5 Email Templates for Sending Documents in 2025
In 2025, emails are still the go-to method for sharing documents - from work projects to personal correspondences.
According to Zippia, about 347.3 billion emails are sent each and every day. That's 2,431,100,000,000 (two trillion) emails per week.
Whether we're communicating with friends, family, or colleagues, it's a quick and easy way to get in touch with people.
But what about when you need to send an important document along with your email? Suddenly, things can get a bit more complicated.
Whether you're sending a business proposal, a creative portfolio, or a legal contract, attaching a document can be a make-or-break moment in your communication.
In this blog post, we'll explore some tips for sending emails with documents attached as well as 5 templates you can use to quickly send your next email.
What to Write in an Email When Sending Documents
When it comes to sending documents over email, what you write is just as important as the document itself.
Your email should be clear and direct, making sure the recipient knows what to do with the attached document. Here's what to include:
Purpose of the Email: Clearly state why you're sending this document.
Document Details: Mention the name of the document and a brief description.
Required Action: Specify if the recipient needs to review, sign, or respond to the document.
Deadline: If there's a deadline, include it to ensure timely action.
Your Contact Information: Provide a way for the recipient to reach you if they have questions.
Remember, the goal is to provide enough information so the recipient understands the context and importance of the attached document without overwhelming them with details.
Mail Format For Sending Documents
A basic format for sending an email with a document includes:
- Subject Line: Make it specific, like “Invoice for March 2024 Services” or “Updated Proposal Document.”
- Greeting: Use a professional salutation like “Dear [Recipient’s Name],”
- Introduction: Briefly state the purpose of your email.
- Body: Describe the document, why you’re sending it, and any necessary actions.
- Closing: End with a polite closing and your name.
For example:
5 Sample Email Templates for Sending Documents
Templates can be incredibly useful for sending documents. They save time and ensure that you don’t miss any important details.
Let's face it, we've all been there - staring at a blank email, wondering how to start. These templates are like a helpful friend, giving you a starting point for various scenarios.
Copy templates to use them anywhere:
Ideally, you should also track your documents to see whether recipients interact with them. For one, this tells you whether your body copy is compelling enough to get readers engaged. And secondly, it helps write more accurate follow-ups.
Tools like HubSpot’s Email Template Builder include built-in document tracking. Plus, you can measure your email open and click-through rates to further refine your messaging.
Sending Required Documents Template
The documents you requested are attached.
They should cover everything we talked about.
Let me know if anything is missing or needs to be added or edited
Once you review these, let's schedule a time to chat!
Thanks,
Sending Documents After a Meeting Formal Template
In follow-up from our meeting on {formdate: LL; name=date1}, the documents you discussed are attached: {formparagraph: name=List of documents added; cols=25; rows=5}
Would you please go through them and make sure they reflect what we discussed in our meeting?
Let me know if you have any questions or you wish to make any changes.
You can also reach me at 555-555-5555.
Thanks,
Sending Documents After a Meeting Informal Template
It was great meeting you {formmenu: name=meeting; default=this week; last week; yesterday}!
As we talked about, I am attaching the following documents: {formparagraph: name=Document 1 Document 2 Document 3; rows=4}
Please let me know what questions you have!
Thanks,
Sending Documents to an Organization Formal Template
Dear {formtext: name=name; default=John; cols=10}, As requested by {formtext: name=businessname; default=ACME;cols=9}, I am sending over the following documents: {formparagraph: name=Document 1 Document 2 Document 3 Document 4 Document 5 Document 6 Document 7; rows=8}
I hope these documents meet {=businessname}'s requirements. Please, let me know if anything is missing or needs to be changed.
After you have reviewed these documents, we can discuss the next steps.
I am looking forward to hearing back from you.
Sincerely,
Sending Documents and Requesting Review Template
Good {if: {time: H} < 12}morning{elseif: {time: H} < 17}afternoon{else}evening{endif}! The {formtext: name=document; default=client presentation} is attached.
Please pay close attention to {formtext: name=close attention; default=slides 7, 9 and 14}.
If there is anything that feels unclear or needs to change, please share your feedback with me. I am looking forward to hearing from you soon!
Thanks,
Check out our common work emails page for more templates you can use today!
How to Automate Common Emails With Keyboard Shortcuts
If you find yourself typing "please find attached" over and over, use Text Blaze to automate it using keyboard shortcuts!
Text Blaze allows you to create smart text templates and insert them anywhere (any site/app) by typing a keyboard shortcut.
Text Blaze can help you:
Automate repetitive typing anywhere you work!
Save time and boost productivity without ever needing to pay for a subscription (free forever)!
Create powerful, dynamic templates for any situation!
Use Text Blaze to automate repetitive phrases (ex: see attached docs) with keyboard shortcuts and start saving time today!
Wrapping Up
If your job requires you to use your email a lot, you know that sending documents can be tedious. Nobody loves spending a lot of time in their email, especially when they aren’t sure how to write the email that accompanies a document.
Text Blaze can help you make this process easier. You can use Text Blaze’s features to automate your emails while also customizing aspects of them, all while including your documents at the same time.
Don’t take it from us. Here’s a video from Simpletivity that showcases Text Blaze and its many uses!
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