaching documents to your email:

  • inform recipients of the file name. for example, instead of saying: “see the attached file”, you can say: “see my resume attached just below”.
  • type the number of files and their versions. For example: “I have included the latest industry reports in the attachments. you will find the 2020 version and the 2021 version.”
  • add more context. for example: “here are the testimonials you requested yesterday”.

To inform recipients, be concise and informative. you need to tell them what the files are about and how many files you attached.

many people find lines like “please find attached” and pfa boring and repetitive.

That’s why we’ve found some alternatives to make your email more natural.

4 ways to write emails with attachments are:

  • I have [attached/linked/attached]
  • [here/attached] is…
  • the [file/graphic/pdf/proposal/report] [is/shows/includes/covers]
  • attachments [advise/ view/find] [the report/invoice/spreadsheet] in the attached files.

note: use “attached” in your email instead of “attached” because “attached” is a physical mailing phrase .

8. check twice

Many of us check for grammar and spelling errors, but forget to do the same with email attachments. As a result, it is very common for people to attach the wrong files or forget to attach files to their emails.

To avoid those “oops” moments, make sure you proofread everything before you submit. Because it is better to be safe than sorry.

In case you have made a mistake, follow the golden rules below to correct it.

  • respond in a timely manner. As soon as you notice the error, please send the apology email immediately.
  • be direct. Simple phrases like “I’m sorry I attached the wrong file” or “Please accept my apologies for not attaching the documents” work perfectly.
  • Clearly state how you correct the error. inform the recipients that you have attached the essential information/file in the second email.
  • and last but not least, never forget to double check.

In the past, when someone sent an email with a physical attachment, they would write: “attached…” on the letter.

but now, things have changed. we send more emails than ever. when you send an email with an attachment, there are many ways to say “I attached the document to this email”.

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here are 20 ways to eliminate the question “how to report that an email has an attachment?”.

send attachments to clients

1.testimony

hi cristina,

I just wanted to contact you because I noticed you recently requested more information about profitfirst. I’m Jesse, a customer service agent at profitfirst. We are a pricing platform to help small businesses establish a successful data-backed pricing strategy.

I also want to pass on a video testimonial from one of our clients, robert. After six months of adjusting his prices with profitfirst, he increased his company’s operating profit margin by 5% and his utility by 20%.

Please feel free to reply to this email if you have any questions.

cheers,

jesse,

profit first

2.monthly report

hi John,

I hope your week is going well. We wanted to send out our monthly report to give you an idea of ​​how things looked in August.

shows that we are still on track to achieve 5% revenue growth figures by the end of the year, even with the slight drop we saw in revenue this month.

Let me know what you think. We will discuss everything at the next meeting.

regards,

allen paul

3.meeting reminder

Dear bbs actor:

This message is a reminder of the bbs stakeholder meeting on December 1, 2017 at 10:00 AM. m. In New York. Please find attached a draft meeting agenda for your review. Attached you will also find the summary of logistics. This includes the location of the meeting, as well as nearby hotels, train stations and airports.

At the end of next week, we will send you the rest of the documents. these include stakeholder comments on the first draft of the annual plan and a confirmed meeting agenda. this is expected to update all stakeholders on the status of the annual plan, even if you are unable to attend the meeting in person.

regards,

mary

bbs

4.invitation

dear jen,

I have attached a letter from the founder of the oslo freedom forum, thor havorssen, inviting you to join him in oslo. for Dec. 11th Awards Ceremony. Let me know if you have any questions.

yours sincerely,

shaun albertsen,

vice president of strategy

oslo freedom forum

5.follow-up email with new data

hi Elise,

I hope you are well. I am speaking on behalf of Yesware, whose email details you have featured in previous Fast Company articles. I’m excited to share that we just released new data this week!

Attached is a guide we put together that lists 9 findings out of 115,000,000 emails tracked.

We think you’ll find this especially interesting because many of our findings go against common opinion. most email marketing thought leaders preach the use of subject lines like “quick question” etc. in fact, these subject lines actually hurt your open and response rate. our study shows that they are actually in the bottom 10 of all subject lines sent.

Are you interested in submitting any of this data?

I look forward to hearing from you. Have a great day!

better,

susana’s grant

6.send a copy of the contract

Hi Jason,

We have received your payment and contract for the 15th parson trade show.

For your records, we enclose a signed copy of the contract.

please let us know if you have any questions between now and then.

better,

vanessa aoki

7.proposal

Hi Chloe,

It was great chatting with you on Friday about your wordpress redesign project.

As discussed during the call, I am sending you a detailed proposal and scope of work.

this project reminds me of kostas inc. I completed their website redesign in 5 weeks (3 weeks ahead of schedule). i’m sure i can offer the same kind of quality for your team at magen as well.

If everything is clear and you’re ready to go, just run the deal and I can start phase 1 right away.

If you have any questions, please let me know and I’ll be happy to schedule a call next week,

thanks,

jane freelancer

8.introduction to the business

dear mr. copper,

I would like to introduce our organization mates cleaners limited which specializes in the business of providing cleaning services to various offices.

