Formal Email Sample with Attachment: A Comprehensive Guide

Are you tired of writing formal emails and worrying about what to attach? Look no further! In this article, we’ve got your back with a range of formal email samples that you can easily edit to fit your specific needs.

When it comes to business communication, it’s essential to have a professional tone and proper formatting. We’ve gathered some of the most common business-related email scenarios and provided examples that will help you convey your message effectively. Whether you’re sending an email to a client, coworker, or boss, our samples have got you covered.

But what about attachments? Often, sending attachments can be a bit tricky when it comes to email etiquette. Our samples include attachments, so you can see firsthand how to format and include them in your email properly.

We understand that everyone’s communication style is different, which is why our samples are editable. Use our examples as a starting point and add your unique personal touch to make it your own. Our comprehensive samples range from inquiries and follow-ups to complaint letters and job applications.

Stop struggling with writing formal emails and use our samples as a guide. Upgrade your business communication skills today with these professional email samples and attachments.

The Best Structure for a Formal Email Sample with Attachment

When it comes to sending a formal email with an attachment, it’s essential to follow a structured format to ensure your email is clear, concise, and professional. In this article, we will share the best structure for a formal email sample with an attachment, so you can communicate effectively in any business or professional setting.

The Subject Line

The subject line is the first thing the recipient sees when they receive your email, so it’s essential to make it clear and concise. Your subject line should include a brief summary of what your email is about and should also mention the attachment you’re sending, so the recipient knows what to expect. For example, “Meeting Agenda for September 1st Attached.”

The Greeting

Start your email with a professional greeting such as “Dear Mr. or Ms. [Last Name]” or “Good Morning/Afternoon [First Name].” Depending on your relationship with the recipient, you can also use their first name to make the email more personal.

The Body

In the body of your email, start by briefly introducing yourself and the purpose of your email. Then, provide any necessary context or background information that will help the recipient understand the attachment. Keep the tone professional and informative, avoid being overly casual or using slang or jokes that could be misinterpreted. Finally, mention the attachment and any instructions for accessing or opening it.

The Closing

End your email by thanking the recipient for their time and consideration, and then sign off with a professional closing such as “Best regards,” “Sincerely,” or “Yours faithfully.” If you’re expecting a response, you can mention that you’re looking forward to hearing back from them.

The Signature

Finally, include a signature with your contact details, so the recipient knows who the email is coming from and can follow up with any questions or comments. Your signature should include your name, job title, company name, phone number, and email address.

The Attachment

The attachment should be clearly labeled, so the recipient knows exactly what it is. Avoid using generic file names like “Document1” or “Untitled” and instead use a descriptive file name, such as “ABC Company Proposal.” Also, make sure the attachment is compatible with the recipient’s computer or software and that it’s not too large to send via email. Alternatively, you can use a cloud-based file sharing service to send larger files.

Following this structured format for a formal email sample with an attachment will help you communicate effectively and professionally in any business or professional setting. By providing clear instructions and context, you increase the chances of the recipient opening and reviewing your attachment, and responding to your email in a timely manner.

Formal Email Templates with Attachment

Request for Proposal: Marketing Services

Dear Marketing Agencies,

We are looking to contract the services of a marketing agency to help us increase our brand awareness and client base. We are seeking a full-service agency with a proven track record in successful marketing strategies.

Please see attached our Request for Proposal (RFP) document which outlines our requirements and expectations. The deadline for submission is two weeks from the date of this email.

Thank you for your interest, and we look forward to receiving your proposal.

Warm regards,

[Your Name]

Application for Web Designer Position

Dear [Hiring Manager],

I am writing to express my interest in the Web Designer position at [Company Name], which I found on [Job Posting Website]. Please find attached my resume and portfolio with examples of my website designs and development projects.

I am confident that my skills in HTML, CSS, JavaScript, and UX design match the requirements of the position. I am also highly proficient in Adobe Creative Suite, including Photoshop, Illustrator, and InDesign.

Thank you for considering my application. I would be honored to have the opportunity to discuss my qualifications further.


[Your Name]

Contract Renewal Notice

Dear [Client Name],

We are pleased to inform you that your contract with [Company Name] is due for renewal on [Renewal Date]. Please find attached the renewal agreement, which outlines the terms and conditions of the extended contract.

If you have any questions or concerns, please do not hesitate to contact us. We value your partnership and look forward to continuing our business ventures.

Best regards,

[Your Name]

Notice of Termination

Dear [Employee Name],

It is with regret that we must inform you of the termination of your employment at [Company Name]. Please find attached the official notice of termination.

We appreciate your contribution to our team, and we wish you all the best in your future endeavors.


[Your Name]

Invitation to Business Conference

Dear [Recipient Name],

You are cordially invited to attend the [Conference Name] conference hosted by [Conference Organizer] on [Conference Date] in [Conference Venue]. Please find attached the conference schedule and registration form.

