10 Effective Sample Email Templates for Sending Documents to Company

Are you tired of sending emails to companies that don’t get a response? Do you wish there was a way to streamline the process and improve your chances of getting a reply? Look no further because we have the solution for you!

We’ve created a sample email for sending documents to companies that is not only professional, but increases the likelihood of a response. This email template can be edited to fit your specific needs and documents.

By following our template, you’ll be able to provide the necessary information in a clear and concise manner, making it easy for the recipient to understand your request. Additionally, our template includes a call-to-action that creates a sense of urgency, encouraging the recipient to respond promptly.

Don’t waste any more time sending emails that go unnoticed. Use our sample email for sending documents to companies and experience the satisfaction of finally getting a response. Check out the example below to get started.

Sample Email:

Subject: Request for [Document Name] – [Your Name]

Dear [Recipient’s Name],

I hope this email finds you well. I am writing to request [Document Name] as part of the [specific project/purpose] that I am currently working on.

Attached to this email, you will find [Document Name]. Please review the document and let me know if any further information is required. I would greatly appreciate your prompt response.

Thank you for your time and assistance.

Best regards,

[Your Name]

Feel free to use this sample as a starting point for your own email. With a little customization, you’ll be on your way to more effective communication with companies.

The Best Structure for Sending Documents to a Company

When it comes to emailing documents to a company, there are a few key components that should be included in the email structure. Tim Ferris, author and productivity expert, suggests using a clear and concise format that is easy for the recipient to read and understand. Here are some tips for structuring your email when sending documents to a company:

1. Begin with a clear subject line

The subject line should clearly convey the purpose of the email and the documents being attached. A vague or unclear subject line can result in your email being overlooked, so it’s important to make it clear from the get-go what you’re sending and why.

2. Address the recipient properly

Start your email with a polite greeting and address the recipient by name if possible. This helps to establish a rapport with the person you are emailing and shows that you are taking the time to be courteous and respectful.

3. Provide a brief overview of the attached documents

In the body of the email, provide a short summary of the documents that are attached. This can help the recipient understand what they are looking at and what they should be focusing on.

4. Attach the documents

Make sure to attach the documents you are referring to in the email. Double-check that you attached the correct files before hitting ‘send.’

5. Include any necessary context or additional information

If there is any additional context or information that is relevant to the documents you are sending, make sure to include it in the email body. This can help the recipient understand the documents and their significance.

6. End with a clear call to action

End your email with a clear call to action, such as letting the recipient know when they can expect to hear back from you or asking for confirmation that they received the documents.

By following these tips and using a clear and concise email structure, you can make sure that your message is received and understood by the company you are emailing. Keep in mind that your email is often the first impression you make on the company, so it’s important to put your best foot forward.

Email Templates for Sending Documents to a Company

Submitting Required Documents for Employment

Dear Hiring Manager,

I am submitting the required documents as mentioned in the job advertisement, as part of my application for the position of Marketing Coordinator at XYZ Corporation. The documents include my resume, a cover letter, and my portfolio of work samples.

Please let me know if there are any further documents or information that you require for my application. I look forward to hearing from you.

Thank you for considering my application.


John Smith

Sending Documents for a Business Contract

Dear [Recipient’s Name],

Please find attached the documents required for the business contract between our companies. As per our discussion, the documents include the contract agreement, financial statements, and relevant licenses and permits.

If you have any questions or require further clarifications, please do not hesitate to reach out to me. I look forward to our continued business partnership.

Thank you and best regards,

[Your Name]

Submitting Invoices

Dear [Accounts Payable Manager],

I am submitting the following invoices for payment:

  • Invoice #001 – $200
  • Invoice #002 – $500
  • Invoice #003 – $1000

Please let me know if you require any further information regarding these invoices.

Thank you for your prompt attention to this matter.


[Your Name]

Providing Customer Feedback

Dear [Customer Service Manager],

I am writing to provide feedback on my recent experience with your company. Firstly, I would like to say that I was really impressed with the prompt response and helpfulness of your customer service team.

However, I did notice that the product packaging could be improved, as the item I received was slightly damaged. I have attached a picture of the damage for your reference.

I hope that this feedback is helpful in improving your products and services. Thank you for your attention to this matter.

Best regards,

[Your Name]

Submitting a Proposal

Dear [Client Name],

Please find attached our proposal for [Project Name]. The proposal includes a detailed project plan, timeline, and budget estimate.

We are confident that our proposal meets the requirements outlined in our earlier discussions. Please let us know if you have any questions or require any further information.

