Ask Before Attaching Huge Business Files

Good business practices involve courtesies, right? Before sending attachments of any kind, always ask first when would be the best time to send them. Let the other side know what the file(s) contain, what format they are in and when would be best to send them their way. This gives the other side the opportunity to be there waiting for your attachments so that they can keep their inbox clear.

Why advise the file formats? If the other side doesn’t have Excel — they won’t be able to open that 2M spreadsheet you sent without notice. If the other side doesn’t have PowerPoint, they won’t be able to view that fancy-schmancy 10M sales pitch they didn’t ask for in the first place. You get the idea! Not everyone will have the same software or version for that matter for you to assume they will be able to open any files you choose to arbitrarily send.

When it comes to business, never send unannounced attachments outside of business hours just because that is more convenient for you. Only send during business hours and ask first. Nothing like coming in on a Monday morning to find that someone filled your inbox at 11p Saturday night sending you attachments you didn’t ask for or knew were coming. Mail bouncing all weekend — who knows what important e-mails or opportunities bounced all because you wanted to get some work done off-hours.

The last thing you want to do is shutdown someone’s e-mail box because you were only interested in what you wanted to do at the moment. You simply do not know the other side’s e-mail activity or inbox capacity to assume.

If you are not sure about file sizes or do want to send outside of business hours, use this nifty service, YouSendIt.com, that lets you upload your files and then sends the recipient an e-mail that the file is waiting for them to download at their convenience.

Always ask first before sending attachments and you will offer a level of courtesy rarely found online. Aren’t you a pleasure to do business with!