How to Write an E-mail with an Attachment File — Like a Pro

Sharing is caring!

The simplexity of the digital age is making communication both convenient and difficult at the same time.

That is, the more we enjoy the comforts brought by automation, the more we also become complacent about the fundamentals of communication.

This simply means that the composition of the content or message, either in written or in verbal form, is getting more demanding for many.

One of the most popular inquiries over the internet is about writing e-mails containing attachment file(s).

Hence, join me as I cover the essentials about this topic in today’s post.

 

How do we write an e-mail with an attachment file?

1. First, define your email in the subject line
2. Decide the tonality of the message
3. Include an opening salutation
4. Write the message body
5. Describe the attachment in the email
6. Check and upload the attachment to the email
7. Include an appropriate complimentary close
8. Proofread the contents of the email
9. Fill out the recipient’s email address
10. Finally, deliver the message

 

Steps in writing an email with an attachment

By following these steps in order, you will be able to write an email with an attachment for any occasion, whether that be business, leisure, or anything in-between!

Let’s look at each of them in ample detail.

 

1. Define your email in the subject line

Once you’ve confirmed where to find the target attachment, you can already start drafting your email by filling up the subject line tab.

Writing an email subject line is best done when you begin your draft so you won’t miss out on it later.

An email subject line should contain the title or a short description of the attachment, whatever you want to call it.

The subject line guides the recipient of the content of the email, and it also prompts the person to open the email right away, especially if it’s a priority.

 

2. Decide the tonality of the message

After writing the subject line, it is also crucial to decide the tonality of your email message depending on your relationship with the recipient.

Tonality refers to the treatment or attitude of the writer towards both the speaker and the content of the message.

For example, the tonality of the message can be described using adjectives like casual, neutral, formal, enthusiastic, engaging, confident, etc.

A casual tone is often used when the writer shares a personal bond with the recipient, and thus, it makes use of simple sentence structures and vocabulary.

Meanwhile, a formal tone requires otherwise in the form of grammatical techniques such as passivization, doing away with personal pronouns, slang words, and sentence truncation.

Formalistic language use is ideal when a power imbalance exists between or among the correspondents, as in a superior-subordinate relationship.

 

3. Include an opening salutation

Opening salutations are the greetings of a letter or email. These are the short phrases such as “Greetings” or “Dear ___”. 

Every email should include an opening salutation, as it is considered quite rude to jump straight into the subject matter.

Immediately following the opening salutation for an informal email, a comma should be used.

Informal opening salutations should be used among friends and family, and include “Hello”, “Hi”, “Hey”, and “Good morning/evening”. 

For formal emails with recipients such as employers, colleagues, educational institutions, or clients, formal salutations should be used. 

The most commonly used formal salutation is “Dear ___”. The recipient’s last name should be used along with their title (Ms., Mrs., Mr., Dr.). 

Formal salutations most often use a colon after the salutation instead of a comma.

 

4. Write the message body

Writing out the message body is highly dependent on the context of the email that is being written. Usually, an email will begin with a line stating the purpose of the email, and why you are contacting the recipient. 

The purpose should be along the lines of “I’m writing to let you know that the shareholder’s meeting went well” or “I wanted to check in on how the 5th street project is coming along”. 

The next few paragraphs should be explaining the point in greater detail, and the length can be however many paragraphs are needed to include all of the relevant details.

 

5. Describe the attachment of the email

The meat of the entire email, apart from the attachment file per se, is the message that describes the attachment.

 

Example:

 

This serves as the recipient’s guide in knowing what the content of the attachment is, which meanwhile prompts the recipient to open the file.

Here, we also need to consider the context of the conversation because it will guide the length of the message as well as the tonality needed.

If the recipient is expecting to receive the attachment and the relationship is relatively close, a short message prompt with a casual tonality would suffice, just like saying “see attached.”

 

Example:

 

However, we may need to formalize the tone of the message if the relationship is the other way around, such as using “please see the attachment for details.”

 

Example:

 

Apparently enough, it is needless to say that you have to attach the intended file after you’ve finalized your email message.

If you are still unsure about the exact phrasing of the “attachment phrase”, please have a look at the following articles on Linguaholic:

Please see attached alternatives

Please find attached alternatives

 

6. Check and upload the attachment to the email

First off, it’s important to make sure you’re sending the exact file or files to the recipient, as you don’t want to recklessly forward any confidential information that could get you in trouble.

Most electronic mailing systems only allow a short stretch of time (that’s if they don’t completely prohibit it) to retract or unsend emails.

So, before uploading the attachment, you must double-check the folder containing the intended file, as well as ensuring that the attachment has the correct file name.

Avoid file names that are generated using the first sentence of the document.

The attachment should be named professionally and clearly, as the recipient will also see the name once it has been downloaded.

double-checking the name and the location of the attachment enables you to find the attachment with ease, too, just before finalizing your email message.

After you are certain that the attachment is correct, click on the paper clip button (usually toward the bottom of an email client) or the “attach” button.

This will bring up a box which allows you to select the appropriate attachment from your documents.

Once selected, the attachment will be attached to the email after a brief upload time (typically no more than a few seconds). 

