When you send a professional email, you expect the recipient to open it, review any attachments, and take action. However, the phrase “Please Find Attached” has become almost formulaic. It’s often the default phrase people use when sending an email with an attachment, but its overuse can actually have the opposite effect, making your message easy to ignore. You might think it’s polite and professional, but in reality, this phrase doesn’t do much to grab attention. If you’re wondering why “Please Find Attached” isn’t enough anymore, you’re not alone. Many professionals have started realizing that it’s time to change the way they communicate in emails.
As attachments continue to be an integral part of business communication, getting your recipients to open and read your files is more important than ever. Simply adding “Please Find Attached” doesn’t cut it anymore. In this blog, we’ll explore why this phrase isn’t as effective as it used to be and how you can improve your email communication strategy.
Why “Please Find Attached” is Losing Its Impact
Emails are an essential part of everyday communication, especially in the professional world. However, with the growing volume of emails, many people have started ignoring those that don’t stand out. “Please Find Attached” is now seen as a generic, overused phrase that doesn’t convey any real value or urgency.
Here are a few reasons why this phrase has lost its effectiveness:
1. It Lacks Personalization
When you use “Please Find Attached,” you’re not adding any personalized context. Recipients are far more likely to engage with emails that have a clear purpose and a direct call to action. Instead of simply telling them that something is attached, you can explain why it matters and how it relates to the email’s purpose.
2. People Are Too Busy
In today’s work environment, professionals are busy and overwhelmed by an influx of emails daily. If your email sounds too formal or mechanical, it may get lost in the shuffle. By just saying “Please Find Attached,” you’re not creating any urgency or highlighting the importance of the attached content.
3. It’s Overused
Overusing this phrase has desensitized recipients to its meaning. Everyone expects attachments in professional emails, so simply stating that something is attached doesn’t create any impact.
How to Make Your Emails Stand Out Without Relying on “Please Find Attached”
Now that we’ve covered why “Please Find Attached” doesn’t hold as much weight anymore, let’s talk about some strategies to make your emails more engaging and effective.
1. Use a More Descriptive Subject Line
A clear, engaging subject line is one of the most important parts of an email. It’s the first thing the recipient sees, and it determines whether they’ll open your message. Instead of simply relying on “Please Find Attached,” try giving your subject line some context.
Examples:
- Proposal for Marketing Campaign Attached
- Updated Financial Report: Please Review the Attached Document
- Action Required: Review the Attached Meeting Notes
A specific and action-oriented subject line gives the recipient a reason to open the email immediately.
2. Provide Context and Purpose
The body of your email should make it clear why the attachment is important and how it benefits the recipient. Instead of simply saying, “Please Find Attached,” try offering a brief summary of the attachment’s contents. This shows respect for the recipient’s time and encourages them to open the file.
Example:
- “Attached is the updated marketing proposal for your review. I’ve included the revised budget and timeline. Please let me know if you have any questions or if we can move forward with the next steps.”
3. Use Clear Calls to Action
A good email always has a clear call to action. Telling the recipient exactly what you want them to do with the attachment helps avoid any confusion. Instead of just saying “Please Find Attached,” add a sentence like:
- “Please review the attached report and provide feedback by Friday.”
- “Let me know your thoughts on the proposal attached, and feel free to schedule a meeting if needed.”
This gives the recipient clear instructions on how to engage with the attachment.
4. Use Bullet Points for Clarity (When Necessary)
In some cases, adding bullet points to highlight key items in the attachment can be beneficial. This makes it easier for recipients to understand the content of the file at a glance.
Example:
- The attached report includes the following updates:
- Sales performance for Q1
- New marketing strategies for Q2
- Updated budget allocations
By summarizing the key points in the body of the email, you help recipients quickly identify the attachment’s value.
The Importance of Professional Tone and Language
While “Please Find Attached” may be seen as outdated, maintaining a professional tone in your emails is still essential. Your communication should strike a balance between friendly and professional, ensuring that you convey respect for the recipient’s time. Instead of sounding overly formal with “Please Find Attached,” aim for a tone that’s direct, clear, and respectful.
How People Respond to Email Attachments
Research shows that email open rates are highest when the subject line is specific and the content is clear. A survey by HubSpot revealed that 33% of people are more likely to open an email if the subject line mentions something directly related to them. Additionally, emails with personalized content and specific calls to action tend to have better response rates.
Email Open Rates Based on Subject Line Specificity
| Subject Line Type | Open Rate (%) |
|---|---|
| Generic Subject Line | 15% |
| Specific/Actionable Subject | 33% |
| Personalized Subject Line | 50% |
The data confirms that personalization and clear calls to action significantly improve the chances of your email being read and acted upon.
Conclusion
As attachments continue to be an essential part of email communication, it’s crucial to evolve the way you present them. “Please Find Attached” may have been a standard phrase for years, but it no longer stands out in today’s fast-paced, high-volume email environment. By crafting emails that are clear, personalized, and action-oriented, you’ll ensure your messages get the attention they deserve. Remember, it’s not enough to simply say “Please Find Attached”—you need to provide context, a call to action, and a reason for the recipient to engage with your content.
FAQs
1. Is it unprofessional to stop using “Please Find Attached”?
No, it’s not unprofessional. In fact, many professionals are moving away from this phrase and finding more effective ways to communicate the importance of attachments.
2. What should I say instead of “Please Find Attached”?
You can use alternatives such as “I’ve attached the document for your review” or “Please see the attached report for details.”
3. How can I increase the chances of my attachments being opened?
Personalize your subject line, provide a clear summary of the attachment’s content, and include a specific call to action.
4. Can bullet points help make my email clearer?
Yes, using bullet points to summarize key information in the attachment can help recipients quickly understand the main points without having to open the attachment right away.
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