Enclosure emails don’t always get the attention they deserve. They might seem like an afterthought, but they can add a lot of value to your communication. If you’re not familiar with the term, an enclosure email is simply an email where you attach a file to it.
Enclosure emails are beneficial in several ways, including adding context to your message. When you send an email with an attachment, you’re signalling to the recipient that you have additional information to share. This information might be a report, a whitepaper, or even a video, and it’s an essential part of making your message more impactful.
If you’re wondering how to write an enclosure email, don’t worry, we’ve got you covered. There are plenty of examples out there that you can find and edit to fit your needs. In this article, we’ll take a closer look at enclosure emails, what makes them effective and give you some sample templates to get you started.
So, whether you’re a business owner, an employee, or a freelancer, keep reading to discover how you can use enclosure emails to make your communication more engaging and effective. Plus, find sample templates that you can use and edit as needed.
The Best Structure for an Enclosure Email Sample
As the world rapidly shifts towards email communication, the importance of having an effective structure for your enclosure email sample cannot be overstated. An enclosure email refers to any email that includes an attachment or a link to a file, image, or document. Therefore, ensuring that your enclosed attachments are easily accessible and understandable is key to a productive and professional email exchange.
The first step in crafting the best structure for your enclosure email sample is to ensure that the subject line of your email is concise yet informative. Your subject line should highlight the contents of the email and give the reader a sense of what they can expect from the attached document or file. A subject line like “Enclosed: Quarterly Sales Report for XYZ Corp” makes it clear what the email contains and encourages the recipient to open the email and access the attachment.
Furthermore, your email should begin with a brief introduction that sets the tone for the communication and allows the recipient to understand the purpose of the email quickly. In this introduction, you should state the reason that the email is being sent and give any necessary context or instructions that are relevant to the attachment. This information can be highlighted in bold for clarity.
When it comes to attaching the file or document, it’s best to include a brief explanation below the attachment icon. This explanation should give the reader a quick overview of what they are about to view or download. It’s also essential to ensure that the attached files are appropriately titled to avoid confusion and misunderstandings.
Finally, you should close your email with a polite yet direct call to action. This could be a request for feedback or confirmation that the recipient has received the attachment. Additionally, it’s always helpful to include your contact information or any relevant links that might help the recipient access additional information.
In summary, the best structure for an enclosure email sample includes a concise and informative subject line, a clear introduction, a brief explanation of attachments, and a polite call to action. Striving for clarity and simplicity will help ensure smooth and effective communication with your recipient.
Enclosure Email Samples
Enclosing Documents for Scholarship Application
Dear Admissions Committee,
I am writing to submit my application for the scholarship program offered by your esteemed institution. As requested, I am enclosing the necessary documents to support my application. These include my academic transcripts, recommendation letters, and my personal statement.
My academic achievements have been exceptional, and I have a passion for pursuing higher education. Your scholarship program would enable me to continue my studies and achieve my dreams. I appreciate your consideration of my application and would be grateful for any opportunity you provide me.
Thank you for your time and consideration.
Best regards,
[Your Name]
Enclosing Documents for Job Application
Dear [Hiring Manager’s Name],
Thank you for considering my application for the [Job Position] at [Company Name]. As requested, I am enclosing the necessary documents to support my candidature. These include my resume, cover letter, references, and a portfolio of my work.
I have years of experience in [related field] and believe that my skills and knowledge make me a strong candidate for the job. My portfolio showcases my best work and demonstrates how I can add value to your team.
Thank you for your time and consideration. I look forward to hearing from you soon.
Best regards,
[Your Name]
Enclosing Invoices for Payment
Dear [Client’s Name],
Thank you for your business and choosing our services for your [type of service]. I am enclosing the invoices for the services we provided, as per our agreement. The total amount due is [Amount], which includes [details if any].
Please review the invoices and make the payment at your earliest convenience. We appreciate your timely payments and look forward to continuing our business relationship with you.
Thank you again for choosing our services.
Best regards,
[Your Name]
Enclosing Agreement for Signature
Dear [Recipient’s Name],
I am enclosing the agreement for your signature, as we discussed during our recent meeting. The agreement outlines the terms and conditions of our partnership and needs to be signed by both parties.
Please review the agreement carefully, and if you have any questions or concerns, feel free to contact me. Once you have signed the agreement, please return a signed copy to me at your earliest convenience.
We are excited to embark on this partnership and look forward to working with you.
Best regards,
[Your Name]
Enclosing Marketing Proposal for Review
Dear [Client’s Name],
Thank you for considering our agency for your marketing needs. I am enclosing the proposal and marketing plan we have developed for your brand. Our strategy is focused on improving your online presence and growing your customer base.
Please review the proposal and let us know if you have any questions or suggestions. We believe our plan can help your brand achieve its goals and stand out in the market.
We value your business and look forward to working with you.
Best regards,
[Your Name]
Enclosing Product Samples for Evaluation
Dear [Recipient’s Name],
Thank you for expressing interest in our products. I am enclosing samples of our latest products for your evaluation. We are confident that our products will meet your needs and exceed your expectations.
