Citing an attachment or attachments is considered a professional expectation that helps the recipient understand the purpose of the documentation and alerts him to the number of total pages to review. Use the same business format whether you're sending a business letter to someone via postal or electronic mail. Reference in Body of Letter Always indicate the purpose of an attachment or attachments somewhere in the letter body or after the signature or initials.
How to Write a Business Email With Attachments by Tina Amo - Updated September 26, Email is an efficient and faster method of sending business communication when compared to the postal service. It is also an easier way of exchanging documents. Some things to consider when sending a business email with an attachment are its size, the program used to create the attachment and the possibility of viruses.
It is also important to remember the recipient may not be the only one who sees your message. Use a professional tone that will leave a favorable impression. Write a subject line that adequately reflects the message. Specific subject lines will help employees organize email according to company projects.
Compose a message that is concise and easy to read. Employees must sift through large volumes of email messages daily and have little time to read long messages. Use a legible font, include a lot of white space and employ upper and lower case letters appropriately.
Write your message in a tone that is courteous yet professional, and begin and end with professional salutations.
Refer to the attachment. Busy employees are often rushed for time and may overlook the attachment if there is no reference to it. Let the recipient know what the attachment contains and what to do with it.
Ensure that you have attached the document before sending.
Let your reader know what program is needed to open the file. Consider the amount of time it will take the recipient to download the attachment. Use a file compression program for large files, such as WinZip, or break the file into smaller sections that you can send separately. In consideration for the busy employee, you may also paste the document in the body of the message.
Spelling and grammatical errors appear unprofessional. Also avoid using slang, abbreviations and emoticons in your message. These may be well-known terms but they are inappropriate in business messages.
Scan your message and attached document for viruses before you send. Include a disclaimer encouraging the reader to scan the attachment for viruses before downloading. This may protect your company from the possibility of legal action if the recipient receives a virus through your attachment.
Warning Do not send chain mails, spam or jokes as attachments. They are unprofessional and inappropriate. Her articles appear on various well-known websites.
Amo holds a Bachelor of Science in business administration with a concentration in information systems.professional resume writing and career management strategies offered by professional resume writer Sue Campbell.
Personalized service and outstanding documents aimed at helping clients achieve their job search goals. When Do You Write a Formal Email? People are used to writing personal emails but when writing for someone within an organization, formality in emails is a must.
The following are some situations that require you to write a formal email: Application (school, job application, promotion, etc.) Proposals (project, business, etc.). Traditionally, business professionals note the inclusion of additional documentation such as a contract, resume, job application or report in a business letter when applicable.
Citing an attachment or attachments is considered a professional expectation that helps the recipient understand the. This document provides report samples delivered with One View Reporting for Payroll. For information on setting up and running the reports, see the JD Edwards.
Effective Email Writing - Learn Business Writing Skills in simple and easy steps starting with Introduction, Effective Writing-Get Going, Readers Requirements, Writing a Document, Three Steps of Drafting, Adapting the Content, 15 Things to Remember in Writing, Effective Email Writing, Business Letter Writing, Memo Writing, Agenda Writing, Business Case Writing, Media Release Writing, .
Jerz > Writing > E-text > Email Tips. Follow these email etiquette tips in order to write more effective email. While Millennials typically prefer texting, the improvised, back-and-forth pattern we expect of texting conversations differs greatly from the pre-planned, more self-contained messages most professionals expect in the workplace.