Both in the office and academia, knowing how to write a professional email with an attachment is important. Not matter if you are emailing important documents, proposals or reports — even to simply sharing files between co-institutes; Subject: how to write a proper email with attachment. In this post, we are about to guide you through the necessary steps as well provide an example for your project.

This is the most important thing to keep in mind before you start writing: know why you are sending that email and what type of attachment (or attachments) it will contain. That way your email will be to the point, clear, and you can create it in fewer words.

Subject Line In your email use a subject line that will let the reader know exactly what is in this email, Also that there are an attachment. An effective subject line also allows the recipient to properly categorize and manage their inbox Here are some examples:

Start your email with a respectful greeting. If the recipient’s name is known use their name

“Dear Mr. Johnson,”
“Hello Ms. Davies,”
If you do not know the name used, you can say a general greeting.

“Dear Sir/Madam,”
“To Whom It May Concern,”

A Gentle but straight forward beginning

The broad conclusion implied in the opening of your article points to a single culprit: Email. The first sentence here should serve as an entrance sign announcing that all within are related and defined by this one staring into its reflection—all prior experiences tied back to email without explicitly stating you will somehow do it better, whatever doing it may be. Tell your recipient what you are sending a why. Another important thing this does is help establish the mood for the entire email. For example:

After careful preparation, I am presenting the project proposal for your perusal.
Attached: Last Quarter Financial Report Requested

Have to at least mention the attachment and make fully sure that receiver has seen it. This avoids confusing at the time of checking if it is an attachment for review. Example phrases:

The one attached, please.
Attached the document you have requested.
Please see attached our performance report for the quarter.

Add a short description of what the attachment is or if required add another note on how you want them to use it. This will add clarity:

Document with financial overview for Q3 attached. Kindly Go over It Before We Meet On Monday
I am sending the presentation for your conference next week. Please do not hesitate to give any feedback or tell me you would like me to change something.

Close Politely

Finish your email off by thanking someone or offering them more help. Tell them to contact you with any questions or if they need something cleared up.

Thanks for reading, looking forward to your feedback.

If I can help with anything else, just ask.

If you found the attached document confusing, let me know

Any email you send should always include a formal sign-off. Some common phrases include:

“Best regards,”
“Sincerely,”
“Kind regards,”
Fill the field with your full name then state, if applicable.

Check and Attach the File

Do double-check whether the attachment is part of the email before you send it though. Writing the email is too easy and forget about attaching file, both of you will be annoying

Lastly, make sure to proofread your email before sending. A neatly crafted email devoid of grammatical errors exudes an air of professionalism.

Sample Email with Attachment
Rather than Subject: Monthly Sales Report – September 2024

Dear Mr. Johnson,

I hope this email finds you well. Dear…, Subject: Sales Report September 2024 as requested Attached is the report our performance metrics in last month. This report looks at the sales results, customer comments and what we predict for next quarter.