When sending documents via email, the most important tip of all tips is to remember to attach the documents!
We have all been there and probably forgot that a hundred times.
But, besides that one, we have prepared 12 more tips on how to write an email when sending documents effectively.
At the end of the article, an AI solution is waiting for you.
Let’s dive in!
Why Is It Important to Correctly Write an Email When Sending Documents?
An effectively written email guarantees that the receiver understands the purpose of the document content and any actions you require from them.
Besides that, you can:
- Save time on explaining things
- Expedite your work process
- Show how professional you are
Although sending this email is not math, there are certainly a few tips on how to do it and get the results you want.
Tips to Write an Email When Sending Documents
Let’s check out 12 tips that can help you craft email with attached documents!
1. Inform the Recipient That the Documents Are Attached in the Subject Line
When you send documents in an email, it is a good practice to say so in the subject line.
Why?
Because this helps the recipient quickly understand the purpose of your email and ensures they don't overlook the attached files.
An informative subject line is important for all types of emails, but in this email, it plays a special role.
You can use something like
“Name of the document – Attached with this email”
or simply
“Documents attached.”
2. Explain the Purpose of Attached Documents
It is not enough to just attach the document in the email, but also to explain its point and how the recipient will benefit from it.
Why?
Because that explanation serves as an "introduction."
This way, you will make it easier for the recipient to grasp the content of the document and how they can use it.
Before opening it, the recipient will already have some context and therefore use the document more effectively.
For example:
“I've attached the financial report analysis for the second quarter, which provides insights into our revenue trends, expense breakdown, and areas for improvement.
Your expertise in interpreting these figures would be invaluable for our strategic planning moving forward.”
3. Offer to Provide Additional Information
You should always leave room for the recipient to ask you additional questions.
Why?
Because you will demonstrate that you are polite and ready to help if needed.
It is enough to include a sentence at the end of your email
“If you have any questions or need further information, please don't hesitate to contact me."
That will let the recipient know that you're available to support them if needed.
4. Include CTA
It is important to include a clear call to action in your email.
Why?
Because that way the recipient will know exactly what next steps to take.
The CTA depends on what action you need, but, for example, you can say:
"Please take a moment to review the attached documents and provide your feedback by [specific deadline/date]."
"I would appreciate it if you could review the attached documents at your earliest convenience and let me know your thoughts."
"If the attached documents meet your approval, please sign and return them to me by [specific deadline/date]."
5. Add Signature
Create a professional email signature and include it at the end of your email.
Why?
A good email signature, in addition to your email address, contains your phone number and social media links.
This way, you offer the recipient more channels of communication and make it easier for them to contact you.
6. Choose Suitable Tone
In every type of communication, you should choose the appropriate tone based on what kind of relationship you have with the person.
Why?
Because if you communicate in a casual tone when it's not the time, you risk sounding rude and unprofessional.
Since you're interacting in a business setting and giving important data, it's critical to maintain a tone of respect and professionalism.
Avoid using overly casual language or humor that is inappropriate for this context.
💡ProTip
TextCortex’s Tone Changer feature takes this worry away from you!
Choose one of the following tones and speak as you wish without worrying about sounding inappropriate:
7. Keep it Simple
Don’t use overly complex language or write too lengthy message.
Why?
Because you might confuse the recipient, especially because you are explaining a possibly complex topic - the content of the document.
Use short and concise sentences and write as simply as possible.
💡Pro Tip
If you are worried that your writing sounds too complicated, use TextCortex free rewriting tool!
Write your message, click “Simple” and TextCortex will simplify your writing in seconds 👇
8. Proofread Your Email
Before sending your email, make sure to proofread it.
Why?
Because by doing that, you can notice mistakes that you made while writing.
Spelling and grammar errors are sometimes hard to catch on the first glimpse and proofreading can help you with that.
Maybe they seem like minor mistakes, but they can affect the recipient's perception of you.
💡ProTip
Fixing and noticing mistakes is much easier with TextCortex!
All you have to do is select a text and click on the wrench icon, TextCortex will do the rest 👇
9. Follow-Up
If you don’t get an answer after a week, send a follow-up email.
Why?
You can politely remind them of any actions required from their end, or offer additional help.
But, pay attention - If you have included a deadline in your CTA, don’t send a follow-up email before then.
For example:
“Dear [Recipient's Name],
I hope this email finds you well.
Just wanted to ensure you received the document attached to my previous email.
It's crucial for our upcoming project deadlines and ensuring alignment with our strategic goals. This document contains vital information that will guide our next steps and decision-making processes.
