Last Updated on August 5, 2026 by Status.net Editorial Team
Table of Contents
We’ve all been there – you need to send an important email with an attachment, but you’re unsure of the best way to do it. This article will walk you through the process of writing an email with an attachment, using plenty of examples and easy-to-follow steps.
Part 1Attaching Your Files
Step-by-Step Guide to Attaching Files
- Compose a new email by clicking the “Compose” or “New” button in your email client.
- Look for the “Attach Files” option. You’ll usually find it as a paperclip icon.
- Click the “Attach Files” option, which will then open a file browsing window.
- Select the file(s) you want to attach and click “Open” or “Attach.”
A few extra habits can save you from an awkward follow-up email later:
- Check the file size before attaching. Most email providers cap attachments around 20-25MB, so large presentations or design files may need to be compressed or shared through a cloud link instead.
- If you are attaching more than one file, such as a PDF and a supporting spreadsheet, select them together in the file browser rather than sending separate emails for each one.
- Many email clients also let you drag a file directly from your desktop or file manager into the compose window, which works as a shortcut to clicking the paperclip icon.
- Rename files with clear, professional names (for example, “Smith_Invoice_June2024.pdf”) before attaching them, since generic names like “Document1.pdf” make it harder for the recipient to keep track of what they received.
- Always glance at the attachment preview or file name shown in the compose window before hitting send, since it is the easiest way to confirm the correct file was uploaded, especially when you have several similar drafts saved on your device.
Attaching Files on a Phone or Tablet
Attaching a file from a phone follows the same basic idea as on a computer, though the icon placement varies slightly between apps and operating systems.
- On the Gmail or Outlook app: open a new message, tap the paperclip icon (usually at the top of the screen), and choose whether to attach a file from your device storage, Google Drive, or another cloud service.
- On the default iPhone Mail app: tap and hold inside the message body until a menu appears, then select “Insert Photo or Video” for images, or tap the arrow options to find “Add Attachment” for documents stored in Files.
- On Android Mail apps: the paperclip or “+” icon typically opens a menu where you can pick a photo, document, or file from your device or a connected cloud drive.
- If the file does not appear to attach, try closing and reopening the compose window. Mobile email apps occasionally need a refresh after granting storage or photo permissions for the first time.
Attaching Photos and Screenshots to an Email
Sending an image works a little differently from sending a document, mainly because photos and screenshots are often large files that benefit from a quick check before sending.
- Take the screenshot using your device’s built-in tool (for example, the Snipping Tool or Print Screen on Windows, or Shift+Command+4 on a Mac), then attach it the same way you would attach any other file.
- On a phone, screenshots and photos are usually saved to a “Photos” or “Gallery” app, so when you tap the attachment icon in your email app, look for an option like “Photo Library” or “Gallery” rather than “Files.”
- If a photo looks unusually large in file size, most phones offer a smaller or “actual size” option when attaching, which can speed up sending on a slower connection.
- When attaching a scanned document, a scanning app or a multifunction printer with a “scan to email” feature will typically produce a PDF or JPEG file that you then attach exactly like any other document.
Opening and Saving an Email Attachment
Receiving an attachment is just as important to get right as sending one, particularly when you need to keep a copy for your own records.
- Look for a paperclip icon or a file preview near the top or bottom of the email. Clicking or tapping it usually opens the file in a preview window or a separate app.
- To save the file rather than just view it, look for a download arrow icon on the preview screen, or right-click the attachment (on a computer) and choose “Save As” or “Download.”
- On a phone, tapping an attachment often gives you the option to open it in another app, such as a PDF reader or photo gallery, where you can then save it to your device or cloud storage.
- If an attachment will not open, check that you have an app capable of reading that file type installed, and confirm the sender used a common format such as PDF, DOCX, or JPEG, since unusual file types sometimes need special software.
Part 2Common Phrases for Mentioning an Email Attachment
Certain phrases show up again and again in professional emails because they clearly signal that a file is included, without adding unnecessary words. Knowing what they mean and when to use each one helps your message sound natural rather than stiff.
