You can appear more professional to your customers by creatively substituting “Please Find Attached” in your emails. Word choice and occasional misuse of words can influence how a reader perceives something, including an email.
Instead of just stating that they are attached to this message, use the alternatives that are discussed here to make any email appear far more professional.
Why “Please Find Attached” doesn’t work anymore
Does “Please find attached” make sense to use? No. It initially has a stuffy, too-official tone. As you want to communicate with your prospect in a casual, conversational manner, you don’t need to look more formal by using ‘Please find attached’. Furthermore, this phrase is unnecessary.
Unless your email already mentions it, your attachment won’t be visible outside of the email and doesn’t need to be made public. It is also a “request” that cannot be declined, similar to “thanks in advance,” that can cause prospective to bristle.
Why use these alternatives instead?
Here are the four justifications for using the “Please Find Attached” alternatives:
1) When opening the email, the recipient will be certain of what to look for.
2) Cliches like “enclosed” can be replaced to reduce the word count.
3) As you have written clear lines, you won’t have to worry as much about the mistakes.
4) It’s simpler for them because most people already know these words
Creative ways to say, “Please find attached.”
1. For reference, I am adding.
It is another way of saying ‘Please find attached’ to say that you are adding something. But, it is not annoying.
Example:
Hi,
I believe that has been some miscommunication about the sales management results.
A total of 25 leads were generated, of which 19 have been confirmed.
For further reference, I am adding a few screenshots from the sales management dashboard.
I hope you can understand. Let me know if you have further questions.
Best,
(Signature)
2. Here is
You can use “here is” for short and sweet conversation
Example:
Hi,
It’s great talking to you and learning about your product priorities in our shopping centre. Here’s the information about the pricing you asked for.
For further enquiry, you can call me tomorrow.
Best,
(Signature)
3. You will find [x], as requested
Emails are mostly used for professional conversations, so you need to send files in response to on-going conversations.
Example:
Hi,
You will find all the targeted keywords as requested from our previous month’s ad.
Based on the results we have, we can optimize our next campaigns.
Best,
(Signature)
4. Kindly check the attached file given below
This helps to know what the attached item is and its details for your reader.
Example:
Hi,
Thank you for attending our monthly meeting. Kindly check the attached file to learn further about our company’s 20 years of performance.
Best,
(Signature)
5. Enclosed is
You can simply use ‘Enclosed is’. It lets readers know what you are sharing with them and keeps unnecessary conversation away.
Example:
Hi,
Enclosed is the yearly report of the growth of the lead from our website traffic. I look forward to sharing a meeting with you and discussing it in detail.
Best,
(Signature)
How to write an email attachment
Finalize the list of files you want to send
Make sure you are aware of the file you need to attach to the email and where it is located on your computer before you start to create the message. It is simple to quickly find them and include them in the email.
This process not only saves time but also ensures that you attach the right files. It can also assist you in accurately referencing the file in the email’s body.
Make a good subject line for emails
You can start composing your email after you have determined which attached files are necessary with the subject line. You must come up with a great subject line that captures the attention of your audience. Nearly 64% of readers only open emails based on their subject lines.
As the majority of recipients have a tendency to ignore emails with unexpected attachments, it’s advisable to include the file names in the subject line. Keep in mind that you should keep your subject lines brief and to the point. It is advised to keep the subject line under ten words even while including these facts.
Compose the body of the email
The body of the email is what comes next in the writing process. Its length is determined by the email’s objective. The body of your email, for instance, can be brief if all that needs to be delivered is in the attachments.
However, if the attachments support the email, a brief summary of their contents and a mention of it in the email body are required. An email must have supporting material in the email body if it has attachments, otherwise, the recipients may mistake such emails for spam.
Attach the files
It’s time to attach the files to the email once you are satisfied with the email’s body. This action can be taken at any stage of the email writing process. When you attach the files before writing the email’s body, you can later add or remove them if necessary.
Make sure that you have included the right files. If the attachments are unconnected, consider sending separate emails for each file.
Recheck your email before sending it
You may have carefully constructed an email with a brilliant subject line, engaging body copy, and even the required attachments included. However, wait a few minutes before sending it. It is because even a small error in your email can make you appear careless and unprofessional.
A broken link, a missing comma, or out-of-date statistics can irritate your reader or, worse yet, damage your reputation. Therefore, before sending your attached email, make sure to proofread and review it.
Final thoughts
Your emails will be more substantial and enriched with the help of attachments that provide more information. Use the ‘Please find attached’ alternative to make sure your attachment in emails provides your recipients a high value.
