Your inbox floods with emails containing mysterious attachments, and half the time you’re left guessing what they contain or why they were sent. The problem isn’t just poor communication—it’s the complete absence of context that turns simple document sharing into a frustrating puzzle. You open an attachment labeled “Report_Final_v3.pdf” with no explanation, wondering if it’s the quarterly analysis you requested last week or something entirely different.
Professional document transmission requires more than hitting “attach” and “send.” The accompanying letter or email serves as your documents’ introduction, explanation, and call to action all rolled into one. This comprehensive guide provides you with ten carefully crafted sample letters that will transform how you send attached documents, ensuring your recipients understand exactly what they’re receiving and what they need to do next.
Sample Letters of Sending Attached Documents
Each letter below demonstrates a different context and communication style, giving you versatile templates for various professional situations. You can adapt these examples to match your specific needs while maintaining their clear, purposeful structure.
1. Formal Business Proposal Submission
Subject: Proposal Submission – Marketing Strategy Enhancement Project
[Insert recipient’s address]
Dear Mr. Thompson,
I am pleased to submit our comprehensive proposal for the Marketing Strategy Enhancement Project, as requested during our meeting on March 15th. The attached document outlines our strategic approach, timeline, budget breakdown, and expected deliverables for your review.
Our team has carefully analyzed your current marketing challenges and developed a tailored solution that addresses your specific goals of increasing brand awareness by 40% and improving customer engagement metrics. The proposal includes detailed case studies from similar projects we’ve successfully completed for companies in your industry.
Please find the complete proposal attached as “MarketingStrategy_Proposal_ABC_Company.pdf.” The document contains five main sections: executive summary, current situation analysis, recommended strategy, implementation timeline, and investment requirements. We have also included appendices with supporting research data and client testimonials.
I would welcome the opportunity to discuss this proposal with you in detail. Please let me know when you would be available for a presentation meeting, as we believe a face-to-face discussion will help clarify any questions you might have about our approach.
Thank you for considering our proposal. I look forward to hearing from you soon.
Sincerely,
[Your name and designation]
2. Contract Documents Transmission
Subject: Contract Documents Ready for Your Review and Signature
[Recipient’s complete address]
Dear Sarah,
The contract documents for our upcoming collaboration are now ready for your review. I’m attaching the finalized agreement that incorporates all the terms we discussed during our negotiations last week.
You’ll find two attachments in this email: the main service agreement and the confidentiality addendum. Both documents require your signature on the designated pages, which I’ve marked with yellow sticky note indicators for your convenience. The main contract covers our service scope, payment terms, project timeline, and deliverable specifications, while the addendum addresses intellectual property protection and data confidentiality.
Please review section 4.2 regarding milestone payments, as we made a slight adjustment to the payment schedule based on your request for more flexible cash flow management. Additionally, the project start date has been moved to April 1st to accommodate your team’s availability.
Once you’ve reviewed everything, please sign both documents and return them via email scan or mail them to our office address listed in the contract header. We need the signed copies by March 28th to ensure our project timeline remains on track.
Feel free to call me at (555) 123-4567 if you have any questions or need clarification on any contract terms.
Best regards,
[Sender’s name and position]
3. Research Report Delivery
Subject: Q2 Market Research Results – Consumer Behavior Analysis
[Insert recipient’s address]
Hi Rebecca,
Your Q2 market research report is complete, and I’m excited to share the findings with you. The attached comprehensive analysis reveals some fascinating insights about consumer behavior trends that could significantly impact your product positioning strategy.
The research covers exactly what we discussed: consumer purchasing patterns, brand perception analysis, competitive landscape assessment, and demographic preference shifts. We surveyed 2,500 participants across your target markets and conducted 50 in-depth interviews with key demographic representatives.
Pay special attention to pages 23-31, which contain our recommendations for capitalizing on the emerging trends we identified. The data shows a 15% shift toward sustainable product preferences in your primary demographic, which presents a significant opportunity for your upcoming product line.
I’ve also included raw data files in Excel format for your internal analysis team. The charts and graphs in the main report can be extracted and used in your presentations—just reference our study as the source.
Let’s schedule a meeting next week to walk through the findings together. I’d love to discuss how you can implement these insights into your Q3 marketing campaigns.
Thanks for trusting us with this important research project.
Cheers,
[Your name and title]
4. Financial Documents Submission
Subject: Annual Financial Statements and Tax Documents
[Recipient’s business address]
Dear Ms. Rodriguez,
Please find attached our company’s complete financial documentation for the fiscal year ending December 31, 2024. This package includes all required statements and supporting documents for your audit review.
