Email Letter Sample with Attachment: How to Draft the Perfect Email with an Attachment

Let’s face it – we’ve all struggled with crafting the perfect email at one point or another, whether it’s for work, school, or personal matters. And when it comes to attaching files to these emails, it’s easy to feel overwhelmed and unsure of the best way to format them. But fear not – we’ve got you covered with a comprehensive email letter sample with attachment that you can edit and tailor to your specific needs. No need to scour the internet for hours on end, trying to find the perfect template – we’ve done the work for you. With this sample, you can easily and efficiently draft an email that will get your message across and properly showcase any necessary attachments. So why waste any more time struggling with your emails? Dive into our sample and take the first step towards email mastery today.

The Best Structure for Email Letter Sample with Attachment

Sending an email with an attachment can be a critical business communication that requires a clear and concise message. In order to ensure that your message is received and understood by the recipient, it is essential to follow a well-structured format that will provide them with all the necessary details they need to take appropriate action.

The following is a recommended structure that you can use when writing an email letter sample that includes an attachment:

Subject Line

Start your email with an informative subject line that accurately describes the content of your message. This will make it easier for the recipient to identify and prioritize your email in their inbox.


Begin your email with a polite greeting that addresses the recipient by their name. This will help to personalize your message and demonstrate that you value the recipient’s time.

Opening Sentence

Your opening sentence should be attention-grabbing, yet concise; it should summarize the purpose of the email and highlight the main benefit of the attachment.

Body Paragraphs

The body of your email should contain one or two short paragraphs that provide more detail about the attachment. If the attachment is a proposal or a report, then summarize the most critical findings and conclusions and highlight the significance for the recipient.


Your email should conclude with a clear call-to-action that specifies what action the recipient should take next. If you expect a response, then end your email with a polite request to acknowledge receipt.


Your closing should be polite and professional, with a phrase like “Best regards” or “Sincerely” followed by your name and contact information.

By following this structure, you can ensure that your email with attachment is well-received and effective in achieving your intended purpose. So, be sure to use this format as your guide when sending important emails in your professional life.

Email letter samples with attachment

Recommendation letter for a job applicant

Dear Hiring Manager,

I am writing to highly recommend Jane Smith for the open position at your company. Jane has proven herself to be a dedicated and skilled employee during her time working for me at XYZ Corporation. Her attention to detail and ability to solve complex problems make her an invaluable asset to any team.

Attached you will find Jane’s resume and a letter of recommendation from me. Please do not hesitate to contact me if you would like further details on Jane’s qualifications and character.

Thank you for considering Jane for this exciting opportunity.

Best regards,

Samantha Rodriguez

Request for a meeting with a colleague

Dear [Colleague name],

I would like to request a meeting to discuss an important project that we are both working on. I believe it would be beneficial to coordinate our efforts and come up with a plan to streamline our workflow.

I have attached a document outlining some ideas I have on how to optimize our processes. I am also open to hearing your thoughts and suggestions on this matter.

Please let me know your availability so we can schedule a meeting at your earliest convenience.

Best regards,

[Your name]

Invitation to a job interview

Dear [Job applicant name],

I am pleased to inform you that we have selected you for an interview for the [Position] role at our company. We were impressed by your qualifications and experience, and we believe you would be an excellent addition to our team.

Please find attached the interview details and a copy of your application. If you have any questions or concerns, please do not hesitate to contact me.

We look forward to meeting you in person.

Best regards,

[Your name]

Proposal for a business partnership

Dear [Business owner name],

I would like to propose a partnership between our companies to collaborate on a project that could benefit us both. Our companies share similar values and goals, and I believe we could create something truly exceptional if we work together.

I have attached a detailed proposal outlining the scope of the project and how our companies could contribute. I am excited to discuss this proposal with you and hear your thoughts on the matter.

Please let me know if you are interested in pursuing this partnership.

Best regards,

[Your name]

Notice of resignation

Dear [Manager name],

I regret to inform you that I have decided to resign from my position at [Company name], effective [Date]. It was a difficult decision to make, but I believe it is in my best interest to pursue other opportunities.

Attached you will find my resignation letter and any other necessary documentation. I would like to express my gratitude for the valuable experience and skills that I have gained while working at this company.

Please let me know if there is anything I can do to ensure a smooth transition during my remaining time here.

Thank you for your understanding and support.

Best regards,

[Your name]

Complaint about a product or service

Dear [Customer service department],

I am writing to express my dissatisfaction with the service I received from your company. I recently purchased [Product/Service] and it did not meet my expectations in numerous ways. I am disappointed with the quality of the product and the level of customer service I received.