What “Please Find Attached” Really Means
“Please find attached” is a formal way of telling the recipient that a file is included with the email. It essentially means “the document you need is attached to this message.” Similar phrases carry the same meaning with slightly different levels of formality:
- “Kindly find attached” is a common variation, often used in business correspondence, that carries the same meaning as “please find attached.”
- “PFA” is simply shorthand for “please find attached,” commonly used in quick internal emails between colleagues who already have an established working relationship.
- “Herewith attached” is a more formal, slightly old-fashioned phrase that some professionals still use in official correspondence, though it can sound overly stiff in everyday business emails.
- “Attach file” simply refers to the act of including a separate file with your email, as opposed to typing the content directly into the message body.
Formal and Casual Attachment Phrases to Use
The right phrase often depends on how formal the relationship is and what industry norms apply. Here are options for different tones:
- Formal: “Please find the attached file for your reference,” “Kindly refer to the attachment for your reference,” or “Enclosed, please find [document name].”
- Neutral, everyday business tone: “I’ve attached [file name] for you to review,” “Attached is the [document type] you requested,” or “You’ll find the [document] attached to this email.”
- Casual or internal team tone: “Here’s the file, let me know if it opens okay,” or “Attaching the doc now, take a look when you get a chance.”
- When you are simply confirming that something was sent, “Attachment sent” or “I’ve sent the file as an attachment” both work well as brief acknowledgments in a reply.
Part 3How to Format an Email with an Attachment
Whether you’re sending a single PDF or several supporting files, a well-structured email makes it far more likely that your attachment gets opened and understood the way you intended.
Choosing the Right Subject Line
A subject line has one job: telling the recipient what’s inside before they even open the message. For an email with an attachment, that means naming both the purpose and, when relevant, the type of document.
- Keep it short and specific, such as “Invoice #204 – [Your Company Name]” or “Signed Contract Attached – [Project Name].”
- Avoid vague subject lines like “Documents” or “FYI,” which give the recipient no reason to prioritize opening the email.
- If a document is time-sensitive, mention the deadline directly in the subject line, for example, “Report Due [Date] – Attached for Review.”
- For job applications, include the position and your name, such as “Application for Marketing Coordinator – Jane Smith,” which also makes the email easy for a hiring manager to search for later.
Structuring the Body of the Email
A clear structure keeps the reader oriented from the first line to the last. Most effective emails with attachments follow a similar shape:
- Open with a greeting that matches the relationship, such as “Dear Mr. Lopez” for formal correspondence or “Hi Sam” for a colleague you know well.
- State the purpose early, ideally within the first sentence or two, so the recipient immediately understands why the email was sent and what the attachment contains.
- Mention the attachment explicitly using one of the phrases covered above, rather than assuming the recipient will notice the paperclip icon on their own.
- Add any context the recipient needs, such as a deadline, a request for feedback, or an explanation of what to do with the file.
- Close with a clear next step and a professional sign-off, such as “Best regards” or “Thank you,” followed by your name.
Keeping the body concise matters just as much as including the right information. A short email with an attachment, sometimes only three or four sentences long, often gets read and acted on faster than a lengthy one, since the recipient can quickly grasp what’s needed without scrolling.
Part 4Specific Scenarios and Examples
Attaching an Invoice for a Client
Example
Dear [Client’s Name],
I hope this email finds you well. Please find the attached invoice for the recently completed Project (…). The total amount due is $1,000, payable within 30 days of receipt. If you have any questions or concerns, please don’t hesitate to contact me.
Thank you for your prompt attention to this matter.
Invoices are one type of document where the file format matters. Sending an invoice as a PDF rather than an editable Word or Excel file helps ensure the formatting stays consistent no matter what device or software the client opens it with, and it also keeps the numbers from being accidentally edited.
Sending a Job Application with Attachments
Applying for a job typically requires attaching a resume and cover letter. To ensure your application gets the attention it deserves, craft a tailored subject line, such as Application for [Job Title – Your Name]. In the email body, keep it succinct while showing enthusiasm for the position. Express interest in the job and briefly explain why you’re a strong candidate.
