How to Write Email with Attachment File: Step by Step Guide With Examples

How to Write Email with Attachment File: Step by Step Guide With Examples

Have you ever needed to send a file as an attachment in an email but weren’t sure how to do it? It’s actually quite simple! In this short guide, we’ll walk you through step-by-step how to attach files to emails using Gmail as an example. 

We will also provide some tips on best practices for sending attachments so your recipients can open them easily. Whether you need to send a photo, document, spreadsheet, or other file, you’ll be attaching and emailing files in no time after reading this! Sounds good? Let’s get started!

What is Email Attachment?

An email attachment is a file that is sent along with an email message. The file can be anything like mentioned below,

Type of AttachmentDescription
DocumentsFiles like PDF, Word, Excel, PowerPoint presentations, text files, etc.
ImagesPhotos or graphics in formats like JPEG, PNG, GIF, TIFF, etc.
VideosVideo files in formats like MP4, AVI, MOV, WMV, etc.
AudioAudio files in formats like MP3, WAV, AAC, etc.
Compressed FilesZipped or compressed folders/files in formats like ZIP, RAR, 7z, etc.
Executable FilesProgram files like .exe, .bat, .sh, though often blocked for security reasons.
LinksHyperlinks to websites, which aren’t technically “attached” but included.
CalendarsCalendar files (.ics) that can be imported into calendar applications.
Contact FilesVirtual contact files (vCard, .vcf) for sharing contact information.
Database FilesFiles like .csv or .sqlite, useful for sharing data sets.
eBooksDigital books in formats like ePub, MOBI, PDF, etc.
Scripts and Code FilesFiles containing code, such as .py (Python), .js (JavaScript), .html, etc.
FontsFont files (.ttf, .otf) for sharing typography resources.
CertificatesDigital certificates or keys (.cer, .pfx) for security purposes.

However, it’s important to be cautious, as attachments can also be used for malicious purposes. A report in 2018 highlighted that .doc and .dot files were the most common malware attachments in spam emails, accounting for 37% of all blocked malicious attachments. 

Attachments make sharing detailed information and media effortless, enhancing communication in both personal and professional settings. Yet, the convenience comes with a risk, emphasizing the need for secure email practices.

Understanding the types of files that are commonly exploited can help users stay vigilant. By being informed and cautious, individuals can effectively mitigate the risks associated with email attachments, ensuring safer digital communication.

How To Write Email With Attachment

Here is the foolproof, step-by-step process that Sparkle’s sales experts follow every day.

How to write email with attachment?

1. Compose a New Email Message 

When you want to send an email with one or more file attachments, the first step is to open and launch your preferred email application, such as Outlook, Gmail or Apple Mail. 

Start a new, blank email message by clicking on the “New Message” or similar button. This clears the slate and allows you to craft your email from the ground up.

2. Enter the Email Addresses of All Intended Recipients

Next, enter the complete and accurate email address(es) of the person or multiple people you want to receive your email and its attachments. 

Carefully type each address to avoid any delivery errors caused by incorrect or misspelled recipients. Double and triple check that all necessary and relevant recipients are included as intended.

3. Write a Clear and Concise Subject Line

The subject line should concisely summarize what your email message is about or its overall purpose. 

This helps the recipient quickly understand the context before even opening the email. Subject lines should be brief, ideally less than 10 words. Use keywords to indicate content and change the tone.

4. Draft the Content of Your Email

First, consider adding an appropriate opening greeting if desired. Then in the body text, explain why you are sending the email and attached documents, files or media. 

Be exceptionally clear about any desired emotional response, actions, behavior patterns, emotional connection, emotional intimacy, or next steps for the recipient. Stick to the main point and purpose, and maintain a professional tone.

5. Attach Relevant Files and Documents

Click on the paperclip, attachment icon or “Attach files” button and navigate to the relevant files or documents stored on your computer that you want to include with the email. 

Possible attachments can include Word docs, PDFs, Excel sheets, photos, videos, presentations and more. Select all files you wish to attach.

Ensure to share documents and files through Drive, providing direct access to all necessary information. Grant appropriate permissions to enable seamless collaboration and review.

6. Proofread the Email Before Sending 

Before hitting the Send button, thoroughly proofread your email one final time. Double check for typos, grammar errors, unclear language or improper tone. Confirm all intended attachments are showing and correct. Read from the recipient’s perspective to ensure clarity.

7. Send the Email with Attachments

When you are completely satisfied with the email content, tone, attachments and recipients, go ahead and click Send. The email will then be delivered to the recipient’s email inbox with all of the attached files included. Follow up if you don’t receive a response within an expected timeframe.

Outline of Effective Email Body
👌Purpose statement

How to Attach Files to Emails

  1. Select your file(s) – Click the attachment icon and choose the file(s) you want to attach.
  2. Check size limits – Many email providers limit attachments to 25MB total. Zip files if needed.
  3. Name files appropriately – Use descriptive names with keywords, dates, and version numbers e.g. ” Sales Report – Final.pdf”. Avoid random strings of numbers/letters.
  4. Mention attachments in the body – Write something like “I’ve attached the document for your review” so the reader knows to look for attachments.