The attached files contain our audited financial statements, general ledger details, accounts receivable aging reports, inventory valuations, and fixed asset schedules. Each document has been prepared according to Generally Accepted Accounting Principles and reviewed by our internal finance team for accuracy and completeness.
I want to highlight several key areas that may require additional discussion during your audit process. Our inventory valuation methodology changed in Q3 to better reflect market conditions, which is detailed in Note 7 of the financial statements. Additionally, we completed a significant equipment purchase in November that affects our depreciation calculations.
All supporting documentation, including invoices, bank reconciliations, and payroll records, is organized in the shared folder link provided at the bottom of this email. Please let me know if you need any additional documents or clarifications.
We’re available for your on-site audit procedures beginning January 15th. Please coordinate with my assistant, Jennifer, to schedule the most convenient times for your team.
Thank you for your professional services.
Respectfully,
[Insert your name and role]
5. Project Status Report Distribution
Subject: Weekly Project Update – Phase 2 Completion Status
[Team members’ contact information]
Team,
Here’s this week’s comprehensive project status report covering all active workstreams and upcoming milestones. The attached document provides detailed progress updates, budget tracking, and next week’s priority tasks for each department.
I’m particularly pleased to report that we’ve completed Phase 2 ahead of schedule, finishing on Tuesday instead of the projected Friday deadline. This puts us in an excellent position to begin Phase 3 early and potentially deliver the entire project two weeks ahead of schedule.
The attached report breaks down into four main sections: completed deliverables, current challenges, resource allocation updates, and next week’s focus areas. Each department lead should review their specific section and prepare updates for Monday’s team meeting.
Special attention needed on the budget variance section—we’re currently 3% under budget due to some cost savings in vendor negotiations, but we need to discuss reallocating these funds to accelerate testing procedures.
Please review your action items listed in the appendix and confirm your availability for next week’s planned activities. If you anticipate any scheduling conflicts, let me know by Friday so we can adjust assignments accordingly.
Great work everyone on maintaining our momentum.
Best,
[Name and project title]
6. Legal Document Notification
Subject: Legal Notice – Updated Employment Agreement Terms
[Employee’s home address]
Dear Jennifer,
I am writing to notify you of important updates to your employment agreement that require your immediate attention and acknowledgment. The attached revised agreement reflects recent changes in company policy and state employment regulations.
The modifications primarily affect three areas: remote work provisions, professional development allowances, and performance evaluation procedures. These changes are effective immediately and supersede the terms in your original agreement dated January 2023.
Your new agreement includes enhanced remote work flexibility, allowing up to three days per week of home-based work with manager approval. We’ve also increased the annual professional development budget from $2,000 to $3,500 to support your career growth initiatives.
Please review the attached document carefully, paying particular attention to sections 3, 7, and 12, which contain the most significant changes. A summary of modifications is included on page 1 for your quick reference.
You have 14 days from receipt of this notice to review the terms and sign the updated agreement. Please return the signed document to Human Resources either electronically or in person. If you have questions or concerns about any provisions, please schedule a meeting with me before the signature deadline.
This update ensures your employment agreement remains current with legal requirements and company policies.
Sincerely,
[HR Director’s name and credentials]
7. Academic Document Submission
Subject: Thesis Submission – Graduate Program Requirements
[University department address]
Dear Professor Williams,
I am submitting my completed master’s thesis for your review and evaluation, fulfilling the final requirement for my graduate program. The attached document represents two years of intensive research on sustainable urban planning practices in developing economies.
My thesis, titled “Green Infrastructure Solutions for Rapid Urbanization: A Comparative Study of Three Emerging Markets,” examines innovative approaches to environmental challenges in fast-growing cities. The research includes original fieldwork conducted in Brazil, India, and Kenya, along with comprehensive data analysis and policy recommendations.
The attached PDF contains the complete thesis with all required components: abstract, literature review, methodology, findings, conclusions, and bibliography. The document follows all formatting guidelines specified in the graduate handbook, including proper citation style and page numbering.
I’ve also included supplementary materials in separate attachments: raw data files, interview transcripts, and photographic documentation from my fieldwork. This additional material supports the analysis presented in the main document and may be useful for your evaluation.
As discussed during our last advising meeting, I’m particularly interested in your feedback on Chapter 4, which presents my original framework for evaluating infrastructure sustainability in resource-constrained environments.
Thank you for your guidance throughout this research process. I look forward to your evaluation and feedback.