Example
Dear [Hiring Manager’s Name],
I hope this email finds you well. I am writing to apply for the [Job Title] position, as advertised on [Job Board/Company Website]. With my experience in [relevant skills or industries], I am confident in my ability to contribute to [Company Name].
Please find attached my resume and cover letter for your consideration. I am looking forward to the opportunity to discuss my qualifications further.
Thank you for considering my application.
A few small details can make a job application email stand out for the right reasons:
- Save your resume and cover letter as PDFs whenever possible, using a file name that includes your name, such as “Jane_Smith_Resume.pdf,” rather than a generic name.
- If the job posting specifies a particular file format or naming convention, follow those instructions exactly, since some applicant tracking systems sort applications by file name.
- Mention both attachments by name in the body of the email, for example “attached are my resume and cover letter,” so the hiring manager knows exactly what to expect before opening either file.
- If the posting lists a general application inbox rather than a named contact, address the email to “Hiring Manager” or the department name instead of “Dear Sir/Madam,” which can come across as impersonal.
Dispatching Event Invitations with Visuals
Event invitations often benefit from including visual elements to catch the recipient’s attention.
Example
Dear [Recipient’s Name],
You’re cordially invited to join us for [Event Name] on [Date] at [Time]! The event will be held at [Venue], and we have a fantastic evening planned, full of surprises.
Kindly see the attached image for further information and a sneak peek of what to expect. Please RSVP by [Date] to confirm your attendance. We can’t wait to see you there!
(It’s also helpful to include any relevant information in the body of the email, in case the recipient cannot see the image.)
Emailing an Attachment to Your Boss
Sending a file to a supervisor calls for a slightly different tone than emailing a client or applying for a job. Your boss is often juggling many emails at once, so clarity and brevity matter more than elaborate phrasing.
- Use a subject line that states exactly what the attachment is, such as “Q2 Sales Report Attached” rather than “Report.”
- Get to the point in the first sentence, mentioning what the file is and why you’re sending it.
- If a decision or action is needed, say so directly, and include a deadline if one applies.
- Offer to answer questions or walk through the document, especially if it contains data or figures that might need explanation.
Example
Hi [Boss’s Name],
Attached is the [report/document name] you asked for, covering [brief description of contents]. I’ve highlighted the key figures on page one for a quick overview.
Let me know if you’d like me to walk you through any section, or if you need anything else before [date/meeting].
Thank you,
[Your Name]
Sending Documents for Review or Submission
Whether you’re submitting a form, a proposal, or supporting paperwork to a department, the key is stating clearly what is attached and what you expect the recipient to do with it.
Example
Dear [Recipient’s Name],
Please find attached the [document name] for your review. I have completed all the required sections and included [any supporting materials] as requested.
Please let me know if any additional information is needed, or if further steps are required on my end.
Kind regards,
[Your Name]
Sharing a Signed Document or Contract
When you’re returning a signed agreement, confirming that the document has been reviewed and signed helps put the recipient at ease that nothing was overlooked.
Example
Dear [Recipient’s Name],
Please find the signed [contract/agreement name] attached to this email. I have reviewed the terms and signed where indicated on page [X].
Please confirm once you’ve received it, and let me know if any further action is needed on my part.
Best regards,
[Your Name]
Forwarding a Memo or Report
Internal memos and reports often go to multiple recipients at once, so a short, informative message that sets the context helps everyone understand the purpose without needing to ask.
Example
Hi Team,
Please see the attached memo regarding [topic]. It covers [brief summary of key points] and applies to [department/team, if relevant].
Feel free to reach out with any questions after you’ve had a chance to read through it.
Thanks,
[Your Name]
Part 5Noting Attachments in a Formal Business Letter
Printed business letters use different conventions than emails when referencing supporting documents. Instead of a paperclip icon, a formal letter lists what’s included directly beneath the signature, using the word “enclosure” rather than “attachment,” since nothing is technically attached to paper.
Using an Enclosure Notation
An enclosure notation goes a few lines below your signature and typically follows one of these formats:
- “Enclosure” when a single document is included.
- “Enclosures (2)” or “Encl.: 2” when more than one document is included, with the number indicating how many separate items to expect.
- “Enc.” as a shorter abbreviation, commonly used in less formal business letters.