If attaching multiple documents, simply repeat this process for each document, or hold down the ctrl button while selecting to upload multiple at once.

 

7. Include an appropriate complimentary close

Complimentary closes are the opposite of opening salutations.

They are short phrases which sign off the email at the very bottom, followed by the sender’s name (and sometimes their signature and business position). 

Informal complimentary closes which one would use in emails to friends and family include “Thanks”, “Many thanks”, “Cheers”, “Seeya there!”, etc. 

Formal complimentary which one would use when sending emails to bosses, colleagues, or potential clients include “Thank you very much”, “I appreciate your time”, or “Sincerely”. 

Complimentary closes are always followed by a comma, and then the sender’s name two lines below. 

Examples: 

 

 

For formal closes, some people opt to include a digital signature above their names. People may also opt to include their business title, especially if it is relevant to the email, such as with clients or employees of the company. 

Examples

 

 

8. Proofread the contents of the email

This step is included in almost every writing advice article, but that’s because it is absolutely vital. 

Spelling errors in any kind of correspondence can damage the sender’s credibility, as it comes off as lazy and incompetent. 

Check over the email for any spelling or grammatical errors first. Then, check for any content errors such as incorrect names or dates.

It often helps to read the content of an important email aloud, as sometimes our eyes tend to sweep over information that we think we already know the contents of. 

Just be sure to do whatever it takes to avoid any simple mistakes, as writing a follow-up email to correct a mistake is even more tedious! An ounce of prevention is worth a pound of cure, as they say.

 

9. Fill out the recipient’s email address

You may be thinking “why is this all the way down at step 9? Isn’t this the first thing you should do?” Well dear readers, perhaps it’s time to break that habit.

Have you ever accidentally hit ‘enter’ on the keyboard, and it sent an email that you weren’t finished writing? Yikes.

Now you have to send a second email apologizing for the mistake, and then send the other half of the email separately. What a mess!

If you save this step until you have completed the email, however, you will never send an incomplete email ever again. 

An email cannot be sent without the recipient box being filled in, so it is impossible to send it out too early.

Trust me, this tip can help you avoid a lot of hassle and embarrassment.

In the recipient’s box at the top of the email (usually labeled “To:”) enter the email address of the person you wish to send it to.

Make sure to double-check the spelling, as you don’t want any confidential information being sent to outsiders.

Once you’ve completed this, the email is ready!

 

10. Finally, deliver the message

Lastly, you may hit the send button after you’ve finished composing your intended email message.

A quick grammar review would also be beneficial before hitting “send” to avoid any miscommunication.

To check whether you’ve successfully sent the email, you can also do a quick review by going to your “sent” emails.

Unless you receive a follow-up email from “MAILER-DAEMON” stating “Mail delivery failed: returning message to sender”, you can rest assured that your email has gone through.

 

Send an email with an attachment to your boss [Example]

Sending an email to your boss means that you should be using formal language in your email.

The steps are the same, but we will be avoiding any use of informal language, and triple-checking our spelling and grammar.

Avoid using contractions such as “don’t”, “can’t”, “we’ve”, etc. as they are not formal language.

To summarize, here are the steps you should be taking.

• Add a subject line explaining what the email is about in brief terms. 
• Add a formal opening salutation such as “Dear Mr. Smith:”
• Give details about the subject within a few paragraphs. Try to include specific dates, figures, and include proof of any work the boss needs to know about.
• Tell your boss what you are attaching to the email.
• Attach the file.
• Proofread everything, as it is a professional email.
• Add a complimentary close such as “Thank you very much,” and include your name below.
• Add the boss’s email in the “To:” field.
• Send the email.

This type of email might look like the following when written out completely:

[Subject line] Wednesday, April 24th Meeting Notes – Travis Jones

 

While formal emails have stricter steps, informal emails are a bit less stiff about how they’re written.

These steps are a general guideline, but don’t be surprised if you get emails from friends that are missing the subject line, or are riddled with grammatical errors!

Friends are people with whom we don’t have to worry so much, so try not to sweat the small stuff.

 

 

How to write a formal email with an attachment [Sample]

When sending an email attachment in a formal situation (such as for work, school, or business) you must use formal language in all sections of the email. 

Formal language means contractions such as don’t, can’t, should’ve, etc. should not be used. It also means not using slang or short-hand words.

Here is a short list of what to do when writing a formal email with an attachment:

• Add a subject line explaining what the email is about in brief terms. 
• Add a formal opening salutation such as “Dear Ms. Thornston:”
• Explain the subject within a few paragraphs, giving precise details. Formal emails should include specifics such as names, dates, and contact information.
• Explain to the recipient what you are attaching to the email. This should be between 1-2 sentences.
• Attach the file.
• Double-check and proofread everything in the email, including the attachment name.
• Add a complimentary close such as “Sincerely,” and include your name below.
• Add the recipient’s email in the “To:” field.
• Send the email.

The main principle to remember when writing a formal email is to be specific, and not leave the recipient with any questions such as “who is x?”, “where is the meeting?”, or “when did we speak last?”. 