Please review the samples and let us know your feedback. We are open to suggestions and welcome the opportunity to improve our products. We appreciate your time and consideration and look forward to a long and fruitful relationship.
Best regards,
[Your Name]
Enclosing Medical Report for Referral
Dear [Doctor’s Name],
I am writing to refer my patient, [Patient’s Name], to your care. As requested, I am enclosing the medical report and test results for the patient. The report provides a comprehensive overview of the patient’s condition and history.
Please review the report and let me know your thoughts. I believe your expertise and experience can help the patient receive the best care possible. Thank you for your time and consideration in this matter.
Best regards,
[Your Name]
Enclosure Email Tips
Email is one of the most common forms of written communication in our modern world, but it can also be one of the most complex. When you need to send an attachment with your email, it’s important to follow some basic rules to ensure that your message is easy to read and your attachment is delivered successfully. Here are some tips on how to enclouse an email sample:
Tip 1: Know Your File Size Limitations
Most email providers have limitations on how big the file that you can attach may be. These constraints are usually in place due to security and storage reasons. Knowing your file size limitations ahead of time will assist you in avoiding attachment errors and provide you with the opportunity to use alternate methods to share larger files. Online file sharing services, cloud storage platforms, or even PDF conversion can be used to work around this limitation.
Tip 2: Avoid Using Unfamiliar File Formats
There are several file formats utilized in the world today. However, not everyone has access to the identical software that may be required to read those files. As a result, it is always best to avoid sending files in a format unknown to those who would be receiving them. Where possible, the PDF format is the most popular and adaptable choice for several cross-platform or cross-device use, such as mobile devices.
Tip 3: Be Careful with Personal Information
Whenever you are sending an email with an attachment, it’s important to be mindful of the personal information that may be contained within it. If you are sending a document that contains personal data such as social security numbers, addresses, or other sensitive information, consider encrypting or password protecting the attachment. This adds an extra layer of security and protects against unintended access to sensitive information.
Tip 4: Be Clear with Your Name and Subject Line
Aside from the content of the email, a clear and informative subject line can make a significant difference in the ultimate success of your email. It is also critical to include your name in the subject line so that the recipient can easily see who is contacting them. This makes it easier for them to know if they should open the email, particularly if they are unfamiliar with the sender’s email address.
Tip 5: Use a Professional and Informative Message Body
Your email body is one of the most integral components of your attachment email. In order to provide context for the recipient and help them understand why you are sending the attachment, it is essential that you use professional and informative language in the message body. Your message body should include a personal greeting, concise and relevant information about the attached file, and a closing signature with your complete contact details so that the recipient can easily get back to you with questions or concerns.
By keeping these tips in mind, you can ensure that your next enclosed email sample is both professional and effective. Remember to follow any specific attachment policies or guidelines provided by your organization or email client to avoid any potential issues or setbacks.
Enclosure Email Sample: FAQs
What is an enclosure email sample?
An enclosure email sample is a type of email that contains attachments or files that are related to the main message. It may also have links to other websites or documents that are relevant to the content of the email.
Why do I need to send an enclosure email sample?
You may need to send an enclosure email sample when you want to share files or additional information that cannot be included in the body of the email. It also helps in ensuring that the recipient will receive all the necessary information related to the message.
How do I create an enclosure email sample?
To create an enclosure email sample, you need to compose your message and attach the necessary files or documents. You can do this by clicking the “Attach File” or “Insert Link” button in your email platform.
What file types can I include in an enclosure email sample?
You can include different file types in an enclosure email sample such as Word documents, PDFs, spreadsheets, images, videos, and audio files.
What is the maximum file size that I can attach in an enclosure email sample?
The maximum file size that you can attach in an enclosure email sample depends on the email platform that you are using. Some platforms allow up to 25MB while others may have a smaller limit.
How do I know if the recipient received my enclosure email sample?
You can check if the recipient received your enclosure email sample by requesting for a read receipt or by following up with them through a separate email or phone call.
Can I send an enclosure email sample to multiple recipients?
Yes, you can send an enclosure email sample to multiple recipients by adding their email addresses to the “To” or “BCC” field in your email platform.
Is it necessary to write a message in an enclosure email sample?
While it is not necessary to write a lengthy message in an enclosure email sample, you should still include a brief message that introduces the files or documents that you attached. This helps the recipient understand the context of the email.
What should I do if the file that I attached is corrupted or cannot be opened?
If the file that you attached is corrupted or cannot be opened, you should try re-sending it or uploading it to a cloud storage platform and sharing the link with the recipient.
Can I send an enclosure email sample to someone outside my company?
Yes, you can send an enclosure email sample to someone outside your company as long as their email address is valid and active. However, you should be mindful of sending sensitive or confidential information to external parties.
Thanks for Checking Out Our Enclosure Email Sample!
We hope you found this article helpful in creating your own effective enclosure email. Remember, the key is to keep it brief and to the point while still providing all necessary information. Whether you’re sending attachments, links, or anything in between, make sure to follow our tips and tricks for success. Thanks for reading, and be sure to come back again soon for more useful content!