Business Email Attachment Courtesies

You make a new contact, and the conversation begins via email. Then, you start sending random 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 jumping the gun (maybe even spammy). In personal emails, the recipient might perceive this approach as stalky, but that’s a separate discussion. The point is that neither is good.

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

You could also reformat your hard drive and erase all your files. But you don’t do that, do you? Enter knowledge, understanding, and, particularly in the case of new business contacts, professional courtesy.

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

What if they are not at all interested in what you arbitrarily send? Not a way to make a good impression.

Budding New Business Partnerships

When nurturing new business partnerships, we strive to exemplify the highest standards of business courtesy. Initially, each side assesses the other to determine if this is the person or 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 considered presumptive. It can also signal that you may not be all that tech-savvy.

The fact is, not all files are intended to be processed through the email pipeline. High-resolution photos, PowerPoint, and Excel files come to mind. PDFs can also be very large files.

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.

I often receive highly formatted files, including PowerPoint presentations, Excel spreadsheets, and RFQs, that I didn’t request. 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 says about what it would be like to work with businesses that approach me in that manner? The first thing that comes to mind is that they do not value my time.

Think Before Attaching

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

Particularly in unsolicited first-contact situations. Sending large, unasked-for files implies you expect them to spend valuable time reviewing and replying. Whether they want to or not.

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

This differs from new contacts, who are enthusiastic to share their information with me. With new connections, we’ve already made first contact, and some informational attachments make sense.

The worst online “cold” calls often result in collateral that doesn’t apply to me, my services, or what I need — next stop, the spam folder.

This is where you want to be judicious about which attachments you send, when, and to whom. You want to do your homework.

Sending After Hours

Another bad habit among those who work evenings or weekends is sending unsolicited attachments outside business hours. Unfortunately, not everyone may be available or monitoring their accounts outside of business hours.

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

Just Ask First

Before sending large and software-specific attachments, always ask your contact what file format works for them. Better yet, confirm they even want to receive them by asking first, “Would you mind if I sent you…?”

Also, inquire about the best time to send your files to ensure they are available for download at their convenience. Then follow through at the requested timeframe.

While some may think they can send attachments at their convenience, that isn’t the best professional approach. Instead, inquiring first reflects proper technology use with a dash of courtesy. That’s how you build a successful business.