Listing Multiple Attachments in a Letter
When a letter includes several distinct documents, naming each one avoids any confusion about what should have arrived in the envelope:
Enclosures (3):
1. Signed Contract
2. Certificate of Insurance
3. W-9 Form
If copies of the letter are also being sent to other people, add a “cc:” line beneath the enclosure notation, listing each recipient by name and, if useful, their title or department. A transmittal letter, which is a short cover note formally listing what documents are being delivered and why, follows this same structure and is common when submitting legal, financial, or technical documents to another party.
Frequently Asked Questions
How can I make sure my boss notices the file I’ve attached in my email?
To ensure your boss notices the attached file, mention the attachment clearly in the subject line and in the body of the email. You can use phrases like “Attached: [File Name]” in the subject line or “Please find the attached [Description of the File]” in the email body.
What’s the best way to describe files I’m sending over via email?
Include the file’s name, type (e.g., PDF or Word document), and a brief description of the file’s contents. This helps the recipient understand what to expect when opening the attachment and reduces confusion.
How should I respond to an email that requires me to attach a document?
When responding to an email that requires an attachment, start by acknowledging the request. Then, include the requested document as an attachment and mention the attachment in the email body. Also, provide some context about the content of the file. You can use phrases like “As requested, I’ve attached [File Name].”
Can you give me tips for attaching a file to an email on my phone?
- Locate the attachment option in your email app, usually found at the bottom or top of the screen, indicated by a paperclip icon.
- Select the desired file from your device and confirm the file selection in your email app.
- Double-check the attachment has been added by looking for the file name in your email draft.
How do I write a coherent email when applying for a position with an attachment included?
- Start with a clear subject line that includes the job title and your name.
- Address the recipient professionally and maintain a polished tone throughout the email.
- Introduce yourself and your intentions for applying for the position in the opening paragraph.
- Mention the attached documents (e.g., resume or cover letter) and explain their contents.
- Express your enthusiasm for the position and thank the recipient for considering your application.
- Close with a professional sign-off (e.g., “Sincerely” or “Best Regards”).
What are some professional yet friendly phrases to indicate I’ve attached a document to an email?
- “Please find the attached [Description of the File].”
- “I’ve included [File Name] for your reference.”
- “Attached to this email, you’ll find [Description of the File].”
- “Kindly refer to the attached [File Name] for more information.”
What does “please find attached” mean?
It is a formal way of telling the recipient that a document is included with the email. It means the file they need or requested is attached to the message they are currently reading.
What does PFA mean in an email?
PFA is shorthand for “please find attached.” It’s often used in quick, informal internal emails between colleagues who already understand the context of the file being shared.
How do I note an attachment in a formal printed letter?
Add an enclosure notation a few lines below your signature, such as “Enclosure” for one document or “Enclosures (2)” when including more than one. If the letter is also being copied to other people, list them on a separate “cc:” line beneath the enclosure notation.
What is a good subject line for an email with an attachment?
A strong subject line names both the purpose and the document type, such as “Invoice #204 Attached” or “Signed Contract – [Project Name].” Vague subject lines like “Documents” or “FYI” give the recipient little reason to open the email quickly.
How do I send a document to my boss over email?
Use a subject line that states exactly what’s attached, get to the point in the first sentence, and mention any deadline or action needed. Keeping the message brief respects your boss’s time while still giving enough context to act on the file.
How do I attach a photo or screenshot to an email?
Take the screenshot using your device’s built-in tool, then attach it the same way you would attach any file, by tapping or clicking the paperclip icon and selecting it from your photo library or file storage.
How do I open or save an attachment I received in an email?
Click or tap the file preview or paperclip icon in the email to open it. To keep a copy, look for a download icon in the preview window, or right-click the file on a computer and choose “Save As.”
What should I write when emailing documents for submission or review?
State clearly what is attached, confirm that everything requested has been included, and let the recipient know you’re available if further information or steps are needed.
What is the difference between “attached” and “enclosed”?
“Attached” refers to a file included with a digital email, while “enclosed” refers to a physical document placed inside an envelope along with a printed letter.