How To Write An Email To Boss With An Attachment?
When writing an email to your boss with an attachment, it’s important to be clear and concise while ensuring that your email is professional and respectful. Here’s a general guide on how to write an email to your boss with an attachment:
Subject: [Summary of email content]
Dear [Boss’s Name],
I hope this email finds you well. I am writing to share [briefly explain the purpose of the attachment and what it contains]. Please find the attached [name of the attachment] for your review.
[Provide additional context or explanation if needed]. If you have any questions or concerns about the attachment, please do not hesitate to contact me.
Thank you for your attention to this matter. I look forward to hearing back from you soon.
Here are a few additional tips to keep in mind:
- Use a clear and descriptive subject line that summarizes the contents of the email.
- Use a professional tone and avoid using slang or casual language.
- Make sure to attach the document before sending the email.
- Keep the body of the email brief and to the point.
- If the attachment is large, consider uploading it to a file-sharing service and providing a link to the file in the email.
What Is An Email Attachment?
A mail attachment can be described as a document linked to an email. The purpose of the attachment is typically to increase the value or benefits an email can provide to the user by providing additional information that isn’t possible to include within the body of the email. It can come in different sizes and formats and sizes, with the most popular attachments being:
- Large text files
- Many types of documents, including PDFs as well as Microsoft Word documents
- Scanned files
How To Compose An Email That Includes An Attachment
Take note of these five steps before writing and sending an email with an attachment:
Choose the files you would like to share
Before you begin writing your email, knowing what you will share and where it’s stored on your device’s memory drive or hard drive is important. In addition, knowing which file you’re sending is crucial because you will have to include them in the text of the email, and knowing where they are will allow you to locate them quickly and attach them before making the mail.
The PDF format is the best method of sharing professional documents like CVs and cover letters. Photos and images are also supported. However, JPEG and PNG formats are the most frequently utilized file formats.
Write the subject line of your email.
Next, you must write the subject line for the email. Since many potential recipients tend to ignore emails containing attachments until they are aware of what the files attached to them are, the email’s subject line should indicate that it has at least one attached file and explain what they contain.
Write the body of the email.
If attachments are the sole reason you’re required to send out an email, then the body should contain brief descriptions of the attachments. For example, suppose the files attached are just a small element of the message that the message is trying to convey the message. In that case, they should be included in the body, perhaps with a brief paragraph that explains what they are. On the other hand, emails that contain attachments but no text is not recommended because the recipient or their email provider could think it is spam.
Attach the files
After writing your email last step before sending it out is attaching the appropriate documents or images. But, this step can occur anytime in the writing and sending process. However, many senders prefer to attach the documents before writing the email, as it reduces the chance of forgetting to attach the files in the first place.
In Gmail, you can also attach files by dragging them to the message’s subject or pressing”Attach Files” or the “Attach files” button at the bottom of the compose window. Next, select the files you wish to upload and click “Open.” You can use the same steps with other email applications.
Review and then send the email.
After the email’s subject and body have been written and the documents are attached, you can perform an instant proofread before sending the email to the person who received it.
Tips For Writing Emails That Include Attachments
Use these suggestions to assist you in writing and sending emails that include documents:
How Can You Include The Attachment Within The Body Of The Email?
As with all other types of communication, you have to adhere to certain rules and guidelines for communicating via email. For attachments in emails, it’s suggested to include the attached file within the body of your email before sending it, both in formal and informal circumstances. Here are some examples of ways to refer to attachments in emails:
- I’ve included my résumé here.
- Check out an attached version of the report.
- Here’s the PDF document you requested.
- Attached is the breakdown of the cost.
- The attachment is below.
- The document requested is included in this email.
- Please let me know if you have any concerns regarding the attachment.
- I’ve added the images to this email.
- Here is the information that you requested.
- The folder that is enclosed contains important details.
While it’s generally easy to identify emails with attachments since it’s accompanied by an extra icon in the subject line that signals an attachment, users don’t open attachments in emails without knowing what they’re about and where they originate from. This is to prevent exposing them to a potentially dangerous attachment, like viruses on computers, which can harm their device and other data.
