How to Write the Perfect Email With Attachment

Ever attached a file in an email? You know, that moment when you hit the “attach” button and hope for the best. But have you ever wondered if there’s a right way to do it? A secret formula for smooth file transfers?

Well, my curious friend, let’s embark on a journey to demystify this seemingly simple yet surprisingly intricate task of adding attachments. Whether you’re a seasoned pro or a rookie in the email world, join me as we delve into the art of attaching files.

Together, we’ll unravel the secrets of choosing the perfect format and sidestepping common pitfalls. Get ready to unlock the treasures of successful file attachments. It’s time to become an attachment aficionado!

Understanding the Basics

The Email with Attachment

An “email with an attachment” is a staple in the professional world. We attach files to our emails to share crucial information, such as pdf files, cover letters, executive reports, contract copies, and more.

An email with an attachment often contains two significant components: the email message (the body and subject line) and the attached file (or several files attached).

In the context of cold email outreach, mastering the art of writing an email with an attachment can mean the difference between capturing a prospect’s attention and losing it.

It’s worth noting that not all email attachments are created equal. The type of file you attach, the file name you use, and the file format you choose can all influence how your email is received.

Additionally, the you write an email’s subject line is key – it’s the first thing your recipient sees and plays a big role in whether your email is opened or ignored.

The Art of Attaching Files

The process to attach files to an email is quite simple. In most email clients, such as Apple Mail or Zoho Mail, you’ll find an option to add attachments in the compose window, usually represented by a paperclip icon.

Once clicked, you can select the desired file or files from your device to attach to mail attachment and copy paste the email.

When attaching multiple files to an email, you have a few options. You can attach each file separately, or you can attach multiple files at once by holding down the control key (or the command key on Mac) while selecting the attached files.

But remember, your email service provider might have certain file size limits. Large files might need to be compressed or sent via a different method, like using a shortened link to a cloud storage space.

Best Practices for File Naming and Format

File names and formats are more important than you might think. A clear, concise file name helps the recipient understand what the file is before opening it.

It also demonstrates professionalism and attention to detail. Imagine receiving a file named “final_version_v3.pdf” compared to “report.pdf”. The latter provides a much clearer idea of what the file contains.

The file format you choose is equally important. Pdf format is often preferred for documents, as it preserves the original formatting and can be opened on virtually any device.

Text files, on the other hand, are lightweight and versatile but don’t support images or special formatting.

You’ll also want to consider mobile devices in your decision. Some file types may not open correctly on a mobile device, which could be a problem if your recipient primarily checks email on their phone.

Email Attachments and Mail Merge Tools

In the context of cold email outreach, you might be sending the same email with attachments to multiple recipients.

In such cases, using a mail merge tool, like the one integrated into Mailarrow, can save you a ton of time.

You can personalize each email, add attachments, and schedule the emails to be sent out at optimal times.

Proper Email Etiquette with Attachments

When writing an email with an attachment, it’s crucial to follow proper email etiquette. Here are a a few examples of key points to remember when sending attachments:

1. Subject Line: The subject line of your email should be clear, concise, and descriptive. A good email subject line will entice the reader to open the email and set clear expectations about the email’s content.
2. Email Body: The body of your email should provide a brief description of the attached file and why it’s relevant to the recipient. Using phrases like “please find attached” or “I have attached” are common and clear ways to indicate an attachment.
3. File Names: As mentioned earlier, file names should be clear and descriptive. This is part of proper email etiquette and can make a big difference in how your email is perceived.
4. Attachments: Lastly, always make sure you’ve actually attached the files before sending the email. It might seem obvious, but it’s a common mistake to mention an attachment in the email body and then forget to attach it.

Remember, with Mailarrow, our cold email outreach software, you can streamline this process and focus on what truly matters: engaging your prospects and growing your business.

The Power of the Subject Line and Multiple File Attachments

The Power of the Subject Line

The subject line is arguably the most critical part of your email. It’s the first thing your recipient sees, and it often determines whether or not they’ll open your email.

This is why it’s crucial to create subject lines that are compelling, informative, and professional.

When writing a subject line for an email with an attachment, you should clearly indicate that your email contains an attachment. Phrases like “attached file,” “pdf attached,” or “see attachment” can be helpful.

However, ensure you maintain a balance and don’t let the subject line be solely about the attachment name. Instead, weave in the attachment name and information naturally.

For example, instead of writing “Pdf attached,” you could write “Your requested report (Pdf attached)” or “Exciting partnership proposal (find attached)”.

These subject lines are engaging and clearly indicate the presence of an attachment without being overly direct.

Subject lines are not just about information but also about emotions. A well-crafted subject line can pique the recipient’s curiosity, evoke excitement, or convey urgency, increasing the likelihood of your email being opened.

Attaching Multiple Files

There might be situations where you need to send attachments of multiple files to your recipients.

