When sending a professional email and you are going to include an attachment, it is best to address it in the body of the email. You can also state the format you are sending so the recipient would know the type of file you have sent. Just let the recipient know you are going to include an attachment.
This shows a lot of professionalism on your part. Never attach a file without mentioning it in the body of your email because it might likely not get opened or skipped by the recipient.
Another thing to note is to make sure you name the file your are sending. Different types of files can be sent via email. Before sending a file via email, it's important to note that some specific files can only be opened by specific software. So, it's important to let your recipient know the type of file you'll be sending. You can attach any kind of file in your email in 2 methods. By sharing the google drive link, anyone with the link can share their opinions on the file without necessarily having to download it.
Sign in. Terms of Use. Password recovery. Woculus Communicating effectively in a digitalized world. Forgot your password? Get help. Search Here. How to Communicate in Emails with Attachments. By Teju Duru. Updated: May 26, You can simply state the following:. For instance, you want to send your expense report to your department head for your recent business trip. In the e-mail message above, it is apparent that only one document is being referred to by the sender.
But, this prompt actually works well in situations where attachments could not be easily found because of the e-mail interface or how the informational tools are structured and displayed on the screen. Hence, one file should be referred to when using this verbiage. Hope it helps. No need for wordiness nor highfalutin words.
Whatever the attachment is, it is most ideal to specify its name in the e-mail message for easier and clearer referencing, e. But then again, if the overall context allows you to conveniently drop the succeeding information, please feel free to do so. Now, you maybe want to send an instructional video attachment to your colleague who is on a business trip.
Hope this helps. In particular , this is applicable when giving informational updates or sending out invitation posters to business associates. The main goal of the writer in these cases is simply to inform the reader of the content of an attachment rather than prompt a message response. You probably want to share a product manual with your customer who needs detailed assistance with a certain technical issue.
An email attachment is a file that one person sends to another with an accompanying email. Its purpose is usually to enhance the value or benefit that the email offers the reader by providing additional content that you can't express in the body of the email.
The attachment can have different formats and sizes, with the most typical attachments being large text files, various types of documents, spreadsheets, scanned files, forms, pictures and videos. Like with most other forms of communication, you need to follow some rules and guidelines when communicating by email. When it comes to email attachments, it is recommended that you mention the attached file somewhere in the email's body before sending it, in both formal and informal situations.
Although it is usually easy to recognize an email that has attachments—since it comes with an extra icon next to the subject line that indicates the presence of an attachment—some recipients do not open emails with attachments unless they know exactly what they are and where they come from. Usually, the reason for this is to avoid exposing themselves to a potentially malicious attachment, such as a computer virus, that could affect their device or other files.
Consider these five steps when composing and sending an email containing an attachment:. Before writing the email, you should know exactly what file you are about to send and where it is located on your device's hard drive or memory drive. Knowing what file or files you are about to send is important because you need to mention them in the email's text, and knowing their location can help you quickly locate and attach them before sending the email.
The next step is composing the email's subject line. As many potential recipients tend to disregard emails with attachments unless they know what the attached files are, the email's subject should reflect the fact that it contains one or more attached files and provide information regarding what they are. If the attachments are the only reason you need to send a message, the email's body can simply be a brief description of the attached files.
If you want to support me, please, donate via PayPal. Hire me on Upwork if you need my services. I need to write an email saying , Owner presented to us new shops are under construction so I want to send to the Retail Department if they are willing to rent these new shops under construction for new branch. Your email address will not be published. What is the correct way to mention an attachment? Let's find out.
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