Your review and input are invaluable in moving forward effectively.
Please feel free to reach out if you need any assistance or clarification.”
💡ProTip
With Zeno Chat you can get a follow-up email based on the one you sent.
How?
- Copy your email and paste it into the chat
- Give it a prompt to write a follow-up email based on the one you provided
- Specify what it should include in it
That’s it! Zeno will write a full follow-up email in a matter of seconds.
10.) Reply
If you have received a response to your email and want to write a reply email, ZenoChat can help you! With ZenoChat's Quick AI Reply feature, you can analyze your emails in any of your email apps and generate three possible responses. Moreover, you can write prompts for your email replies and generate personalized email replies using ZenoChat's Quick AI Reply feature.
11. Protect Sensitive Information
When you are sharing confidential or personal data, use encryption or password protection.
Why?
Because of the cyber threats.
That is the way to show that you are responsible and that you care for your own and the receiver's security.
Maybe it sounds like too much, but you never know what could happen, so you should pay attention to this detail.
12. Use Simple File Names
You should name your files as easily as possible.
Why?
This allows the recipient to immediately identify the contents of the file without having to open it.
A simple file name makes it easy for you and the recipient to find the document later, whether it is in your email inbox or saved on a computer.
This might save you time and effort when looking for specific files in the future.
For example:
"Marketing_Plan_Q2_2024.docx"
"Meeting_Minutes_05-12-2024.pdf"
"Budget_Summary.xlsx"
"Proposal_Final_Version.doc"
Template for Email When Sending Documents
“Subject: Marketing Plan Attached
Dear [Recipient's Name],
I hope this email finds you well. I'm excited to share with you the Marketing Plan for Q3 2024. This document represents our strategic roadmap to enhance engagement and drive sales growth in the upcoming quarter. It outlines our targeted campaigns, key initiatives, and projected outcomes.
Should you require any clarification on the strategies outlined or have any questions regarding the data presented, please feel free to reach out.
Your insights and feedback are invaluable in ensuring the success of our marketing endeavors.
I look forward to discussing this further with you.
Best regards,
[Your Name]
Attachment: Marketing_Plan_Q3_2024.pdf”
Sending Required Documents Template
Sending Documents to an Organization Formal Template
Subject: Submission of [Document Name(s)] - [Your Name/Reference Number]
Dear [Recipient's Name/Sir or Madam],
I hope this email finds you well. I am writing to submit the following document(s) as requested/required by [Organization Name]:
- [Document Name 1]
- [Document Name 2]
- [Document Name 3]
[If applicable, provide a brief explanation of the documents or why you're sending them.]
Please find the aforementioned document(s) attached to this email. If you require any additional information or if there are any issues with the attachments, please don't hesitate to contact me.
I kindly request that you confirm receipt of this email and the attached documents at your earliest convenience.
Thank you for your time and attention to this matter.
Sincerely, [Your Full Name] [Your Position/Title, if applicable] [Your Contact Information]
Let’s Wrap It Up
As you can see, sending documents isn't just about attaching files; it's about providing context to the recipient and helping them with their work.
In addition, it is important that your email is well-structured and simply written.
Maybe it sounds like math, after all?
Luckily, we have a solution for you that can ease this task.
The solution is TextCortex!
Textcortex - AI Solution for Writing Tasks
TextCortex is an AI tool that you can use for all your writing tasks.
With its numerous features, you can:
- Improve your writing
- Make your work much easier
- Get content ideas
Here are the key features of our tool:
⭐ Zeno chat - With Zeno, you can get whatever content you want, depending on the prompt you give it. Besides content, you can also get answers to your questions and chat with it in a conversational manner.
⭐ Digital persona - Also, you can personalize Zeno and it will write just like you would.
⭐ Web search - You can search various sources and some of them are web, news, YouTube, Twitter, or even patents and much more.
⭐ Knowledge base - Store all information you want in one place, including documents and articles.
⭐ Templates - Use 60+ templates that cover numerous job titles
⭐ Image generation - Describe the image you want and TextCortex will create one for you.
⭐ Paraphrasing tool - Paraphrase your sentences and text and preserve their original meaning.
⭐ Expanding tool - Get the whole paragraph from only one sentence.
⭐ Rewriting tool - Rewrite your text to improve its fluency, quality, and more
⭐ Summarization tool - Summarize your content even with the file upload
⭐ Snippets - Save blocks of text to use them again.
Another cool thing about TextCortex?
It offers you a free plan and 100 creations after signup, plus 20 daily creations after you spend all!
Sign up today and make your work much more enjoyable!
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