We have specialized in this business for more than 20 years. Our client list includes the renowned organizations in the cities.

In addition to cleaning services, we also provide plumbing and cleaning services for sewage lines and trains.

I would be very grateful if you consider us to provide cleaning services in your office facilities. I also attach a pdf file with our quote. in case of further queries, you can send us an email or call us at 03039-3933-9493.

regards,

nathan lee

9.goods information

dear mr. angie,

Thank you for your September email. 6 of 2015.

We can produce 3 series of starting batteries, namely BCI (Battery Council International), DIN (German standard) and JIS (Japanese standard).

From your website, I learn that your company has had a long-term business relationship with some Japanese car manufacturers. so i would imagine the batteries you are using should be jis series.

This is the specification of this series of batteries for your reference.

We hope that our products can meet your needs and we can establish a long-term business relationship.

james martin,

export department,

omg. co.,ltd

10.invoice

hi sylvia kim,

Thank you for your recent business with us. We have attached an itemized copy of Invoice #10 to this email.

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Invoice total is $391.00, with #391.00 due by 10/12/2020.

If you have any questions or concerns regarding this bill, please feel free to contact all of us [email protected].

sincerely,

plum landscaping

11.shipping

dear kristen mccormick,

We plan to ship the following items next week, but due to the coronavirus, we have postponed the shipment below.

Please see the attachment for new shipping information, shipping instructions and advice if we should still proceed.

If you have no problem with this shipping time, we will proceed with the shipment.

Best regards,

tokyo clothes

12. purchase order

hi Bob,

In the annex of this message, find the purchase order in pdf file format.

Thank you and if you have any questions or need further assistance, please feel free to email us.

regards,

marek koznik,

primasoftpc, inc.

send attachments to colleagues

13.review contract

hi lucia,

this is the contract of our new freelance designer who starts working with us next month.

Could you review the contract before Friday, August 14? I will greatly appreciate your feedback!

better,

james stevens,

legal advisor

14.sorry for sending the wrong attachment

dear nigel,

I would like to express my apologies for sending you the wrong document yesterday. The file you originally requested was attached to this email. Please discard the incorrect document.

I am sorry to have caused you any inconvenience that may have occurred due to my mistake. I hope it hasn’t caused any problems.

regards,

candice

recommended for you: 30+ Great Error Sorry Email Examples

15.monthly results

hello,

I am pleased to report that over the past month we have exceeded expectations. sales increased 15% and are 5% above our goal. most of that increase was supported by the acquisition of new customers. our current cac is up 3% to $187 per customer. the ltv remained at the same level of $250.

however, there is an increase in the abandonment rate. we lost 3% more customers than usual. not sure if it’s seasonal or not so i’ll keep track of this one.

The executive reports of the previous month are attached.

happy analyst.

16.audit report

The final internal audit report of bcp is attached. The purpose of the audit was to conduct a comprehensive independent internal audit of the cooperative’s business continuity planning (bcp) process. our assessment of the current control environment resulted in a “effective” reporting rating.

The report will be presented to the audit committee during the next audit committee meeting.

internal audit would like to thank management for making this audit a success!

Please feel free to contact me if you have any questions or comments.

thank you,

magic stirrer, cpa

internal audit manager

sending resume and cover letter

17. submit resume after seeing a job opening on the company website

dear mrs. deborah,

I am responding to your job vacancy on your company website for a Business Consultant (ref:244lk) and would like to be considered for the position.

I am attaching my resume and cover letter for your consideration.

Thank you for taking the time to consider my application for this position and I look forward to meeting you in the near future.

respectfully,

eric scott.

18.follow-up after a job fair

hi Brian,

I’m noah jacobs and we met at amelia’s job fair today. I know your inbox is probably a busy place, but I just wanted to thank you for talking to me today.

As I mentioned, I would love the opportunity to interview for the Senior Business Analyst position they are currently offering. I think my soft and hard skills are very much in line with your requirements.

let me know if you want more information.

I’m also attaching my resume, just in case.

thanks again and hope to hear from you soon.

better,

noah jacobs

19.submit a resume for the event manager position

hi kim,

I am very interested in applying for the position of event manager at tamson. I am attaching my resume and cover letter for your consideration.

With 10 years of experience in event management, I think I would be a perfect fit for this role.

thank you very much for reviewing my application. I look forward to hearing from you regarding the next step.

respectfully,

david wang

20.submit a resume for the editorial director position

dear becky,

I am writing to express my interest in the position of Editorial Manager at abcd, inc.

My combination of creative talent, technical knowledge, and experience managing writers and projects makes me the ideal candidate for the position.

My cover letter detailing my qualifications and resume are attached for your review.

Thank you for your time and consideration. I look forward to speaking with you about this employment opportunity.

Best regards,

joey doors

read more: how to write an email to send a resume through someone’s reference

summarize

Like many other things in life, there are basic rules for sending email attachments. Following those proper email etiquettes will significantly increase your productivity and your professional presentation.

but remember that you can always adjust the rules, depending on your context and unique style. questions like “how well do you know the recipient?” or “Does the recipient prefer a file or a link in the attachment?” it will surely influence the way you create your email.

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