3 Business Email Attachment Considerations

When many thought email was falling by the wayside, working remotely became the new norm. With that, email was solidified as a professional communication tool that is here to stay.

I bet you can admit you are sending more attachments than ever. Documents, spreadsheets, PDFs, images — you name it. Things we may have provided in person on paper are now electronic docs.

Unannounced Business Email Attachments

What if the person you are sending to is not online, and their inbox gets filled? Or if you used up the last of their data allowance? You do not know what they store in their accounts or how they prefer to use their available allowances.

There could have been important emails that the recipient was expecting that were bounced back and not received. All because a sender did not take the time to consider how their actions could affect others.

A few simple considerations before clicking Send can help ensure you are seen as tech-savvy and pleasant to communicate with.

Think about the other side.

The sender often focuses only on what they want to accomplish when sending attachments. In this case, they often send their attachments to whoever they want to receive them, without thinking beyond that.

The problem with this approach is that the sender risks causing problems for the recipient, not to mention the perception that comes with being the one who causes issues. In new business relationships, we want to make great impressions — not cause problems.

Why risk shutting down the other side’s email box with those large, unannounced attachments or by using resources that may not be available? What if they have an email sent to their cell phone and have limited bandwidth?

Did you know that photo files from your camera are megabytes in size? In addition, Excel or Access spreadsheets and PDF files can easily be 5-10M. File sizes can add up fast.

Here are three issues to think about when sending business email attachments.

File Size:

Before sending any files, you should note their sizes. Anything over 500K (500,000 bytes), especially when sending multiple files over that size, should be compressed or “zipped” up.

All photo files must not exceed 1000 pixels in width. Learn how to resize or resample photos in your graphic program before sending them. If you don’t know how to resize/resample images, it’s time to learn.

There are tools and software to assist you with these tasks. Most PCs come with basic image-editing software you can use, too.

Attachment Format

You’ll never go wrong if you send your documents in PDF format. PDFs are not operating system or software-specific. The PDF reader is now installed on most computers and is free to download if your system does not already have one.

Access, PowerPoint, or Excel files can only be opened by those who own that specific software. Other platforms try to convert; however, you risk losing control over the layout and presentation. Therefore, you should always confirm if the other side has these programs before sending a file; they may be unable to open.

Another example is word processing documents. While the recipient may be able to open your attachments, once again, their software’s conversion can result in the layout not being what you intended.

Inquiring about the other side’s preferred format is a professional move. This helps avoid the embarrassment of sending files that they cannot open.

Always Ask First

Before sending any attachments, always be courteous to ask the other side when would be the best time to do so. Then be sure to send it at that prearranged time.

Especially for business-related attachments, send only during business hours, when the other side is available to keep their inbox clear. Never send unannounced attachments after business hours, when the other side may not be available to monitor their account and resources.

Remember, we just don’t know the recipient’s data, system setup, or limitations.

Business Email: Think and ask before you attach.

Too many folks are focused on completing the task at hand rather than making the extra effort to be courteous. What does that say about your ability to form long-term, mutually beneficial partnerships?

Just like anything online, thinking about how your actions can impact those you communicate with will go a long way toward being perceived as a professional folks look forward to doing business with.

Do yourself and those you email a favor; think and ask before you attach. You’ll look tech-savvy, and your contacts will undoubtedly appreciate the extra effort and courtesy.