Business Email Attachment Courtesies

You make a new contact and start sending arbitrary email attachments. You mean well. After all, you want them to have all your information and know everything about you.

Unfortunately, potential partners could view this approach as inconsiderate (maybe even spammy). In personal emails, the recipient could view this approach as stalky, but that’s another discussion.

The fact is attaching a file or collection of files to an email and clicking send is not difficult. Yes, you can physically attach pretty much any file or files that you want. But that doesn’t mean you should.

You could reformat your hard drive and erase all your files too. But you don’t do that, do you? Enter knowledge, understanding, and professional courtesy.

For example, what if your contact has their email sent to their cellphone? Would those files eat up their data or storage allowances? What if their inbox has limitations (file or quota), causing subsequent emails to bounce?

Not a way to make a good impression.

Budding New Partnerships

When nurturing new business partnerships, we want to show the epitome of business courtesy. In the beginning, each side feels out the other to determine if this is the person/company they want to do business with.

To begin flooding new contacts with multi-format or multiple large file size attachments without a specific request — is spamming. It can also be a negative signal that you may not be all that tech-savvy.

The fact is, not all files are meant to go through the email pipeline. High-resolution photos, PowerPoint, and Excel files come to mind. PDFs can be huge files too.

Attaching a multitude of files in one email can add up fast. Here again, what if the other side doesn’t have PowerPoint or is on a Mac and you are on a PC?

That’s why you ask first.

It is not uncommon for me to receive highly formatted files, PowerPoint presentations, Excel spreadsheets, and RFQs that I didn’t ask for. And not personally addressed to me — a mass mailing. As a consultant, am I to spend my time reviewing and “consulting” just because unasked files land in my inbox?

What do you think that approach intimates it would be like to work with businesses that approach me in that manner?

Think Before Attaching

Most well-structured websites are clear about processes and contact channels. Not seeking those out then blindly sending attachments without any personal comments will not encourage a response.

Especially in unsolicited first contact. Doing so implies you expect them to spend valuable time to reply.

The thing is, there really is no true cold-calling online. Any level of cold-calling online is a delicate process that many do not know how to do successfully.

This is different than new contacts who are enthusiastic about getting their information to me. With new contacts, we’ve already had the first contact.

The worst online “cold” calling often results in collateral sent that does not apply to me, my services, or what I need or do. Next stop the spam folder.

This is where you really want to be judicious about what attachments you send, when you send them, and to who. You want to do your homework.

Sending After Hours

Another bad habit of those working evenings or on weekends is sending unasked for attachments outside of business hours. Not everyone may be available or monitoring their accounts off-hours.

Refrain from sending files of any kind, especially those megs in size, outside of business hours. The exception would be if you had a previous discussion with the recipient and let them know you would be sending the attachments and you have their acknowledgment.

Just Ask First

Before you send any large or software specific attachments, always ask who your contact what format works for them. Also inquire when would be the best time to do so to ensure they are there to download at their convenience.

While some may think they can send attachments when it is convenient for them, that really isn’t the best professional approach. Inquiring first reflects proper technology use with a dash of courtesy. That’s how you build a business.