I have attached evidence of the issues I encountered with the product/service. I would like to request a refund or a replacement for the defective product, and I would appreciate prompt action to resolve this issue.

I value your company’s reputation and trust that you will take appropriate steps to rectify this matter.


[Your name]

Application for a scholarship program

Dear Scholarship Committee,

I am writing to apply for your scholarship program, which I found to be an excellent opportunity to pursue my academic goals. I have a strong passion for [Field of study], and I am committed to achieving academic excellence in this field.

I have attached my academic transcripts, resume, and a letter of recommendation from a teacher or advisor who can attest to my academic achievements and character. I would be grateful for the opportunity to be considered for this scholarship program.

Thank you for your time and consideration.


[Your name]

Email with Attachment: Tips and Tricks

Emails with attachments have become a crucial aspect of official communication. The email letter sample with attachments helps in sending relevant and necessary information to recipients quickly and efficiently. However, sending an email with attachments can sometimes be challenging. In this article, we will focus on tips and tricks that could help you send an email letter sample with attachment with ease.

1. Compose a Clear Subject Line: The subject line of your email should be clear and precise. It should indicate the purpose of the email and the type of attachment that you have included. A concise subject line makes it easy for the recipient to know what the email is about.

2. Keep it Brief and to the Point: Your email letter sample with attachment should be brief and to the point. It should contain only relevant information related to the attachment. Avoid lengthy emails that could bore your readers.

3. Be Careful with the Size of Your Attachment: The size of your attachment is essential. Most email services have restrictions on the size of attachments that you can send. If your attachment is too large, you may need to consider compressing it or sending it using a file-sharing service.

4. Provide a Brief Explanation of the Attachment: It is always helpful to provide a brief explanation of the attachment you have included in your email letter sample. This helps the recipient understand the purpose of the attachment better and provides context for their review.

5. Check for Accuracy and Clarity: Before sending out the email, ensure that it is accurate and clear. Check the attachment to ensure that it is error-free and relevant. Additionally, proofread your email for grammatical and spelling errors that could affect its clarity.

Sending an email letter sample with attachment can be easy or challenging depending on how well-prepared you are. Following the tips and tricks outlined above can help you navigate the process successfully. Remember, emails sent with attachments are effective means of communication and can be used to convey important information quickly and efficiently.

Email Letter Sample with Attachment

What should be the subject line of an email with an attachment?

The subject line should be short, specific and relevant to the content of the email with an indication that an attachment is included.

What type of files can be attached to an email?

You can attach almost any type of file to an email including word documents, spreadsheets, images, PDFs, and audio or video files. The maximum file size that can be attached is dependent on the email provider and your own email settings.

How do I avoid sending a virus-infected attachment?

You can avoid sending a virus-infected attachment by running a virus scan on the file before attaching it. A good virus scanner can detect and remove any viruses or malicious software from the file.

Is it necessary to include a message body with an attachment?

Yes, it is best practice to include a message in the body of the email that introduces the attachment and provides context for the recipient. This helps the recipient understand what the attachment is for and what they should do with it.

How can I make sure the recipient receives the attachment?

You can make sure the recipient receives the attachment by double-checking that you have attached the file before sending the email. It’s also helpful to send a test email to yourself or a trusted colleague to ensure the attachment can be successfully opened before sending it to the intended recipient.

What’s the best way to format an email letter with attachments?

The best way to format an email letter with attachments is to start with an introduction, followed by the body of your message, and concluding with a closing statement. Attachments should be introduced and explained within the body of the email, making sure to label each attachment with a descriptive name.

Why is it important to use a professional tone while sending emails with attachments?

Using a professional tone helps you maintain a positive image and leaves a lasting impression on the recipient. Always remember that the recipient may judge you based on the emails you send, so it’s important to use proper language and tone while sending emails with attachments.

What’s the most appropriate way to size an attachment?

The most appropriate way to size an attachment is to compress it to a smaller file size without compromising its quality. This makes the file easier to download and significantly reduces loading times for both the sender and recipient.

Can I send confidential information in an email attachment?

Yes, you can send confidential information, however it is important to take measures to protect the data. One way to do this is to encrypt your attachment or the entire email, so only the intended recipient is able to access it. You can also send it through a secure email platform or by creating a password for the attachment.

Thanks for Taking the Time to Read!

Well, that’s all for now guys! Thank you so much for taking the time to read about email letter samples with attachments. The process may seem daunting at first, but with the right tools and a bit of practice, you can become a pro in no time. Don’t forget to bookmark this page for future reference, or better yet, come back and check out some of our other helpful guides in the future. Until next time!