Email Attachments Etiquette
With so much business conducted via email these days, it's more important than ever to exhibit appropriate email etiquette. Even your family and friends, who might very well get more messages from you than your business associates, will appreciate a well-written, considerately packaged email. To be safe, abide by traditional business email etiquette when attaching files to any email.
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Size
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Reduce the file size of your attachments before sending them. Unnecessarily large files can clog up your recipient's inbox or even your own outbox. You also run the risk of filling up your recipient's mailbox quota, preventing them from ever receiving other emails that may be more important than yours.
Labels
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Label your attachments. Nothing is more annoying than filtering through a dozen photos labeled "IMG_209238," so name all your pictures, documents or PDF's clearly. Also keep in mind what label would most benefit your recipient. If you're emailing a resume, for example, be sure to include your name. A resume titled "My Resume" gets lost in the pile.
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Format
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Send files in industry standard formats. Typically speaking, Microsoft Word documents, PDF's, mp3's and JPG's can be opened by most users, regardless of whether they own a Mac or a PC, but when in doubt, ask you recipient which file formats they prefer.
Email Body
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Write a complete email to accompany your attachments. You don't need to -- and shouldn't -- repeat information included in the attachment, but make sure to greet your recipient, write a quick note, and include your email signature. Empty emails sent with unidentified attachments are unprofessional and will likely end up in your recipient's spam folder.
Ask Permission
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Ask for permission to send attachments. As a rule of thumb, send an introductory email requesting your contact's permission to send a follow-up email with attached materials, especially if you've never contacted them before. This gives your recipient the opportunity to warn you of any file size or format limitations, and has the added benefit of letting them know to expect something.
Anti-Virus Software
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Invest in an anti-virus software program that scans incoming and outgoing email messages. You can't count on everyone in your address book to install anti-virus software of their own, but you can be sure that if you ever infect one of them with a virus, they won't be welcoming any more attachments from you in the future.
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References
- Photo Credit typing image by Aditia Patria Warman from Fotolia.com