Best Practices to Avoid When Sending Email Attachments

Things We Should Not Do while writing with Email Attachments

🚫 Using Vague or Confusing Subject Lines.

🚫 Forgetting to include a Greeting and Signature.

🚫 Not explain Attachments.

🚫 Attaching Unnecessary Files.

🚫 Not using Specific File Names.

🚫 Sending Attachments Prematurely.

🚫 Sending Large Files.

🚫 Failing to Review Before Dispatching.

🚫 Using Informal Language or Slang.

🚫 Expecting Immediate Responses.


Email attachments serve a wide range of purposes across various contexts, facilitating the sharing of information, collaboration, and communication. Here are several common use cases and how they are typically employed:

1. Business and Professional Communication

In business relationships and professional communication and relationships, attachments are used as follows:

✨ Document Sharing for Review and Collaboration

Subject: Project Proposal Draft for Review

Email Body:

Dear Team,

I hope you’re all doing well. I’ve completed the initial draft of our project proposal for the [Project Name], and I’d like your input to ensure it’s as strong as it can be before we send it off to our client.

I’ve uploaded the document to our shared drive, and you should all have edit access. Please find the document here: [Link to Document]

Could everyone please take some time to review the document and add your feedback directly? I’m particularly looking for input from:

– Marketing: Please review the marketing strategy section.

– Finance: Your insights on the budget and financial projections would be invaluable.

– Design Team: We need your expertise to review the proposed design elements.

Please aim to have your feedback in by [Feedback Deadline Date]. If you have any questions or need further clarification on any points, don’t hesitate to get in touch.

Thanks in advance for your contributions!


[Your Name]  

[Your Job Title]  

[Your Contact Information]

✨ Contracts and Agreements

Subject: Service Agreement for Review and Signature

Email Body:

Dear [Freelancer’s Name],

I hope this message finds you well. As discussed, we’re excited to move forward with you for the web development services for our upcoming project.

Attached to this email, you’ll find the service agreement outlining the scope of work, payment terms, confidentiality obligations, and other essential details. Please review the document at your earliest convenience.

We’re using [e-Signature Platform Name] for the signing process to make it easy and efficient. Here’s the link to review and sign the agreement electronically: [Link to Document for e-Signature]

Could you please review and sign the agreement by [Deadline Date]? If you have any questions or require any changes to the agreement, don’t hesitate to let me know.

We’re looking forward to this relationship and working together and are here to support you through this process.

Warm regards,

[Your Name]  

[Your Job Title]  

[Your Contact Information]

✨ Financial Documents

Subject: Invoice for Services Rendered – [Invoice Number]

Email Body:

Dear [Client’s Name],

I hope you’re well. Following our recent completion of [Service/Product Delivered], please find attached the invoice [Invoice Number] detailing the services rendered and the total amount due.

We kindly request that payment is made by [Payment Due Date] as per our agreed terms. Payment can be made via [Payment Methods], and all necessary details are included in the invoice.

Should you have any questions regarding the invoice or require further documentation, please don’t hesitate to contact me.

Thank you for your prompt attention to this matter, and we look forward to continuing our business relationship.

Best regards,

[Your Name]  

[Your Job Title]  

[Your Contact Information]

2. Academic

For academics, email attachments are used as follows:

 🎁Assignment Submission

Subject: Submission: [Assignment Title] – [Your Name]

Email Body:

Dear [Instructor’s Name],

I hope this email finds you well. I am writing to submit my assignment titled “[Assignment Title]” for [Course Name]. Please find attached the document for your review.

I have adhered to all the guidelines provided and have cited all references used. Should you have any questions or need further clarification, I am more than willing to address any comments or concerns.

Thank you for the opportunity to explore this topic further. I look forward to your feedback.

Best regards,

[Your Name]  

[Your Student ID]  

[Your Program and Year]  

[Your Contact Information]

3. Personal Use

For personal use, email attachments are used as follows:

🔔 Sharing Personal Photos and Videos

Subject: Our Latest Adventure: Photos & Videos Inside!

Email Body:

Hey [Friend’s/Family Member’s Name],

I hope this email finds you in great spirits. We’ve just come back from our [Location/Event] adventure, and I couldn’t wait to share some of the moments with you!

I’ve attached a few photos and videos that I think you’ll love. From breathtaking sunsets to our hilarious attempts at [Activity], there’s a bit of everything. These moments were too good not to share, and I hope they bring a smile to your face.

For the full album and videos, you can check out this link: [Cloud Storage Link or Social Media Album Link]

Can’t wait to catch up and hear what you think about these! Let’s plan a get-together soon.

Warm regards,

[Your Name]

🔔 Event Invitations

Subject: You’re Invited: [Your Name’s] [Event Type] Celebration!

