In professional communication, conveying your message clearly and politely is crucial. The phrase “Please find attached” is a common way to indicate that you’ve included a document or file with your message.
However, relying on the same phrase repeatedly can make your writing sound monotonous. Understanding the nuances of different alternatives not only enhances your writing style but also ensures clarity and professionalism.
This guide explores various ways to express the same idea, providing you with a range of options to suit different contexts and audiences. Whether you are a student, professional, or anyone looking to improve their communication skills, this article will help you master more sophisticated and effective ways to present attachments in your written communication.
Table of Contents
- Introduction
- Definition and Context
- Structural Breakdown
- Types and Categories of Alternatives
- Examples of Alternatives
- Usage Rules and Considerations
- Common Mistakes to Avoid
- Practice Exercises
- Advanced Topics
- Frequently Asked Questions
- Conclusion
Definition and Context
What Does “Attached” Mean?
The term “attached” in the context of electronic communication refers to files or documents that are included with an email or message. These attachments can be anything from PDF documents and spreadsheets to images and presentations.
The phrase “Please find attached” is used to inform the recipient that the mentioned file is included with the message and is ready for their review or use. It serves as a courteous way to draw attention to the attached file and prompt the recipient to open it.
Why Use Alternatives?
While “Please find attached” is perfectly acceptable, overuse can make your communications sound repetitive and impersonal. Exploring alternative phrases can help you:
- Enhance Clarity: Some alternatives are more specific about the contents or purpose of the attachment.
- Improve Tone: You can adjust the level of formality and politeness based on your relationship with the recipient.
- Show Professionalism: Using varied language demonstrates attention to detail and strong communication skills.
- Avoid Repetition: Keeps your emails and messages from sounding monotonous.
Structural Breakdown
The basic structure of a sentence indicating an attachment typically includes:
- An introductory phrase: This sets the context and alerts the recipient to the attachment.
- A verb: This action word describes the act of attaching or providing the document (e.g., “find,” “see,” “included”).
- The word “attached” or a synonym: This specifies the method of delivery.
- A noun phrase: This identifies the specific document or file being attached.
For example, in the sentence “Please find attached the report,” the components are:
- Introductory phrase: “Please find”
- Verb: “find”
- Word indicating attachment: “attached”
- Noun phrase: “the report”
By understanding this structure, you can create various alternative phrases while maintaining clarity and professionalism. Modifying the introductory phrase or verb allows for a wide range of options.
Types and Categories of Alternatives
Alternatives to “Please find attached” can be categorized based on their tone and purpose:
Direct Statements
These are straightforward and to the point, suitable for internal communications or when the recipient is already familiar with the context.
Polite Requests
These phrases add an extra layer of courtesy, ideal for external communications or when addressing superiors or clients.
Descriptive Statements
These provide more information about the content or purpose of the attachment, enhancing clarity and context.
Action-Oriented Statements
These prompt the recipient to take a specific action with the attachment, such as reviewing or signing it.
Examples of Alternatives
Here are some specific examples of alternatives, categorized by type, with explanations of their usage.
Direct Statement Examples
These examples are concise and suitable for internal communications or when the recipient is familiar with the context:
The following table presents a list of direct statement examples, each accompanied by a description of its appropriate use and context.
