Sending emails with attachments is a valuable communication tool, but it requires some knowledge and etiquette. In today’s article, we will go over the best ways to send emails with attachments, and throw in some golden tips and examples on how to master sending emails with attachments like a pro.
How to attach an email document?
Attachments are basically an easy way to send files, images, and more along with an email sent out. However, the fact that the concept is easy does not necessarily mean that the execution is as well. Here are some of most common mistakes people make when it comes to including attachments to emails:
- Is the attachment right for this email? Make sure you are sending the right file, always. You really do not want to attach a file that is not relevant for the email going out.
- Email Subject Line – lets the recipient know what your email is about. That is why including it with every email you send out is necessary. Use it to your advantage and you may help your email get opened by your recipients.
- Draft an email – It’s time to write the email, containing the main message you wish to convey to the recipients. Again, keep it as short and simple as possible.
- Send the Email – This seems trivial, but emails can actually be ready to go only to be left hanging without hitting the Send button, never leaving the inbox. Make sure you hit Send when your email is ready to go.
- Monitor your results – See who received the email, who opened it, and as important – who did not open it. Monitoring your results is the only way to learn from your mistakes and from your successes, and constantly improve and grow.
Smart Attachment Management
There is a right way and a wrong way to send an email. The wrong way may lead to undelivered messages. Unfortunately, in the business world, that can have very unfortunate implications. So here are some golden tips on how to wisely manage your attachments:
- File size – Attachment files that are too large may take a long time for the recipient to open/download. Take that into consideration when sending large files with your email.
- File type – Some email providers do not allow specific types/formats of attachment files. That is why it is super important to make sure that the file format you wish to send will go through to the recipient. Now sure? You can always go safe by sending a PDF attachment.
- Properly name your attachment – A good way to go is to always give your attachment file a clear name the recipient can understand. Doing so will help your recipient have a clear and safe idea on what to expect opening the file.
- Let them know there is an attachment here – Inform the recipient that you have attached a file to the email, and its nature. Do not assume that everyone will notice or know that there is an attachment file they need to open without being informed of that.
- Always double-check – As part of the better safe than sorry approach that is highly recommended in the business world, always recheck and reread your email before sending it. When your email includes an attachment, that means checking the attachment as well: Is it the right file? Is it accessible to open and download?
Examples of business emails with attachments
Now that we have gone over all the tips and basics on how to send an email with an attachment and how to wisely manage your attachments, let’s see how email attachments can serve your business activity with some classic examples:
- Testimonials – Attach testimonials or reviews from satisfied customers to show potential / existing customers how well your service/product is received. You can attach a video, presentation, PDF, or image – detailing your testimonial(s).
- Price quotes – Attach a file listing your price quote, tariff, or price list, to close a sale.
- Invoice – A very common and classic use of an attachment is sending an invoice or a receipt at the client billing stage.
- Meeting reminders – Help meeting participants remember about an upcoming meeting or prepare for it by sending them a file with the meeting agenda or materials to help them be most prepared for it.
Email attachments are undoubtedly a vital part of business communication. Now that you hopefully feel confident on the ways to use it, and how to best utilize it, we hope that it will serve you as well as it does businesses, companies and individuals around the world, every minute of every day.