Respectfully submitted,
[Student name and program]
8. Insurance Claim Documentation
Subject: Auto Insurance Claim #AC-2024-78432 – Supporting Documentation
[Insurance company claims address]
Dear Claims Adjuster,
I am submitting all required documentation to support my auto insurance claim filed on March 10, 2024, following the accident that occurred at the intersection of Main Street and Oak Avenue. Your claim representative, John Martinez, requested these specific documents during our phone conversation yesterday.
The attached files include the official police report, photographs of vehicle damage from multiple angles, repair estimates from three certified auto shops, medical reports from my emergency room visit, and witness contact information. I’ve organized everything chronologically to help streamline your review process.
The police report clearly indicates the other driver ran the red light, making them at fault for the collision. This determination is supported by traffic camera footage, which the police department has made available to your investigation team.
My vehicle sustained significant damage to the front end and driver’s side, requiring extensive bodywork and mechanical repairs. The lowest repair estimate is $8,500, though I prefer using Johnson’s Auto Body due to their reputation and warranty coverage on collision repairs.
I’ve already scheduled a medical follow-up appointment for next week to assess ongoing discomfort in my neck and shoulder area. I will forward any additional medical documentation as it becomes available.
Please contact me at (555) 987-6543 if you need any additional information or documentation to process this claim.
Thank you for your prompt attention to this matter.
Sincerely,
[Policyholder’s name and policy number]
9. Training Material Distribution
Subject: New Software Training Materials – Implementation Next Week
[Training participants’ email list]
Hello Everyone,
The comprehensive training materials for our new customer relationship management system are attached and ready for your review. These documents will serve as your primary reference during next week’s training sessions and ongoing system implementation.
I’ve prepared three separate attachments to accommodate different learning styles and needs. The quick-start guide provides essential functions you’ll need immediately, the detailed manual covers advanced features and troubleshooting, and the video tutorial links document contains step-by-step visual demonstrations.
Before Monday’s training session, please review the quick-start guide and attempt the practice exercises on pages 15-20. This preliminary preparation will help you get the most value from our hands-on training time and allow us to focus on more complex functions during our sessions.
Pay special attention to the data migration section on pages 45-52 of the detailed manual. You’ll need to export your current customer data using the format specified in Appendix C before we can complete your system setup.
Training sessions are scheduled for Monday through Wednesday next week, with each department getting four hours of dedicated instruction time. Your specific session times are listed in the attached schedule.
I’m confident this new system will streamline your customer management processes and improve your productivity significantly.
See you Monday morning.
[Trainer’s name and contact information]
10. Grant Application Package
Subject: Grant Application Submission – Community Arts Education Program
[Foundation grants office address]
Dear Grant Review Committee,
Our organization is submitting this comprehensive grant application for the Community Arts Education Program, requesting $75,000 to expand creative learning opportunities for underserved youth in our district. The attached proposal package contains all required documentation as specified in your application guidelines.
The complete application includes our detailed program proposal, organizational background information, budget justification, evaluation methodology, and letters of support from community partners. We’ve also included our most recent audit results, board member list, and IRS determination letter as supporting documents.
Our proposed program would serve 200 children ages 8-16 through after-school and summer workshops in visual arts, music, and creative writing. The program addresses a critical gap in arts education access, as 85% of students in our target schools have no formal arts instruction during regular school hours.
We’re particularly excited about our partnership with the City Cultural Center, which will provide professional artist mentors and exhibition space for student work. This collaboration, detailed in our partnership agreement attachment, significantly amplifies the program’s impact and sustainability.
The requested funding would support program operations for 18 months, allowing us to serve students through two complete academic years and one summer intensive program. Our sustainability plan, outlined in section 6 of the proposal, demonstrates how we’ll continue the program through diversified funding sources.
Thank you for considering our application. We’re available to provide any additional information needed for your review process.
With appreciation,
[Organization director’s name and title]
Conclusion
Professional document transmission goes far beyond simple file sharing—it requires strategic communication that guides your recipient’s understanding and action. Each letter you send with attached documents serves as a bridge between your intentions and your recipient’s comprehension, making the difference between confusion and clarity.
Your success in professional communication often hinges on these seemingly small details. A well-crafted covering letter transforms a mysterious attachment into a valuable resource, providing context, highlighting key information, and establishing clear expectations for next steps. This approach builds trust, demonstrates professionalism, and ensures your important documents receive the attention they deserve.
Start implementing these templates immediately, adapting them to your specific situations while maintaining their clear structure and purposeful tone. Your recipients will appreciate the clarity, and you’ll find that well-communicated document sharing leads to faster responses, better understanding, and more successful outcomes in all your professional endeavors.