| Alternative Phrase | Context/Usage |
|---|---|
| The report is attached. | Simple and direct; suitable for internal emails where formality is less important. |
| I’ve attached the document. | Informal and personal; appropriate for colleagues or familiar contacts. |
| The file is attached. | Generic and straightforward; useful when the specific document is understood. |
| Attached you’ll find the invoice. | Slightly more formal than the previous examples but still direct. |
| The presentation is included below. | Clearly states that the presentation is included, suitable for internal use. |
| Find the contract attached. | Suitable for quick internal communications. |
| The spreadsheet is attached for your review. | Direct and informative, specifying the purpose of the attachment. |
| I have attached the minutes from the meeting. | Clear and direct, specifying the content of the attachment. |
| The updated proposal is attached. | Simple and conveys that the proposal has been updated. |
| Attached is the agenda for tomorrow’s meeting. | Direct and informative, identifying the attachment’s content and purpose. |
| The images are attached. | Suitable for sending multiple image files. |
| Attached, the latest version of the manual. | Direct and clear, indicating the attachment is the latest version. |
| I’m attaching the signed document. | Informal and personal, yet clear about the attachment’s status. |
| The budget is attached for your reference. | Direct and informative, specifying the purpose of the attachment. |
| Attached are the notes from the conference. | Clear and direct, specifying the content of the attachment. |
| Included is the project timeline. | Direct and clear, specifying the content of the attachment. |
| The outline is attached. | Simple and suitable for internal emails. |
| I’ve attached the summary. | Informal and personal, suitable for colleagues. |
| The data is attached. | Generic and straightforward. |
| Attached, the list of attendees. | Direct and informative. |
| The analysis is included. | Clear and direct. |
| The form is attached below. | Suitable if the attachment is placed at the bottom of the email. |
| I’ve attached the instructions. | Informal and suitable for colleagues or familiar contacts. |
| The document you requested is attached. | Direct and confirms the recipient’s request has been fulfilled. |
| Attached you’ll find the details. | Slightly formal but still direct and clear. |
| The required form is attached. | Clear and indicates the form is necessary. |
Polite Request Examples
These examples add a touch of courtesy, making them suitable for external communications or when addressing superiors:
The following table presents a list of polite request examples, each accompanied by a description of its appropriate use and context.
| Alternative Phrase | Context/Usage |
|---|---|
| Please see the attached report. | Polite and professional; suitable for most business communications. |
| Kindly find the document attached. | More formal and courteous; appropriate for external clients or superiors. |
| Please review the attached file. | Directs the recipient to review the file, suitable for project-related communications. |
| You’ll find the invoice attached for your convenience. | Adds a touch of consideration; suitable for invoices or financial documents. |
| Please find the presentation included below. | Polite and clear, indicating the presentation is included. |
| Please take a look at the attached contract. | Polite and invites the recipient to review the contract. |
| Kindly review the attached spreadsheet. | Formal and courteous, asking the recipient to review the spreadsheet. |
| Please find the minutes from the meeting attached for your reference. | Polite and informative, specifying the content and purpose of the attachment. |
| Please review the updated proposal attached. | Polite and directs the recipient to review the updated proposal. |
| Kindly find the agenda for tomorrow’s meeting attached. | Formal and courteous, specifying the attachment’s content and purpose. |
| Please see the attached images. | Polite and suitable for sending multiple image files. |
| Please find the latest version of the manual attached. | Polite and clear, indicating the attachment is the latest version. |
| Please review the signed document attached. | Polite and directs the recipient to review the signed document. |
| Kindly find the budget attached for your reference. | Formal and courteous, specifying the purpose of the attachment. |
| Please find the notes from the conference attached. | Polite and clear, specifying the content of the attachment. |
| You’ll find the project timeline included. | Polite and clear, specifying the content of the attachment. |
| Please find the outline attached. | Polite and suitable for various communications. |
| Kindly review the attached summary. | Formal and courteous, asking the recipient to review the summary. |
| Please see the attached data. | Polite and straightforward. |
| Please find the list of attendees attached. | Polite and informative. |
| Please review the included analysis. | Polite and clear. |
| Please find the form attached below for your completion. | Polite and directs the recipient to complete the form. |
| Kindly review the attached instructions. | Formal and courteous, asking the recipient to review the instructions. |
| Please find the document you requested attached. | Polite and confirms the recipient’s request has been fulfilled. |
| You’ll find the details attached for your perusal. | Polite and invites the recipient to examine the details. |
| Please find the required form attached. | Polite and indicates the form is necessary. |
Descriptive Statement Examples
These examples provide more context about the attachment, helping the recipient understand its purpose:
The following table presents a list of descriptive statement examples, each accompanied by a description of its appropriate use and context.
