Effective Email Format for Sending Documents to HR

Sending documents to HR through email is a common practice nowadays. It’s convenient for both employees and the company as it saves time, money, and effort. An effective email format for sending documents to HR can help you convey your message and attachments. 

Certain things need to be considered to ensure that your message will be received and read by the intended person. This article discusses tips for composing an email with attachments and provides multiple samples as a reference to get you started. 

Tips for Writing Emails With Attachments

When sending emails with attachments, follow the tips below to ensure your message is clear and effective.

1. Clearly Mention the Attachment in Your Email

It is essential to reference the attachment in the body of the email itself. This helps ensure the recipient knows what to expect and doesn’t miss or overlook the attachment.

For example, if you’re applying for a job late, explain briefly why you missed the deadline. Also, attach your cover letter and resume to show your experience and qualifications. Keep the body text short but complete enough to provide all essential details without overwhelming the reader.

2. Use an Appropriate File Format for Attachments

Consider the type of file you’re attaching and whether it will be easily opened by the recipient. Stick to common formats like PDFs, Word documents, or JPEGs for images. Avoid obscure file types that may not be supported on all devices.

3. Keep the Attachment File Size Small

Try to limit the size of the attachment file. Large files take longer to download and can clog up someone’s inbox. If possible, compress the file or use a cloud-based service like Dropbox or Google Drive to share the content instead.

4. Consider Sending a Link Instead of an Attachment

For particularly large or complex files, consider sharing a link rather than attaching the entire document. This makes it easier for recipients to access and view the file without overloading their inboxes.

5. Don’t Send Multiple Unrelated Files in the Same Email

Finally, when sending multiple attachments within a single email, it’s generally best to keep them related and relevant to each other.

This can help prevent confusion and make it easier for recipients to find and organize the information they need. You can send multiple emails if necessary, each with a clear subject line and relevant attachments.

A person writing on a notebook with a laptop next to them
Photo by JESHOOTS.COM on Unsplash

Sample Email Format for Sending Documents to HR

If you need inspiration for an effective email format for sending documents to HR, we have compiled a list below! These samples will help you craft a clear and professional email with attachments that will be well-received by HR.

Sample 1:

Dear [HR Manager’s Name],

I hope this email finds you well. I am writing to submit the required documents as per our recent conversation.

  • Resume
  • Educational Certificates
  • Experience Letters
  • Identification Proof

Please note that all these documents are authentic and certified by relevant authorities.

I am excited about the possibility of joining your esteemed organization and contributing my skills to its growth. Please let me know if any further requirements or information are needed from my end.

Thank you for considering my application. Looking forward to hearing from you soon.


[Your Name]

Sample 2:

Dear HR Team,

I hope this email finds you well. I am writing to submit the necessary documents for my employment record. Attached, please find copies of my updated resume and certifications.

I apologize for any inconvenience this may cause and appreciate your patience in processing these documents. Please let me know if any additional forms or information are needed from me to complete this process.


[Your Name]

Sample 3:

Dear HR Manager,

I hope this email finds you well. I wanted to send you the project documents as promised. Please find attached the finalized reports, timelines, and other relevant details for our recent project.

I would like to emphasize that these documents are crucial for future reference and may be required for audit purposes. Therefore, kindly ensure they are stored securely on your end.

Should there be any further questions or clarifications needed, please do not hesitate to reach out to me. It was a pleasure working with you on this project, and I look forward to collaborating in the future.

Thank you for your time and consideration.


[Your Name]


Sending documents to HR via email can be stress-free if you follow some simple tips and use the right format. Always ensure that your email is clear and concise. Make sure to include all relevant information in the subject line and address the recipient appropriately.

Utilize the email tips and templates outlined in this post for sending documents to HR. This will make sure your attachments are easily accessible and organized. This will increase your chances of getting a prompt response from HR and avoid unnecessary delays or complications.

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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