How to Write an Email with Attachment in English: The Ultimate Guide

Writing an email with an attachment might seem simple at first glance, but crafting a clear, effective, and professional message with relevant attachments is an essential business skill. Whether you’re submitting a job application, sharing a report, or sending project files, every detail-from file format to the language you use-matters. This guide breaks down everything you need to know, from choosing the right attachment format to the best phrases for mentioning the attachment in your email.

Attachment Basics: What You Need to Know

These rules are basic, timeless, and can be applied in most contexts. Whether you’re a student, an HR manager, or an employer, they work like a charm.

Attachment Size: the Smaller, the Better
Did you know that Google’s attachment size limit is 25MB? Don’t send files over 10MB.
WeCompress: just drop the file and relax; it will return a compressed file in a few seconds.
Zip your file. This practice is great when you need to compress multiple files. You can put them into a folder or simply press Ctrl and choose the files you want.
The second option is uploading the file to a Cloud. Dropbox is another great option. One Drive gives users 5GB of free storage.

When in Doubt, Use PDF: It’s a simple solution. It works for Word, PPT, Excel, and JPG.
Small PDF Converter helps you convert common Microsoft Office formats like Word, PDF, PPT, Excel to PDF and vice versa.
Always Name the Files Properly: The filename should be sufficiently descriptive and tells you what’s inside. Sometimes, you may want to add more information to your file names so that the recipients can quickly tell it apart from others.
Adding several versions or a/b if you send more than one version of the content. Including the date in your file is a good idea. Use the format YYYYMMDD or YYMMDD because they are the most common ones.
Don’t use the word “Final”. Many people use the word “final” in their file names. And then “final 2”, “final-of-final,”… the list goes on.
Don’t overuse caps lock because it looks like you are SHOUTING.
Don’t use special characters such as ~ ! Don’t use spaces. Space can cause problems with some reading software.
Most importantly, be consistent. Find a named formula you like and stick with it.

Alternatives to Classic Attachments: Use Links

Sometimes, to avoid a lengthy, clumsy link, you better shorten it. To quickly make a shortened link, try bit.ly or cutt.ly.

How to share files on OneDrive - The Complete Guide

Before Hitting “Send”: Attach Files First

The best practice is to do it before you start with the body.
Make sure you always attach files.

Look for the “Attach Files” option. It’s usually a paperclip icon along the top or bottom bar. Knowing where this button is will save you time when you’re ready to attach your file.

How to Mention Attachments: Phrasing Matters

But the way you reference those attachments can impact how clear and professional your message sounds. Many people default to the phrase "please find attached," but not everyone is sure what it actually means or when it should be used.

Smetanové brambory jako příloha

Classic Phrase	Modern Alternative	When to Use
Please find attached	I’ve attached the [document] for your review	Routine business, review requests
Enclosed, you shall find	Here’s the [document]	Casual or colleague-to-colleague
Attached herewith	The attached [document] includes…	Directly referencing content
Attached hereto	Please review the attached [document]	Feedback/action required

Using "please find attached" ensures that the hiring manager knows to look for these crucial documents. Sharing Resources: If you're sending resources like articles, guides, or how-to manuals, "please find attached" can be a helpful phrase. It signals that you're providing additional information that the recipient may find useful.

When to NOT Say "Please Find Attached": Just as it's important to know when to use "please find attached," it's equally crucial to understand when not to use this phrase.

If you're aiming for a more traditional, formal tone, "Please find attached" fits the bill.
If you're going for a slightly more relaxed but still professional tone, "Please see attached" is a good option.

20 Professional Phrases for Referring to Attachments

I’ve attached the [document] for your review: Example: “I’ve attached the latest draft of the job listing for the new Sales Manager position for your review. It includes the proposed job title, responsibilities, and required qualifications. Please take a look and let me know what you think.”
For your convenience, I’ve enclosed the [document]: Example: “For your convenience, I’ve enclosed a copy of the project timeline. This way, you can easily keep track of key milestones and deadlines.”
Please see the attached [document] for more information: Example: “Please see the attached project outline for more information.”
Download the attached [document] for your records: Example: “Download the attached invoice for your records. It includes all the billing details and the payment schedule.”
Please review the attached [document]: Example: “Please review the attached contract and let me know if all terms look correct before we proceed with the final signature.”
Here’s the attachment: Example: “Here’s the attachment from our brainstorming session. I included everyone’s ideas in the summary section.”
The attached [document] includes: Example: “The attached report includes a detailed analysis of our competitors’ marketing strategies, including their target audience, key messaging, and advertising channels.”
It’s direct, practical, and gets straight to what matters in the file. Example: “In the attached report, you’ll find the budget projections. The most significant changes appear in the Q3 forecast.”
The project summary is included as an attachment: Example: “The project summary is included as an attachment. It outlines all milestones reached and next steps planned.”
I’m sharing the [document] with you: Example: “I’m sharing the event guidelines with you. Please let me know if you have any questions.”
You can review the attached [document] at your convenience: Example: “You can review the attached meeting minutes at your convenience. I’m available to answer any questions after you’ve looked them over.”
This enclosed [document] shows: Example: “The enclosed report shows a significant increase in customer engagement since we implemented the new marketing strategy.”
I’m attaching the requested [document]: Example: “I’m attaching the requested Word document with the updated pricing information for our new product line.”
[Document] attached: [File name]: Example: “Social media calendar attached: Q2_Social_Calendar_2024.xlsx”