| Alternative Phrase | Context/Usage |
|---|---|
| I’m attaching the report for your review. | Specifies the purpose of the attachment, suitable for project updates. |
| Attached is the invoice for services rendered. | Provides context about the invoice, suitable for billing communications. |
| The presentation slides are attached for your reference. | Clearly states the content and purpose, useful for post-meeting follow-ups. |
| I have attached the contract for your signature. | Indicates the required action, suitable for legal or agreement-related emails. |
| Attached is the data sheet containing the experimental results. | Provides detailed information about the attachment’s content. |
| I’m attaching the spreadsheet showing the budget breakdown. | Specifies the content of the spreadsheet, useful for financial discussions. |
| Attached are the minutes from the meeting for your records. | Provides context about the minutes, suitable for distributing meeting summaries. |
| The updated proposal is attached, highlighting the changes. | Specifies that the proposal has been updated and highlights the changes. |
| Attached is the agenda for tomorrow’s meeting, outlining the key topics. | Provides context about the agenda, useful for preparing attendees. |
| I’ve attached the images from the event, showcasing the highlights. | Specifies the content of the images, suitable for sharing event photos. |
| Attached is the latest version of the manual, with updated instructions. | Specifies that the manual has been updated and includes new instructions. |
| I have attached the signed document, confirming the agreement. | Indicates that the document has been signed and confirms the agreement. |
| Attached is the budget for the upcoming quarter, detailing the expenses. | Provides context about the budget, useful for financial planning. |
| I’m attaching the notes from the conference, summarizing the key takeaways. | Specifies the content of the notes and summarizes the key points. |
| Attached is the project timeline, outlining the key milestones. | Provides context about the timeline, useful for project management. |
| I’m attaching the outline for the presentation, detailing the structure. | Specifies the content of the outline and details the structure. |
| Attached is the summary of the research findings, highlighting the key results. | Specifies the content of the summary and highlights the key results. |
| I have attached the data used for the analysis, providing the raw numbers. | Specifies the content of the data and its purpose. |
| Attached is the list of attendees for the workshop. | Provides context about the list, useful for event coordination. |
| I’m attaching the analysis of the market trends, detailing the key insights. | Specifies the content of the analysis and details the key insights. |
| Attached is the form you need to complete for the application process. | Provides context about the form and its purpose. |
| I’m attaching the instructions for setting up the software. | Specifies the content of the instructions and their purpose. |
| Attached is the document you requested regarding the new policy. | Confirms the recipient’s request has been fulfilled and specifies the document’s content. |
| I have attached the details of the upcoming conference. | Specifies the content of the details and their purpose. |
| Attached is the required form for submitting your expenses. | Indicates the form is necessary and specifies its purpose. |
Action-Oriented Statement Examples
These examples prompt the recipient to take a specific action, such as reviewing, signing, or providing feedback:
The following table presents a list of action-oriented statement examples, each accompanied by a description of its appropriate use and context.
| Alternative Phrase | Context/Usage |
|---|---|
| I’ve attached the report for your review and feedback. | Specifically requests feedback, suitable for collaborative projects. |
| Please sign the attached contract and return it to me. | Clearly states the required action, suitable for legal or agreement-related emails. |
| Kindly review the attached file at your earliest convenience. | Adds a sense of urgency, suitable for time-sensitive requests. |
| I’ve attached the document for your approval. | Indicates that the document requires approval, suitable for managerial communications. |
| Please complete the attached form and submit it by Friday. | Provides a deadline for completion, suitable for administrative tasks. |
| I’ve attached the spreadsheet for you to update with the latest data. | Directs the recipient to update the spreadsheet, useful for data collection. |
| Please review the attached minutes and let me know if you have any corrections. | Requests corrections, suitable for ensuring accuracy in meeting summaries. |
| I’ve attached the updated proposal for your final approval. | Indicates the proposal needs final approval, suitable for project sign-offs. |
| Please review the attached agenda and come prepared to discuss each point. | Directs the recipient to prepare for the meeting, useful for effective discussions. |
| I’ve attached the images for you to use in the presentation. | Directs the recipient to use the images, suitable for sharing resources. |
| Please review the attached manual and familiarize yourself with the new procedures. | Directs the recipient to familiarize themselves with the procedures. |
| I’ve attached the signed document for your records. | Indicates the document is for record-keeping purposes. |
| Please review the attached budget and provide your feedback by next week. | Requests feedback on the budget, useful for financial planning. |
| I’ve attached the notes for you to distribute to the team. | Directs the recipient to distribute the notes, suitable for team communications. |
| Please review the attached timeline and confirm that the deadlines are feasible. | Requests confirmation of feasibility, useful for project management. |
| I’ve attached the outline for you to expand with more details. | Directs the recipient to expand the outline, suitable for collaborative writing. |
| Please review the attached summary and provide your insights. | Requests insights on the summary, useful for gathering opinions. |
| I’ve attached the data for you to analyze and draw conclusions. | Directs the recipient to analyze the data, suitable for research projects. |
| Please review the attached list and confirm the accuracy of the information. | Requests confirmation of accuracy, useful for data validation. |
| I’ve attached the analysis for you to challenge and refine. | Directs the recipient to challenge and refine the analysis. |
| Please complete the attached form and return it to us as soon as possible. | Requests timely completion and return of the form. |
| I’ve attached the instructions for you to follow step by step. | Directs the recipient to follow the instructions carefully. |
| Please review the attached document and let me know if you have any questions. | Invites questions and clarifications on the document’s content. |
| I’ve attached the details for you to consider before making a decision. | Directs the recipient to consider the details carefully. |
| Please review the attached form and ensure all fields are correctly filled. | Directs the recipient to ensure accuracy in the form’s completion. |
General Attachment Examples
The following table provides a variety of general examples suitable for different contexts, offering a range of options for indicating attachments in your communications.
