If you're working in an office, you're probably sending documents every day. But are your emails up to scratch?
Whether emailing customers, clients, or colleagues, we can show you how to create better messages. We break down document emails into the basic building blocks, showing you how to create better correspondence.
We'll explore how to use the correct language, tackle tone of voice and structure, and then finish with 6 solid gold samples and a template.
What to write in an email when sending documents
Let's start with the good news. You don't need to write a long and detailed email when sharing documents. The attachments are what matters, so you'll just need to introduce them, explain what they are and explain why you're sending them.
Here are some of the principles for writing better document emails:
- Use clear language.
- Keep messages clear and concise.
- Include relevant information about the purpose or context of documents.
- Spend time getting the tone of voice right for your audience (formal for customers and clients and friendly for colleagues, friends, and family).
- Stay polite and professional at all times.
Writing document emails can be as simple as a few sentences, or it can stretch to half a page. Focus on the easiest and most effective way of sharing your message.
Before writing emails, ask yourself the following:
- What do you want someone to do with the document? Do you need to request action from the recipient? Make it clear if you need them to act, like review, comment, or proofread it.
- Is there a deadline? Always add a deadline for a response if required.
- Do you need to provide instructions? You can add details about how documents can be used. You can also offer guidance (and restrictions) on whether documents can be shared and with whom.
- Do you need to provide access? Remember to share access to those files before sending online documents (like Google Docs ). For password-protected files, be sure to include the password!
- Do they need to confirm receipt? If you're sending something important, like a bill or invoice, it's always a good idea to ask for confirmation of receipt. This is also important when sharing sensitive documents to ensure they've ended up with the correct person.
Email format for sending documents
Writing document emails is an essential skill used in business, and they're easy to put together. We can separate the email format for sending documents into three sections:
- Document email subject line
- Email body copy
- Closing lines and sign-off
Here we explore each in more detail and provide some sample sentences you can use in your daily emails.
1. Email subject line for sending documents
OK, so this is super simple. You need to use your subject lines to explain what your messages are, what's included and anything else (such as a deadline).
The basic principles are familiar. Keep document message subject lines short and informative. Here are a few examples:
- Documents attached – (what the documents are attached)
- Q1 Sales figures – Attached with this email
- Please find (the document name) attached
- (Document title) – Attached
- Please review by (date) – (Document details)
2. Email body with documents attached
In the email body, we get down to business.
You need to provide a brief introduction and introduce your documents. Then, you can add the context and purpose of your message and clear instructions about what they are and why you're sending them.
- Attached you can find the sales figures for Quarter 1. The spreadsheet provides a breakdown of all sales in each product area. This provides a snapshot of all activity and shows we're making significant progress toward achieving our targets.
You'll also want to set out the next steps. For example, you can add contact information and a call-to-action (CTA) with actions, deadlines, and deliverables.
- Please confirm that you have received the latest report and are happy with it. Once you have confirmed this, I will share it with the rest of the sales team.
3. How to end email when sending documents
Time to sign off and send with a professional closing. Be sure to include essential information, such as a CTA and contact details.
- Thanks in advance for reviewing this quarter's sales figures. If you spot any issues or want to chat about them, please get in touch with me at (insert details). I look forward to hearing from you.
Before sending, it's important to re-read your messages and ensure the spelling and grammar are up to scratch.
Finally, double-check that you remembered to attach the document you're sending and check you've managed permissions and included any passwords.
6 sample emails for submitting documents
By now, it should be evident that sending documents is pretty easy – but in this section, we'll show you.
Here are 6 sample emails for sending requested documents covering several everyday situations you'll find in business. We provide a bit of an intro for each sample, highlighting the critical points you must get across.
1. Sample email for submitting documents
Here's a stripped-back sample for sharing documents. We won't go into detail; we're just delivering the documents and assuming the person receiving them knows who you are, what you're sending, and why.
2. Sample email for sending documents to HR
HR departments might want to see copies of your qualifications, permissions to work, driving license, or other documents.
Here's a sample email for sending documents to HR after an interview.
3. Sample email for document review request
Sometimes you'll want approval on a document, such as sales figures, before sharing it more widely. You can use this email template when asking someone to review a document.
In this sample, we introduce what the document is and lay out our request. We also explain the next steps and include a deadline for return.
4. Sample reply email to document submission
If someone has sent you a document, it's professional to email them to confirm you have received it. Begin each message with a brief thank you and build from there.
Before sending, double-check that you can open the file and do what is needed. It can be embarrassing to have to message back if you can't access a document!
Ready to respond? Here's our sample outlining how to reply when receiving documents.
5. Sample email for sending documents to a manager
When emailing your manager, you'll want to stay polite and professional. We'll assume they already understand the content of the attached document.
However, you'll still need to add your deadline and outline the next steps to ensure you get the response required to do your job.
Here's how to write an email to your manager when sending documents.
6. Apologies for the delay in sending the document email sample
Forgotten to send some important documents? It happens, and here's how to deal with it with a polite apology email.
First, provide a brief apology and an explanation for the delay. Then provide details of the content and context of the documents and clear instructions about the next steps.
Next time, put a note in your diary and don't forget to send the documents!
Email template for sending documents
If your situation doesn't fit the samples here (or you don't like them), this customizable template should do the trick. Each section can be updated and adapted.
By the end, you've got a professional business email for virtually posting your digital documents.
Work from top to bottom should leave you with an email ready to cut, paste, and send. (Remember to attach your documents, or you could look a little silly!)
Final words are attached below...
Sending emails with documents attached isn't exactly exciting, but it is easy. Follow our basic principles and use our samples and template to create compelling messages for every situation and circumstance.
When sending documents, don't waste time getting creative; instead, craft something short and to the point, and it'll do the business.
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