While you could attach each file individually, this might clutter the recipient’s inbox and increase the chances of your email being ignored.

One effective strategy to attach multiple files is to compress them into a single file, usually in a .zip or .rar format.

Not only does this make your email look cleaner, but it also reduces the file size, helping you stay within the the attachment file size limits set by your email service provider.

Alternatively, if you’re sending multiple files of the same file type, like pdf files, you can combine them into a single pdf file.

There are many online tools available that can help you merge multiple pdf files into one.

File Size and Email Attachments

File size is a critical factor to consider when sending an email with an attachment. Most email service providers impose limits on the total size of attachments to send emails.

For instance, Gmail has a limit of 25MB for attachments. If your attachment files ever exceed these limits, you’ll need to find an alternative way to send them.

One common solution is to use a cloud storage service like Google Drive, Dropbox, or OneDrive.

You can upload your large file to one of these services and then include a link to the file in your email.

This method bypasses the file size limits and also gives you more control over the file, as you can update or remove it even after sending the email.

Crafting a Professional Email with an Attachment

Having explored the power of subject lines and techniques for managing multiple file attachments, let’s now delve into the process of writing a professional email with an attachment.

Writing a Professional Email

Writing a professional email requires attention to detail, a focus on clear and concise language, and an understanding of your recipient’s expectations.

Here’s a step-by-step guide on how to write a professional email with an attachment:

1. Formal Salutation: Start with a formal salutation that addresses the recipient by name, if possible. This sets the tone for the rest of the email and shows respect for the recipient.
2. Introduction: In the first paragraph of your email, briefly introduce yourself (if necessary) and the purpose of the email.
3. Attachment Explanation: Clearly mention the attached files and provide a brief description of each. This not only prepares the recipient for the files but also encourages them to open them.
4. Main Content: Use the middle of your email to discuss the main topic in detail. Keep paragraphs short for readability, avoid grammatical errors, and stay on topic.
5. Conclusion and Call to Action: Wrap up your email with a conclusion that reiterates the email’s main point and a call to action if applicable.
6. Professional Sign-off: End with a professional sign-off such as “Best regards,” “Sincerely,” or “Yours truly,” followed by your name and contact information.
7. Attach Files: Finally, before hitting send, make sure to attach the relevant files. Be sure to check that all attachments open correctly to avoid sending corrupted files.

Crafting a Compelling Email Subject Line

Even with a perfectly crafted email body, a poor subject line can doom your email to be ignored.

As we discussed earlier, your subject line should be concise, descriptive, and, most importantly, engaging.

For example, instead of a bland subject line like “Attached Report,” try something more enticing, like “Your Customized Insights Report (Attached).”

Cover Letter Emails

Sometimes, the email you send will serve as a cover letter, with your main content being an attached file like a PDF.

In this case, the email body should provide a brief introduction and explanation of the attached file.

A cover letter email might be used when applying for a job, submitting a proposal, or sending a report.

Writing an Email with Multiple Attachments

When sending an email with multiple attachments, the same rules apply, but you’ll need to mention each attachment.

It’s important to be clear about what each file is and why it’s relevant to the recipient.

If you find attached’re attaching many files, consider compressing them into a single file to make it easier for your recipient.

As you progress in your email outreach efforts, always remember that each email is an opportunity to provide value and build relationships.

Tools like Mailarrow can help simplify the process and maximize your results.

Handling Large Attachments and Using Email Outreach Software

We have covered the nuances of crafting a professional email with an attachment.

Now, let’s discuss how to manage large attachments and leverage email outreach software like Mailarrow to improve your email campaigns.

Managing Large Attachments

In many professional scenarios, you might need to send large files, such as comprehensive reports, high-resolution images, or lengthy video files.

These large files can often exceed the file size limits imposed by email service providers.

Here are some strategies to manage and send large attachments:

1. Compress the Files: Compressing large files or multiple files into a zip file can significantly reduce their size, making them easier to send via email.
2. Use Cloud Storage Services: Another solution for sending large files or multiple files is to use a cloud storage service such as Google Drive, Dropbox, or OneDrive. You can upload the file to the cloud and then share the link in your email.
3. Leverage File Transfer Services: Several online services specialize in transferring large files. Some popular ones include WeTransfer and SendAnywhere.
4. Divide and Send: If your large file can be divided into smaller segments without losing context or value, consider sending them in multiple emails.

Remember, your recipient’s experience should always be at the forefront of your mind.

When sending large attachments, ensure that you’re not consuming excessive storage space on their device or making it difficult for them to access the file.

Leveraging Email Outreach Software

Email outreach software, like Mailarrow, can dramatically improve the efficiency and effectiveness of your email campaigns.

Whether you’re sending a single email with an attachment or a large-scale cold email campaign, these tools offer features that can help.

