Points to remember about attachments – .

1. Always check – do you want to attach an ‘editable’ document or a ‘non-editable’ document?

Whenever you attach a document to an email, ask yourself this — do you want the receiver to be able to edit/make changes to the original document that you send? If yes, then remember to send editable file formats like .doc (Microsoft Word document) If NO, then remember to send non-editeble file formats like .pdf (Adobe PDF)

2. Size of the attachment .

Every email service has a specific limit to the size of files that can be attached and received. You should always know what is the file size limit for your and your client’s email service, so that you can work around those limits to make exchange of attachments more effective.

For your reference – .

  • Attachment size limit for outlook is 20 megabytes.
  • Attachment size limit for gmail is 25 megabytes.

3. Name of the file .

The name of the file should be the same as what you mention in the email body, so that the reader can immediately identify the file and does not need to change the name while saving it on his or her system.

For example, in the email, if you have mentioned “Please find attached my latest profile”, then you should, ideally, name the file – Latest Profile – your name. Adding your name would make it easier to identify your exact file when and if the receiver searches for it at a later date.

4. Sequence of attachments .

In case you are attaching more than one files, be sure to attach them in the exact order in which you have mentioned them in the email body.

For example, in the email, if you have mentioned:

“Please find attached the following documents – .

1. Company Profile .

2. Product Description .

3. Final Agreement .

Then you should, ideally, first attach the ‘Company Profile’, then the ‘Product Description’ and lastly, the ‘Final Agreement.’

5. Compressing / Zipping files .

When you want to send a large sized file or a number of files together, which would normally exceed the file size limit — in that case, you can simply compress those files using compression utilities like WinZip. This would not only reduce your file size but would also make the file transfer faster.

Examples .