| Alternative Phrase | Context/Usage |
|---|---|
| I am sending you the report as an attachment. | Formal and clear, suitable for professional communications. |
| The document has been attached to this email. | Direct and informative, suitable for formal contexts. |
| Please find the report in the attachment. | Standard and polite, suitable for general business communications. |
| I’ve included the file with this message. | Informal and friendly, suitable for internal communications. |
| The required information is attached. | Clear and direct, suitable for providing necessary details. |
| I’ve included the spreadsheet for your reference. | Friendly and informative, suitable for sharing data. |
| The minutes are attached for your review. | Direct and clear, suitable for distributing meeting summaries. |
| The updated proposal is attached for your consideration. | Polite and informative, suitable for presenting refined proposals. |
| The agenda is attached so you can prepare for the meeting. | Helpful and informative, suitable for ensuring meeting readiness. |
| I’ve attached the images from the event. | Simple and clear, suitable for sharing event photos. |
| The latest manual version is attached. | Direct and concise, suitable for providing updated instructions. |
| The signed document is attached for your records. | Clear and informative, suitable for official documentation. |
| The budget is attached for your perusal. | Formal and polite, suitable for financial planning discussions. |
| I’ve attached the notes from the conference. | Simple and clear, suitable for sharing conference notes. |
| The project timeline is attached for your reference. | Informative and helpful, suitable for project management. |
| The outline is attached to help guide you. | Helpful and informative, suitable for providing structure. |
| I’ve attached the summary for your convenience. | Friendly and informative, suitable for quick overviews. |
| The data is attached for further analysis. | Clear and direct, suitable for research purposes. |
| The list of attendees is attached for your information. | Informative and clear, suitable for event coordination. |
| I’ve attached the analysis for your review. | Simple and direct, suitable for sharing analytical insights. |
| The form is attached for you to fill out. | Direct and practical, suitable for requesting information. |
| I’ve attached the instructions for ease of use. | Helpful and clear, suitable for guiding users. |
| The document you need is attached. | Direct and helpful, suitable for fulfilling requests. |
| I’ve attached the details for your consideration. | Polite and informative, suitable for providing important information. |
| The required form is attached below for your convenience. | Clear and helpful, suitable for administrative tasks. |
Usage Rules and Considerations
Choosing the right alternative depends on several factors:
Formality Level
Consider your relationship with the recipient. Use more formal language for external clients or superiors and less formal language for colleagues.
Audience Awareness
Tailor your language to the recipient’s understanding and expectations. Avoid jargon or overly technical terms if they are not familiar with the subject matter.
Clarity and Specificity
Ensure your message is clear and specific. If the purpose of the attachment is not obvious, provide additional context.
Tone and Professionalism
Maintain a professional tone, even in informal communications. Avoid slang or overly casual language.
Common Mistakes to Avoid
Here are some common mistakes to avoid when indicating attachments:
- Not mentioning the attachment at all: Always explicitly mention the attachment in your message.
- Using vague language: Be specific about what the attachment contains.
- Overusing “Please find attached”: Vary your language to avoid repetition.