Be Sure That You Have The Correct Attachment Format. The Correct Format.
It is essential to ensure that the recipient can access the files you plan to send. For example, when sending files containing text documents that are scanned, spreadsheets, images, or any other kind of file, you need to choose a standard format for the file to increase the chances that the recipient can access the file.
Common file formats that work ideal for email attachments include:
- Photo: JPEG or JPG, GIF, PNG
- Document: PDF, DOC or DOCX, HTML or HTM, XLS or XLSX, TXT
- Video: MP4, MOV, WMV
- Presentation: PPT or PPTX
- Audio: M4A, MP3, WAV
Make Sure To Limit Attachment Files’ Size.
The majority of email providers have a limit on the size of attachments due to security concerns. Therefore, it is suggested to restrict the size of attachments to the maximum extent you can. This can be accomplished by various methods based on the type of files. For example, most files will be smaller if you utilize compressing tools to turn them into zip files. You can also reduce the size of images using unneeded high resolutions to drastically reduce the size of their files and combine multiple text files into one PDF file.
These are the max file sizes for attachments for the most popular email providers:
- AOL: 25 MB
- Apple Mail: 20 MB
- Google: 25 MB
- Hotmail: 10 MB
- Outlook: 20 MB
- Yahoo: 25 MB
You Could Try The Possibility Of Sending A Link Instead.
If you’re sending professional emails, consider including an attachment that includes the information you plan to attach rather than the actual documents. For example, based on the circumstances, you could use a hyperlink for your resume or a hyperlink to the images or text documents you plan to send, or linking to the place where you’ve previously uploaded the documents. This can help make it easier and more secure so that your recipient can gain access to the data.
Do Not Send A Lot Of Unrelated Files In The Same Email.
You should consider sending numerous emails to the same person. If you plan to share a variety of documents that do not have any connection to one another. This way, you will avoid confusion by using the body and subject line to explain the attached file. In addition, it is easier for your recipient to locate the information they require later.
Examples Of Emails That Include Attachments
Two examples show how you can create an email using an attachment:
Example: A response to business inquiries in PDF format with an attachment
Subject line: Update on medical supply with an attached PDF
Dear Dr. Matthews,
In response to the query about the next delivery of medical supplies at Saint Francis General Hospital in January 2021, please find attached the names and quantities of each item in PDF format.
Thank you for contacting us. Please feel free to contact us with any other concerns about the shipment or questions we can assist you with.
Example 2: Photo Attachment
Subject line: Photos from our visit to Grand Canyon. Grand Canyon
I’ve included the top 10 images of the Grand Canyon trip in this email. I’ll send more pictures as soon as I receive them from Harrison.
I hope you enjoy these, and I’m eager for the next adventure!
- Example 3: Application for a job with an attachment for resume
Subject line: Tara Sanchez Resume: Software Engineer
I saw the advertisement for your position of software engineer on Indeed. Com–it is a wonderful chance! I’ve included my cover letter and resume below and would like to be considered for this position.
Let me know if you require more information that I can provide for you or your staff. I’ll contact you if I haven’t heard within one week.
Thanks for your time,
How should I start my email?
Begin your email with a professional greeting, such as “Dear [Boss’s Name],” or “Hello [Boss’s Name],” followed by a brief introduction or a sentence about the purpose of your email.
What should I include in the body of the email?
In the body of your email, provide context or details about the attachment you’re sending. You can also provide any necessary explanations or instructions related to the attachment. Keep your email concise and to the point.
How do I attach a file to my email?
Most email platforms have a paperclip icon that allows you to attach files. Click on the paperclip icon and select the file you want to attach from your computer or device. Some email platforms also allow you to drag and drop files directly into the email.
How should I name my attachment?
Give your attachment a descriptive and meaningful name that is related to the content of the file. This can make it easier for your boss to find and understand the attachment.
What should I write in the email subject line?
Write a clear and concise subject line that accurately reflects the content of your email and attachment. For example, “Quarterly Sales Report Q1 2023.”
How should I end my email?
End your email with a polite closing, such as “Best regards,” or “Sincerely,” followed by your name and any relevant contact information.