How to Write an Email with Enclosures: Tips and Examples

Are you tired of sending emails with long chains of attachments and no clear direction for the recipient? Writing an email that is clear, concise, and effective can be challenging, but it doesn’t have to be. Enclosing files in an email is a crucial aspect of modern-day communication, but many people struggle with doing it correctly. Whether you’re attaching a document, a photo, or a video, your email’s success depends on how well you can convey your message. In this article, we’ll share some tips on how to write enclosed in an email that will get your point across and avoid confusion. You’ll also find examples that you can edit as needed to suit your specific needs. By the end of this article, you’ll feel confident in writing an email that effectively encloses all the necessary files. So let’s get started!

The Best Structure for Writing Enclosed in an Email

When it comes to writing an email, the structure is just as important as the content. A well-structured email ensures that your message is clear and easily understood by the recipient. In this article, we will discuss the best structure for writing enclosed in an email, with insights from Tim Ferriss, author of the bestselling book “The 4-Hour Work Week.”

The first step is to craft a clear and concise subject line. The subject line should be relevant to the content of the email and provide a brief summary of what the email is about. This will ensure that the recipient knows what to expect when they open the email. For example, if you are sending an email about a job opportunity, the subject line could be “Job Opportunity: Marketing Manager Position.”

Next, start the email with a greeting. Address the recipient by name and use a friendly tone. This will help to establish a personal connection and make the recipient more receptive to your message. Ferriss recommends using a specific compliment about the recipient, such as “I enjoyed reading your latest blog post on XYZ topic.”

The body of the email should be structured in a way that is easy to read and understand. Use short paragraphs and bullet points to break up the text, and avoid using big words or technical jargon. Keep in mind that the recipient may be reading the email on a small screen, so make sure that the font size and spacing are easy to read on mobile devices.

When writing the email, be clear and specific about your request or inquiry. If you are asking for something, be sure to state what it is and why you need it. Provide any relevant background information or context that will help the recipient understand why your request is important.

Finally, close the email with a polite and respectful tone. Thank the recipient for their time and consideration, and offer to answer any questions they may have. Ferriss suggests using a specific call-to-action, such as “Please let me know if you are available for a phone call next week to discuss this opportunity in more detail.”

In conclusion, the best structure for writing enclosed in an email is one that is clear, concise, and easy to read. Use a clear subject line, a friendly greeting, short paragraphs, and specific calls-to-action. By following these guidelines, you can ensure that your emails are more effective and impactful.

Template for Job Inquiry

Inquiring About Job Opportunities

Dear Hiring Manager,

I am writing to inquire about job opportunities at your esteemed organization. As a recent graduate with a degree in Computer Science, I am excited to join a company that values innovation and teamwork. I find your company to be a great fit for my skills and career goals.

Throughout my coursework and internships, I developed expertise in programming languages such as Java and Python and also gained experience in data analytics. I also possess strong soft skills such as communication and collaboration, which I believe are crucial for success in any workplace.

If there are any positions available at your organization, I would highly appreciate it if you would keep me in mind. I have attached my resume and cover letter for your review. Thank you for your consideration, and I look forward to hearing from you soon!


John Doe

Template for Recommendation Letter

Recommendation for Scholarship

Dear Admissions Committee,

I am writing this letter to wholeheartedly recommend Jane Smith for the XYZ scholarship. I have had the pleasure of teaching Jane for two semesters in my history class, and I have seen her grow into an exceptional student and individual.

Jane consistently demonstrated a passion for learning, engaging in class discussions and asking thought-provoking questions. She has earned an A in both of my classes, showing her dedication to academic excellence. Moreover, Jane is a natural leader, always willing to collaborate and support her peers.

Furthermore, Jane has been actively involved in multiple extracurricular activities, including volunteering at a local food bank and participating in Model United Nations. Her enthusiasm for community service and international relations is truly inspiring.

Overall, I highly recommend Jane Smith for the XYZ scholarship. She is an outstanding student and a commendable human being, and I am confident that she will make the most of this opportunity. Please do not hesitate to contact me if you have any questions or require further information.

Best regards,

Professor Johnson

Template for Proposal Submission

Proposal Submission for Marketing Campaign

Dear Marketing Department,

I am pleased to submit this proposal for the upcoming marketing campaign for your new product. Our marketing agency, XYZ Marketing Solutions, specializes in developing creative and effective campaigns that generate results.

The proposed campaign focuses on utilizing social media influencers to target the younger demographic that is increasingly becoming tech-savvy and socially conscious. We will collaborate with influencers who align with your brand values and product goals to create impactful content that resonates with our target audience.

Our agency has a proven track record of success, with many clients seeing a significant increase in engagement and sales through our campaigns. We believe that this campaign has the potential to similarly achieve exceptional results.

Please find enclosed a detailed breakdown of our proposal and pricing. We look forward to the opportunity to work with you on this exciting project.

Thank you for your consideration, and we hope to hear from you soon!

Best regards,

Jane Doe

Template for Feedback Request

Requesting Feedback on Product Launch

Dear Customers,

Thank you for your recent purchase of our new product. We hope that you are enjoying it and that it has met your expectations. As a company, we are committed to continuously improving our products and services to better serve our customers, which is why we would appreciate your feedback on the product launch.