The conference promises to be an insightful and engaging event with opportunities for networking with fellow professionals in your field. We look forward to having you join us.

Kind regards,

[Your Name]

Application for Graduate Program

Dear [Graduate Admissions Team],

I am writing to express my interest in the Graduate Program at [University Name]. Please find attached my application with my academic records and letters of recommendation.

I am excited about the prospect of joining your esteemed academic community and pursuing my passion for [Field of Study]. I am confident that my academic achievements, leadership skills, and extracurricular involvement make me an ideal candidate for the program.

Thank you for your time and consideration. I look forward to hearing from you soon.


[Your Name]

Request for Information: Company Profile

Dear [Company Representative],

I am writing to request more information about your company, [Company Name], and its operations. Please find attached the questionnaire that we would appreciate your company’s response.

We aim to learn more about leading companies in our industry to identify opportunities for partnerships and collaborations. We would greatly value your input and insight into your company’s success and future plans.

Thank you for your time and consideration. We look forward to hearing from you soon.

Best regards,

[Your Name]

Tips for Writing a Formal Email with an Attachment

Writing a formal email with an attachment can be a daunting task, especially if you’re unfamiliar with standard email etiquette. However, following a few key tips can ensure your email is professional, clear, and effective. Here are some guidelines to keep in mind when crafting a formal email with an attachment.

  • Stay focused: Keep your email concise and to the point. State your purpose early in the email, so the recipient knows exactly why you’re reaching out. This will help keep the reader engaged, focused, and more likely to take action.
  • Proofread: Before hitting send, double-check your email for spelling and grammar errors. A professional email with mistakes can give off an impression of carelessness or lack of attention to detail, which can hurt your credibility. Take the time to proofread your email, or use an online service to check for errors.
  • Be polite: Always start your email with a courteous greeting and end it with a polite closing, such as “Best regards” or “Thank you.” This shows that you’re respectful and professional in your communications. Avoid using slang, casual language, or offensive language in your email.
  • Be clear: Make sure your email’s content is straightforward and easy to understand. If you’re attaching a document or file, explain what it is and why it’s relevant. Additionally, when naming your attachment, use a clear and concise title that accurately reflects the contents of the file.
  • Be mindful of formatting: Avoid using fancy fonts or colors in your email. Stick to a simple font and use bold or italics sparingly to highlight key information. Good formatting can help you communicate your message more effectively, so take the time to think about how to structure your email.

Writing a formal email with an attachment can be intimidating at first, but it doesn’t have to be. By following these guidelines, you can craft a clear, professional email that effectively communicates your message and helps you achieve your goals. Whether you’re emailing a potential employer, colleague, or client, the tips outlined here will put you on the right track to success.

Formal Email Sample with Attachment

What is a formal email with attachment?

A formal email with attachment is an email message that is written using a formal style of language and contains an attachment, such as a document or file.

What are the common types of formal emails with attachment?

The common types of formal emails with attachment include resumes, cover letters, business proposals, contracts, and other important documents that require a formal tone of communication.

How do I write an effective formal email with attachment?

To write an effective formal email with attachment, you need to use a clear and concise tone, provide a clear subject line, use proper salutations and closings, introduce yourself properly, provide a brief context of the attachment, and proofread your message and attachments before sending.

What type of attachments are acceptable in a formal email?

The type of attachments that are acceptable in a formal email include PDFs, Word documents, Excel spreadsheets, and other commonly used file formats that are easy to open and view.

How do I send an attachment in a formal email?

To send an attachment in a formal email, you need to save the file to your computer, click on the attachment icon in the email message, select the file you want to attach, and then click send.

What should I do if I realize I attached the wrong file in a formal email?

If you realize that you attached the wrong file in a formal email, you can send a follow-up email with the correct file attached and apologize for the confusion. You can also apologize for any inconvenience that may have been caused and provide additional context if necessary.

Is it okay to use abbreviations and acronyms in a formal email with attachment?

It is generally not recommended to use abbreviations and acronyms in a formal email with attachment. This can make the communication less clear and can create confusion for the recipient. It is best to use full words and phrases instead.

What should I do if my attachment is too large to send in a formal email?

If your attachment is too large to send in a formal email, you can compress the file using a file compression tool or upload it to a file sharing service, such as Dropbox or Google Drive, and provide a link to the file in your email message.

What should I do if I don’t receive a response to my formal email with attachment?

If you don’t receive a response to your formal email with attachment, you can send a follow-up email after a few days and politely ask if the recipient has had a chance to review the attachment. It is important to be patient and respectful in your communication.

Wrap it up!

Well, that’s a wrap! I hope this sample email with attachment gives you a clear idea of how to write a formal email. Don’t worry about getting it perfect, practice makes perfect and the more emails you write, the better you’ll become. Thank you for reading and feel free to come back any time in the future for more tips and tricks on various topics. Happy emailing!