Email Body:

Dear [Friend’s/Family Member’s Name],

I am thrilled to extend to you an invitation to one of the most joyous occasions of my relationship, my relationship with my partner and my life. We are celebrating the perfect [Event Type – e.g., my partner, 30th Birthday, our Wedding] on [Date] at [Venue/Location], and it wouldn’t be the same without you there to share in our happiness.

Event Details:

– When: [Date and Time]

– Where: [Venue/Location, Address]

– RSVP: By [RSVP Date] (Please let us know any dietary restrictions)

The world this day will continue to be filled with love, laughter, and celebration, and your mother whose presence would make it even more emotional and special.

Attached is the invitation card with all the details. For more information or to confirm your attendance, please reply to this email or contact me at [Your Contact Information].

Looking forward to celebrating together!

With love,

[Your Name]  

[Your Contact Information]  

[Optional: Link to Event Website or Social Media Event Page]

4. Job Application and Recruitment

In job applications and recruitment, email attachments are used as follows:

 📜Resumes and Cover Letters

Subject: Application for [Position Name] – [Your Full Name]

Email Body:

Dear [Hiring Manager’s Name],

I hope this email finds you well. I am writing to express my interest in the [Position Name] position listed on [Where You Found the Job Posting, e.g., your company’s careers page]. Attached to this email, you will find my resume and cover letter, which outline my qualifications and enthusiasm for this opportunity.

With a background in [Your Field/Industry] and extensive experience in [Specific Experience], I am confident in my ability to contribute effectively to your team. My attached resume further details my professional achievements and skills relevant to the position.

I am particularly drawn to this role because of [Reason You’re Interested in the Position/Company], and I am eager to bring my [Your Key Qualities/Experiences] to life and lead your esteemed team.

Thank you for considering my application. I look forward to the possibility of discussing this exciting opportunity with you. Please feel free to contact me at [Your Phone Number] or via email should you need any further information or to arrange an interview.

Warm regards,

[Your Name]  

[Your Contact Information]  

[Attachment: Resume, Cover Letter]

 📜Portfolio Submission

Subject: [Your Full Name] Portfolio Submission for [Position Name] / [Project Name]

Email Body:

Dear [Recipient’s Name or Hiring Manager],

I hope this message finds you well. My name is [Your Name], and I am reaching out to submit my portfolio for consideration for the [Position Name] / [Project Name] that I saw advertised on [Where You Found the Listing, e.g., your website, a job board].

As a professional with [Number of Years] years of experience in [Your Profession/Field], I have compiled a comprehensive portfolio that showcases a wide range and quality of projects and research I have completed. My work demonstrates [Key Skills, Techniques, or Themes in Your Work], and I am excited about the opportunity to contribute my skills and creativity to your team.

Please find my portfolio attached to this email. Alternatively, you can view my work online at [Your Portfolio Website URL]. I believe my work will provide you with a clear understanding of my capabilities and the unique perspectives I can bring to your team.

I am very interested in learning more about this opportunity and discussing how I can contribute to your team. Thank you for considering my application. I look forward to the possibility of working together.

Best regards,

[Your Name]  

[Your Contact Information]  

[Attachment: Portfolio PDF or Link to Portfolio Website]


👉How can I send large file attachments? 

– For files over 25MB, use a cloud storage service like Dropbox or Google Drive to upload files and share download links rather than attaching directly.

– You can split large files into smaller parts and send multiple emails with attachments labeled Part 1, Part 2, etc. 

– File compression tools like Zip allow you to shrink files to meet size limits.

👉Should I attach files to initial emails or follow up emails?

– If the attachments are essential to the initial email, include them from the start. 

– For supplementary materials or if the initial email is already long, attach in a follow up email and reference that the files will come separately.

👉What are some alternatives to email attachments?

– File sharing platforms like WeTransfer or Microsoft OneDrive allow sending large files up to 2GB without attachments.

– Cloud storage like Dropbox or Google Drive lets recipients access files at their convenience.  

– USB drives or hard copies of secure mail can share large volumes of files or sensitive materials securely via secure only.

👉How can I confirm someone received my attachment? 

– Ask the recipient to reply confirming they received and could open the attachments successfully.

– Check email attachment tracking tools to see if attachments were accessed or downloaded.

– On collaborative documents, look for revisions, comments, or edits indicating the person viewed the file.

Mastering Email Attachments with Confidence

By following these tips, you can master emailing attachments successfully:  

1️⃣ Craft clear, specific subject lines to prime the reader and engage the brain

2️⃣ Attach files properly within size limits 

3️⃣ Avoid common pitfalls like oversized files

4️⃣ Use file sharing sites for large attachments 

To sum it all up, nailing the perfect email attachment strategy is more than just technical know-how—it’s about keeping the lines of communication smooth and our professional bonds solid. 

Stop worrying, follow these best practices and send those attachments with finesse and confidence!

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