We have attached a short survey that will take no more than 5 minutes to complete. Your responses will be invaluable in helping us to understand what we did well and what we could improve upon. Your feedback will also help us to better understand your needs and preferences, which will inform our future product development.

Thank you for your time and consideration. We value your input and look forward to using it to improve our products for you.

Best regards,

The XYZ Team

Template for Complaint

Complaining About Defective Product

Dear Customer Service,

I recently purchased your product, and unfortunately, it has not met my expectations. The product I received was defective and did not function as described. I was extremely disappointed with the quality of the product and the inconvenience it caused me.

I am writing to request either a refund or a replacement of the product. I can provide further details upon your request. I hope that this issue can be resolved quickly and efficiently, as I am very dissatisfied with my experience so far.

Thank you for your prompt attention to this matter.


Jane Doe

Template for Request

Requesting Leave of Absence

Dear Supervisor,

I am writing to request a leave of absence from work for personal reasons. The leave would begin on August 1st and last until September 1st. I understand that this may cause some inconvenience, but I will ensure that the necessary arrangements are made to minimize any impact on the work that needs to be done.

Please let me know if there are any forms or procedures that I need to follow in order to make this request. I will also be available to answer any questions or provide additional information as needed.

Thank you for your understanding and consideration.

Best regards,

John Doe

Template for Announcement

Announcing Company Expansion

Dear Employees and Customers,

We are excited to announce that our company is expanding! We have recently acquired a new location that will allow us to better serve our customers and grow our business.

The new location will be operational starting from September 1st, 2021 and will offer a wider range of products and services. We will soon be launching an open house for customers and employees to visit the new location and learn more about our expansion plans.

We would like to thank our loyal customers and dedicated employees for their support and hard work in making our company successful. We look forward to continuing to grow and serve our community.

Best regards,

The XYZ Team

Effective Tips for Writing Enclosed in an Email

When it comes to writing emails, it’s essential to be clear, concise, and professional. Whether you’re sending an email to a colleague, client, or potential employer, the content enclosed in the email can make all the difference. Here are some tips for writing enclosed in an email that will help you produce effective communication:

1. Keep it short and to the point:

The ideal email should be no more than five short paragraphs. Anything more than that can be overwhelming and can discourage people from reading the entire email. Your email should be easy to scan, with clear headings, subheadings, and bullet points. Use simple language to convey your thoughts and make sure your message is clear and specific.

2. Greet the recipient in a friendly manner:

The opening sentence of an email should be courteous and friendly. Start by greeting the recipient by name and make sure to spell their name correctly. This can help to build a rapport and establish a connection with your reader. Avoid using ‘Dear Sir/Madam’ as it can come across as impersonal.

3. Be professional:

Regardless of the type of email you’re writing, it’s important to maintain a professional tone throughout. Avoid using slang or emoticons, and always use proper grammar and spelling. If you’re unsure of how to phrase something, take the time to proofread your email before hitting send.

4. Customize the message:

Personalizing your email can help to make it more effective. Use the recipient’s name or mention something specific to their situation to show that you’ve taken the time to understand their needs. This can help to establish a connection and make it more likely that your email will be read.

5. Follow up:

If you’ve sent an email and haven’t received a response, it’s okay to follow up with a polite reminder. However, don’t overdo it. If you don’t get a response after a few attempts, it may be time to move on and explore other options.

In conclusion, effective communication is essential in today’s fast-paced world. By following these tips for writing enclosed in an email, you’ll be well on your way to producing clear, concise, and professional messages that get results.

FAQs on How to Write an Email

What should be the subject line of an email?

The subject line should concisely summarize the purpose of the email. It should be clear, specific, and relevant to the recipient.

What is the ideal length of an email?

An email should be brief and to the point. Keep it under 200 words if possible and focus on the main message you want to convey.

How do I address the recipient properly?

Use the recipient’s name or a proper title in the salutation. For example, “Dear Mr. John” or “Hello Prof. Smith” would be appropriate.

How can I make my email stand out?

You can use a clear and direct language, have a proper format, and organize your thoughts in a logical order. Use bullet points or numbered lists to make your email more structured.

How do I close an email properly?

Use an appropriate closing that reflects the tone and content of the email. For example, “Thank you for your consideration” or “Best regards” are common email closings.

Should I use abbreviations and acronyms in my email?

It’s best to avoid using abbreviations and acronyms that are not well-known or common. If you must use them, explain their meaning the first time they are used in the email.

Can I use emoticons in my email?

Emoticons may be appropriate in informal emails or personal correspondence but should be avoided in professional emails or when writing to someone you do not know well.

How do I include an attachment in my email?

Click on the “attach” button and choose the file you want to attach. Make sure the file size is appropriate and that you have permission to send it to the recipient.

Is it appropriate to respond to an email immediately?

It depends on the situation. If the email is urgent or requires a prompt response, you should respond as soon as possible. Otherwise, it’s acceptable to take some time to think about your response.

That’s all for now!

And there you have it! The basics of writing an enclosed document in an email. With these simple steps, you can make sure your important attachments always make it to their destination. Thanks for reading, and I hope you found this useful. Don’t forget to come back and visit for more tips and tricks to make your digital life a little easier!