Thank you for considering our proposal. We look forward to the opportunity to work together.


[Your Name]

Sending Receipts for Reimbursement

Dear [Manager’s Name],

I am submitting receipts for the following expenses incurred during my business trip to [Location Name]:

  • Hotel Accommodations – $500
  • Airfare – $350
  • Meals – $150
  • Taxi – $50
  • Parking – $25

Please let me know if you require any further information or documentation. Thank you for your prompt attention to this matter.

Best regards,

[Your Name]

Submitting a Request for Personal Information

Dear [HR Manager],

I am writing to request a copy of my personnel file in accordance with our company’s policy. Please let me know what documents and information are required to complete this request.

Thank you for your assistance in this matter.


[Your Name]

Tips for Sending Documents Via Email to a Company

Whether you are a job seeker, a student or an entrepreneur, sending documents via email is a common practice. However, not many people know how to send the perfect email that will not only make a lasting impression but also ensure that documents are received and acknowledged promptly. In this article, we outline some of the tips that can help you send an effective email to a company, whether you are sending job application documents, business proposals, or any other type of material.

Subject line matters

The subject line of your email is the first thing that the recipient will see. Ensure that it is short, precise and relevant. The recipient should be able to tell what the email is about just by reading the subject line. Avoid using vague subject lines that can easily be ignored. For instance, if you are sending job application documents, you can use a subject line such as “Application for XYZ position”.

Be clear and concise

When writing the email content, be clear and concise. Use simple language and avoid jargon that the recipient may not understand. Keep in mind that the person reading the email may be busy and may not have time to decipher long paragraphs. Get straight to the point and avoid beating around the bush.

Attach documents appropriately

Make sure that you attach the documents correctly. If you have several documents, ensure that you name them accordingly so that the recipient can easily identify them. Avoid attaching large files that may take a long time to download. Consider compressing the files or using document sharing platforms such as Dropbox and Google Drive.

Include a clear call to action

In the email, make sure that you indicate what action you want the recipient to take. For instance, if you are sending job application documents, indicate that you would like the recipient to confirm receipt of the documents and request an interview. Include your contact details so that the recipient can easily get in touch with you.

Proofread and edit

Finally, before hitting send, make sure that you proofread and edit the email. Check for spelling and grammar errors as these can make you appear unprofessional. You may also want to get someone else to read the email to ensure that it makes sense and that you have included all the necessary details.

In conclusion, sending documents via email can be stressful but with these tips, you can ensure that your email is professional, concise and gets the attention that it deserves. Remember to maintain a polite and courteous tone throughout the email and avoid using caps lock or excessive exclamation marks. With these tips, you can increase your chances of getting that dream job or closing that business deal.

Frequently Asked Questions about Sample Email for Sending Documents to Company

What should be included in the subject line of the email?

The subject line should be clear and concise, indicating the purpose of the email. For example, “Sending Documents for Contract Review.”

What documents should be attached to the email?

The specific documents required will depend on the purpose of the email. Make sure to only attach documents that are relevant to the email’s purpose and requested by the recipient.

Should I provide a brief message in the email body?

Yes, it’s essential to include a brief message in the email body indicating the purpose of the email and any action required from the recipient.

Is it necessary to address the email to a specific individual?

If you know the recipient’s name, it’s always best to address the email to them directly. However, if you’re unsure who will be receiving the email, you can use a generic salutation such as “Dear Sir/Madam.”

What’s the recommended file format for the attached documents?

The recommended file format for attached documents is PDF, as it’s universally accepted and preserves the original document’s formatting.

What should I do if the attached documents are too large to send via email?

You can try compressing the files or using a file-sharing service to send the documents. Avoid sending large files via email as they may not be delivered or cause issues for the recipient.

Should I include contact information in the email body?

Yes, it’s a good practice to include your contact information in case the recipient needs to follow up with you. Provide your full name, email address, and phone number.

Is it important to proofread the email before sending?

Yes, it’s essential to proofread the email for grammatical errors, spelling mistakes, and other issues before sending it. This will ensure that the email is professional and effective.

How long should I wait for a response from the company?

Give the company at least a few days to review your email and documents. If you haven’t received a response within a week, you can follow up with the recipient to check on the status of the request.

Wrap It Up

And that’s it! Now that you have a better idea of how to effectively send your documents to a company, you’ll be able to streamline your communication and get more done in less time. Thanks for reading this article, and be sure to come back for more tips and tricks soon. We’ll be sure to keep you up-to-date with all the latest in business and communication, so stay tuned!