Common Mistakes and How to Avoid Them

Make it a habit to attach your files immediately after composing your message.
Sending incompatible file formats: A .pages file might look great on your Mac, but your Windows colleagues can’t open it. Stick to universal formats like .pdf for documents, .xlsx for spreadsheets, and .pptx for presentations.
When in doubt, ask recipients what format works best for them.
Always password-protect confidential files, use secure file-sharing platforms for sensitive data, and double-check recipient lists.
Overlooking accessibility: Not everyone can easily read that color-coded spreadsheet or the small font in a report. Remember to include alt text for images and create documents that work with screen readers.

Sample Email Templates for Different Scenarios

Job Application:
Applying for a job typically requires attaching a resume and cover letter. To ensure your application gets the attention it deserves, craft a tailored subject line, such as Application for [Job Title - Your Name].
Example: “Please find attached my resume and cover letter for your consideration.”
Invoice Submission:
Please find the attached invoice for the recently completed Project (…). The total amount due is $1,000, payable within 30 days of receipt.
Meeting Documents:
Example: “You will find attached a draft meeting agenda for your review. Please find attached also the summary of logistics.”
Event Invitation:
You’re cordially invited to join us for [Event Name] on [Date] at [Time]! Kindly see the attached image for further information and a sneak peek of what to expect. Please RSVP by [Date] to confirm your attendance.
Service Quotation:
Example: “I am also attaching a PDF file stating our quotation.”

How to share files on OneDrive - The Complete Guide

Checklist for Sending Emails with Attachments

Start by giving your file a clear, descriptive name that reflects its purpose.
Attach files before drafting the message to avoid forgetting them.
Explain why you’re sending the file and what you need from the recipient.
Point out important details or deadlines, specify which sections need attention.
Keep your tone professional but natural, using one of the attachment phrases listed above.
Verify that you’ve used the right tone for the message.
Ensure you’ve included all necessary details about the attachment and any deadlines or action items.
Now is also a good time to verify the attachment uploads correctly.

FAQ: Common Questions About Emails with Attachments

Q: Can I send any file as an attachment?
In principle, there is no technical restriction on the size or number of attachments. However, email providers and corporate firewalls may block large or potentially dangerous files.
Q: What about security for attachments?
Always password-protect confidential files, use secure file-sharing platforms for sensitive data, and double-check recipient lists.
Q: Is it okay to reference attachments in different ways?
Yes. The more details you give, the clearer your message will be. Be specific about the filename, content, and required action.

Modern Tone vs. Old-Fashioned Phrasing

But when you need to attach a file, the language often becomes old-fashioned. It’s the kind of language used in old letters, not quick messages. Back then, it was customary to clip extra documents to the business letter or tuck them into the envelope, and phrases like “Attached, please find” told recipients to look for those additional pages. It was part of the formal style used in business, alongside phrases like “Dear Sir or Madam” and “Sincerely yours.”

But times have changed. Digital communication has changed how people send and receive documents. Why “Attached, please find” no longer works: In business writing, clarity beats formality.

Indirect: The phrase is indirect, taking a roundabout path to deliver basic information. There’s no need to ask recipients to find the attachment. Instead, tell the recipient directly what it is and why it matters.
Overly formal: “Attached, please find” sounds stiff and overly formal, like you’re trying too hard to impress. It can create a sense of distance when you want to build rapport. Instead, use a natural and approachable tone that reflects who you are.
Wordy: “Attached, please find” is like saying, “I have attached a document for your consideration and review,” when “Here’s the report” would do. Be concise and get to the point.

Your recipient will appreciate it. Many other phrases can make your writing sound stuffy and old-fashioned. It’s time to give them the send-off they deserve and embrace a more modern style.

Jak upéct husu: Tradiční recept

The next time you attach a file, skip the outdated phrases and say what you mean. Your readers will appreciate the clarity, and your message will come across even stronger.

Jak opravit nefunkční přílohy

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