Recipients of formal emails are often busy with other business, so do your utmost to ensure all of the information is presented in a single email. 

When following these steps, a formal email with an attachment should look like the following:

 

[Subject line] Wedding Reception Hall Inquiry – Bridget Jones

 

Sample email with attachment [Informal]

When sending an email to a friend, you can make use of informal English. This communicates a more friendly, casual tone, and is overall a lot more intuitive to write!

Informal emails don’t need as many specifics as formal emails (for example, you can say “the party last Tuesday” instead of “The party on April 27th” ).

You also don’t need to use titles such as “Ms.”, “Mr.”, Dr.”, etc. as first names are enough between friends.

Contrary to formal email writing, contractions such as “don’t”, “can’t”, “shouldn’t”, etc. are perfectly fine to use in informal emails.

To summarize, here are the steps you should be taking.

• Add a subject line explaining what the email is about in brief terms. 
• Add an informal opening salutation such as “Good morning,”
• Give details about the subject within a few paragraphs. 
• Tell your friend what you are attaching to the email.
• Attach the file.
• Proofread, but use of informal or short-hand English is generally fine.
• Add a complimentary close such as “Thanks,” and include your name below. Some informal emails skip the close, and simply add a dash before the name (-Tom or -Roberta).
• Add the friend’s email in the “To:” field.
• Send the email.

When put together, an email to a friend including an attachment will look something like the following:

 

How to write an email with a PDF attachment [Example]

When attaching a file to an email, knowing what kind of file type is best for the recipient is important.

PDF files are a popular choice for both short and long documents, as they are a good balance of quality and file size, and most computers come with software pre-installed which can read them.

If you aren’t completely sure what file type the recipient wants the file in, just include information about it in the email, and offer to send it in a different format should they need it. 

An email of this kind may look like the following:

 

[Subject line] Custom Built PC Quote – Gamerzz PCs

 

If the recipient replies that they want the filetype to be something else, there are plenty of online PDF converters that you can use to change the filetype. 

Simple google “PDF to ___ file converter free” for your desired filetype, and change over the document using the online converter. 

Be sure to double-check that the format is still intact after the conversion before sending!

Let’s take a look at a few more tips to keep in mind when sending attachments with emails.

 

When sending an email with an attachment, you should:

• Always double-check the file name. Make sure that it is labeled properly and professionally with a short title that describes the contents.
• Always tell the recipient that you are attaching a file. Sometimes attachments are overlooked, so it’s best to let them know what it is and why you are attaching it.
• Always check and make sure the file is attached. Many files larger than 500MB will fail to upload, as they are too large for basic email servers. 
• Always use a proper file type. For best image quality, use PNG instead of JPG or JPEG. For longer documents, PDF is generally preferred over .DOC. If you are unsure, ask the recipient what they would like the file sent over as.
• Never send the email without actually attaching the file. This is one of the most common mistakes when sending emails. If you do forget, send over a second email with the attachment (and an apology!). 
• Never forget your manners. Even if you’re just quickly sending over a file, be sure to use an opening salutation and a complimentary close on your emails to avoid coming off as rude or lazy.

 

Sometimes, it’s all about the phrasing. There is more than one way to tell someone that you’ve attached something to an email, so choose one that fits the situation best! Here are a few examples.

 

Alternative expressions to use in writing an e-mail with an attachment

Now that we’ve understood the nitty-gritty of writing an e-mail with an attachment, we can already proceed to the other possible expressions that we can use in like manner.

 

Kindly see the attached file for your review

There are also times when we need to increase the formality of the message, especially when we correspond with higher-ranking employees, valued clients, or the school’s faculty members.

Should this be the case, we can use “kindly see the attached file for your review” if the goal is to submit something that needs to be assessed or graded.

 

Example:

 

Kindly see attached file as requested

Last but not the least, we can also use the formal expression “kindly see attached file as requested.”

We may use this specific verbiage if we are complying with a file request, such as a client asking for a copy of his or her last month’s billing statement.

 

Example:

 

Frequently Asked Questions on “How to Write an E-mail with Attachment”

 

How can we write an e-mail with an attachment casually?

To write an e-mail message with an attachment having a casual tone, we can simply say “see attached,” “attached, please find,” or “please find attached.” There’s no need to describe the content if the recipient already expects the content of the attachment.

 

How can we write an e-mail with an attachment formally?

To write an e-mail message with an attachment having a formal tone, we can use “please refer to the attached file for your request” or “kindly see the attachment for details.” If the recipient isn’t expecting the file, it is advisable to also quickly describe the content before writing the prompt.

 

How do we send an e-mail with an attachment?

To send an e-mail with an attachment, we have to make sure that the correct file is attached successfully by pressing the attachment icon (usually a paper clip), locating the file, clicking the “open” button, and then hitting “send.” A quick message describing the attachment’s content is also recommended.

 

Conclusion

Digitalization is and will always be a double-edged sword because of the help and harm it is capable of doing to society.

But, as long as we remain keen on the importance of communication by constantly looking for ways to improve not just the technical side but also the fundamentals of it, then we won’t get “disconnected” (pun intended).