How to Write an Email with an Attachment: A Step-by-Step Guide

Emailing documents and files as attachments is a common practice in both professional and personal communication. Attaching files to an email allows you to share important information and content without having to send overly long messages.

However, there are some best practices you should follow when sending email attachments to ensure the process goes smoothly. This article will provide a step-by-step guide on how to properly write and send an email with an attachment.

Identify the Files You Want to Send

The first step is deciding which files or documents you need to attach to your email. Here are some tips for picking out attachments:

• Think about the purpose of your email – What information are you trying to convey or share? Choose attachments that are relevant and support the goal of your message

• Locate the files on your device – Make sure you have the files saved and ready to upload before drafting your email Search your computer folders and drives to find the right attachments,

• Choose file formats wisely – Opt for universally readable file types like Microsoft Word docs, PDFs, JPGs and other image files. Avoid unfamiliar or uncommon formats when possible.

• Check the file size – Large attachments may get blocked or be difficult to download. Compress bigger files or use file-sharing sites if needed. Most emails have a 25MB limit per attachment.

Once you’ve identified the right files to share, have them ready to upload with your email. Having a plan for your attachments will make the process quicker and simpler.

Craft an Email Subject Line

Your email subject line offers the first glimpse into what the message is about. Make sure it clearly conveys that the email has an attachment.

Here are some tips for writing effective subject lines for emails with attachments:

• Mention the attachment – Include something about the attachment – “Proposal Attached”, “Attachment: Document for Review”, “Photo Attached”.

• Identify the attachment name – List the name of the document or file being attached to provide context.

• Be clear and concise – Subject lines are usually capped at 50 characters or less. Keep them short but descriptive.

• Follow up emails – If attaching a file to follow up a previous conversation, reference that in the subject – “Attachments for [Previous Subject]”

Writing a clear, informative subject line will help ensure your recipient knows there is an attachment to open.

Draft the Email Body

The body of your email with an attachment should briefly explain what the files contain and any relevant context. Here are some tips for writing the email:

• Explain the purpose – Provide background about why you are attaching the files. Give a brief overview of what the recipient can expect in the attachments.

• Include relevant details – When appropriate, mention specifics like deadlines, dates, names, and other pertinent details about the attached documents.

• Give clear instructions – Tell the recipient what you would like them to do with the attachments. Example: “Please review the attached proposal for feedback”.

• Use a readable font and style – Stick with easy to read fonts like Arial, Times New Roman and Garamond in size 11 or 12. Avoid unusual styling and colors.

• Be concise – The body copy should be direct and to the point. Let the attachments convey more detailed information.

• Proofread – Double check for spelling and grammar errors. Use a formal, professional tone.

Writing a short, focused email body will provide necessary context for the recipient to understand the attachments.

Add Attachment Files

Once your email is drafted, it’s time to attach your files. The steps for uploading attachments can vary slightly across email providers and platforms. But generally:

• Find the attachment icon – Look for a paperclip, pushpin or attachment symbol and click on it. This opens the attachment window.

• Select your files – Find and select the files you want to attach on your computer. Make sure to grab the right ones.

• Double check – View the attached files in the email to confirm you added the correct documents.

• Provide additional details – Some email services allow you to provide a comment or description with each attachment. Add any relevant notes.

• Check the size – Make sure the total size of attachments is under the allowed limit (commonly 25MB).

With the files attached, your email is ready to send securely. Avoid sending attachments over public WiFi and check spam settings if issues arise.

Proofread and Send Your Email

Before hitting send, it’s vital to proofread your email one last time:

• Read over the body copy – Double check for spelling and grammar errors. Make sure the context you provide is clear.

• Open attachments – Open and quickly review each attached document to verify they are correct.

• Check recipient details – Confirm the email address matches the intended recipient, especially for sensitive data.

• See it as the recipient will – Read the email from their perspective to ensure it makes sense and is organized logically.

• Review on multiple devices – If possible, look at the email on both desktop and mobile to check formatting.

• Send a test – Consider sending a test email to yourself first to verify attachments work from different email clients.

With one final review, you can send your email confidently knowing the attachments will deliver properly. Timely attachments will make communication more efficient and transparent.

Troubleshooting Email Attachments

Sometimes issues can arise when sending or receiving email attachments. Here is some troubleshooting advice:

• Verify file type and size limits – Some email providers block certain attachment types or have size restrictions. Check requirements and compress files if needed.

• Check spam and junk folders – Attachments sometimes get flagged as spam accidentally. Have recipients check these secondary folders.

• Use cloud storage for large files – For bigger attachments, upload to cloud storage like Google Drive or Dropbox and share the link instead of attaching.

• Zip/compress attachments – Bundling multiple files into a .zip folder can allow you to attach more while meeting size limits.

• Send attachments individually – If your email has multiple attachments, try sending them separately in different emails to avoid issues.

• Ask the recipient if they received attachments – Follow up with recipients to confirm if they were able to access and download the files properly.

Debugging attachment issues takes some diligent follow up and communication. But identifying solutions will allow you to share files seamlessly moving forward.

Best Practices for Emailing Attachments

Here are some final best practices to keep in mind when sending documents and files as email attachments:

• Only attach files that are essential and directly support your email message. Don’t overwhelm recipients with unnecessary files.

• For sensitive attachments, enable encryption, password protection or other security measures during transfer.

• If attaching images, reduce file size through compression to optimize delivery and download time.

• Confirm attachments open properly before sending emails with critical timelines or deadlines.

• When attaching multiple files, use descriptive file names so recipients can identify each document.

• Follow up with recipients to make sure attachments were delivered successfully, especially for time sensitive materials.

• Request delivery and read receipts when it’s vital to confirm attachments were accessed.

• Organize your computer folders so attachments are easy to find and access when needed.

Email attachments enable you to seamlessly share documents and files with recipients. With some forethought and by following best practices, you can attach files to emails while avoiding potential pitfalls. Keep these tips in mind to make sending and receiving attachments more effective.