1. Mail Merge Tool: A mail merge tool allows you to personalize emails for each recipient, increasing engagement rates. You can customize the email body, subject line, and even the attachment file names to include the recipient’s name or other personal information.
2. Email Scheduling: This feature enables you to schedule emails to be sent at a specific time. This can be particularly useful when dealing with recipients in different time zones.
3. Track Opens and Clicks: Knowing whether your emails are being opened and if attachments are being accessed can provide valuable insights into your email outreach performance.
4. Automated Follow-ups: If a recipient hasn’t opened your email or accessed the attachment within a certain timeframe, automated follow-up emails can serve as a gentle reminder.

We’ll also take a closer look at the proper etiquette for sending emails with attachments.

Scenarios for Sending Emails with Attachments and Proper Email Etiquette

Now that we’ve covered the basics of sending an email with an attachment, let’s explore some specific scenarios where sending attachment emails with attachments might be necessary, along with the proper attachment email using etiquette to maintain.

Sending a Contract Copy

In business, contracts are often shared via email. When sending a contract copy, it’s crucial to clarify in your email body what the attached file is and what action the recipient needs to take.

The file name of pdf file in the attachment should be descriptive, like “Smith_Contract_Agreement.pdf”.

If signed copy of the contract needs to be signed, consider using a PDF format as it maintains the same content and original document layout and is universally accepted.

Sharing Executive Reports

Executive reports are another common email attachment. When sharing these, be clear in your subject line about the report’s content and relevance.

For example, “Q1 Sales Report Attached” is far more descriptive than “See Attached”. In the email body, provide a brief description of the report and highlight key findings.

Submitting a Job Application

When applying for a job via email, your resume and cover letter will be sent as attachments.

The email’s subject line should include the job title you’re applying for and your name.

The email body should serve as a brief cover letter, explaining your interest in the position and summarizing your qualifications.

Providing Client Proposals

When sending a client proposal as an email attachment only, your email should provide a brief summary of the proposal and why it benefits the recipient.

Your email subject line might be something like “Custom Marketing Proposal Attached for XYZ Co.”

Email Attachment Etiquette

Email etiquette is essential, especially when you’re writing emails and attaching files. Here are some important tips to remember:

1. Size Matters: Be mindful of the attachment size. Large files can take a long time to download and eat up the recipient’s storage space. Use compression tools or cloud storage links for large files.
2. File Format: Use widely accepted file formats like PDF for documents and JPEG for images. This ensures the recipient can easily open the files.
3. Security: Only open attachments from reliable sources. If you’re sending an attachment, let the recipient know ahead of time to expect it.
4. Clear Communication: Always clarify in the email body what you’ve attached and why.

Whether you’re an e mail message, sending a single email with an attachment or launching a full-scale cold email campaign, remember to keep your recipient’s needs in mind.

Being respectful of their time, inbox space, and security will go a long way in building positive relationships.

And if you want to take your cold email outreach to the next level, sign up for Mailarrow – our powerful, user-friendly software designed to streamline and improve your email campaigns.

Frequently Asked Questions

How do I write an email to include an attachment?

Writing an email with an attachment involves a few key steps:

1. Compose your email message as you normally would, ensuring you maintain a professional and courteous tone.
2. Before attaching your file, mention the attachment in your email body, including a brief description of what it is and why you’re sending it.
3. Use the ‘attach files’ feature in your email client (often represented by a paperclip icon) to add your file. Navigate to the file on your device and select it for upload.
4. Check that the file has been successfully attached. It should appear in your compose window, often at the bottom or sometimes at the top, depending on your email client.
5. Finally, review your email to ensure all information is correct and that the attachment is included, then hit send.

How do you start a professional email with an attachment?

Starting a professional email with an attachment is similar to writing any professional email with attachments throughout.

Begin with a formal salutation, then introduce the purpose of your email in your opening paragraph.

Mention that you’ve included an attachment and give a brief description of the attachment emails what it is.

What should you do if you receive an email with an attachment?

When you receive an email with an attachment, ensure that the email is from a trusted source before opening the attachment.

Unrecognized or suspicious emails with attachments can carry malware.

If the email is from a known and trusted source, download the attachment and check the file for relevancy.

How do I send a Gmail with an attachment?

Sending text files to a Gmail with an attachment can be accomplished in only a part few simple steps:

1. Open Gmail and click on “Compose” to start a new email.
2. Fill out the recipient’s email address, the subject line, and the email message body.
3. Click on the paperclip icon at the bottom of the compose window to attach files.
4. Navigate to the file you wish to attach on your device, select it, and click “Open”. The file will then upload and attach to your email.
5. Once your email is ready to go, click “Send”.

Remember that Gmail has a 25 MB limit for the size of email attachments. If your file exceeds this limit, you can upload it to Google Drive and share the link via email instead.