- Forgetting to actually attach the file: Double-check that the file is attached before sending the message.
Here’s a table illustrating common mistakes with corrections:
| Incorrect | Correct |
|---|---|
| Report attached. | The report is attached for your review. |
| Find attached. | Please find the document attached. |
| I’ve sent you the thing. | I’ve attached the presentation slides. |
| (No mention of attachment in the email body) | Please see the attached contract for your signature. |
Practice Exercises
Test your understanding with these practice exercises:
Exercise 1: Choosing the Right Phrase
Choose the most appropriate alternative to “Please find attached” for each scenario:
| Scenario | Possible Alternatives | Correct Answer |
|---|---|---|
| Sending a report to your manager. | a) Report attached. b) Please see the attached report. c) I’ve included the report. | b) Please see the attached report. |
| Sending an invoice to a client. | a) Invoice attached. b) Kindly find the invoice attached. c) I’ve attached the invoice. | b) Kindly find the invoice attached. |
| Sending presentation slides to colleagues after a meeting. | a) Slides attached. b) The presentation slides are attached for your reference. c) See slides attached. | b) The presentation slides are attached for your reference. |
| Sending a contract for signature. | a) Contract attached. b) Please sign the attached contract and return it to me. c) I’ve included the contract. | b) Please sign the attached contract and return it to me. |
| Sending data sheets to a research team. | a) Data sheets attached. b) Attached is the data sheet containing the experimental results. c) Here are the data sheets. | b) Attached is the data sheet containing the experimental results. |
| Sending a spreadsheet to a team member for updates. | a) Spreadsheet attached. b) I’ve attached the spreadsheet for you to update with the latest data. c) Check out the spreadsheet. | b) I’ve attached the spreadsheet for you to update with the latest data. |
| Sending meeting minutes to attendees for review. | a) Minutes attached. b) Please review the attached minutes and let me know if you have any corrections. c) Here are the minutes. | b) Please review the attached minutes and let me know if you have any corrections. |
| Sending an updated proposal to a client for final approval. | a) Updated proposal attached. b) I’ve attached the updated proposal for your final approval. c) Proposal attached. | b) I’ve attached the updated proposal for your final approval. |
| Sending an agenda to meeting attendees. | a) Agenda attached. b) Please review the attached agenda and come prepared to discuss each point. c) Here’s the agenda. | b) Please review the attached agenda and come prepared to discuss each point. |
| Sending images to a designer for a presentation. | a) Images attached. b) I’ve attached the images for you to use in the presentation. c) Here are some images. | b) I’ve attached the images for you to use in the presentation. |
Exercise 2: Rewriting Sentences
Rewrite the following sentences using alternatives to “Please find attached”:
| Original Sentence | Rewritten Sentence |
|---|---|
| Please find attached the document you requested. | The document you requested is attached. |
| Please find attached the invoice for your payment. | Attached is the invoice for your payment. |
| Please find attached the report for your review. | I’m attaching the report for your review. |
| Please find attached the contract for your signature. | Please sign the attached contract and return it to me. |
| Please find attached the presentation slides. | The presentation slides are attached for your reference. |
| Please find attached the spreadsheet for analysis. | I’ve attached the spreadsheet for you to analyze. |
| Please find attached the minutes for your review. | Please review the attached minutes and let me know if you have any corrections. |
| Please find attached the updated proposal. | The updated proposal is attached for your consideration. |
| Please find attached the agenda for the meeting. | The agenda is attached so you can prepare for the meeting. |
| Please find attached the images from the event. | I’ve attached the images from the event. |
Exercise 3: Identifying Appropriate Alternatives
For each of the following scenarios, identify three appropriate alternatives to “Please find attached” that would be suitable for the context.
| Scenario | Alternative 1 | Alternative 2 | Alternative 3 |
|---|---|---|---|
| Sending a financial report to the CFO. | Kindly review the attached financial report. | The financial report is attached for your perusal. | Please find the financial report attached for your review. |
| Sending a draft proposal to team members for feedback. | I’ve attached the draft proposal for your feedback. | Please review the attached proposal and provide your insights. | The draft proposal is attached for your review and comments. |
| Sending legal documents to a client for signature. | Please sign and return the |