Proper Usage of 'Attached File' vs 'Attach File' in Email
Email communication is a primary form of business communication and understanding the correct terminology can significantly enhance the clarity and professionalism of your messages. One common question related to email attachments is whether to use 'attached file' or 'attach file.' This article will provide a detailed examination of these phrases to help you choose the right one, depending on the situation.
Understanding the Terminology
When you need to inform the recipient that a file has been attached to an email, the correct choice is 'attached file.' On the other hand, if you are instructing someone to include an attachment with their document, you would use 'attach file'
Example:
- File attached you use this when informing the recipient that the file is already attached.
- Attach file you would use this if you are instructing them to attach a file.
Why Use 'Attached File'?
The phrase 'attached file' is used when you need to inform the recipient that there is an attached file. In this case, the term 'attached' is functioning as an adjective, describing the state of the file. This usage is commonly employed in the opening sentences of an email. For example:
Example:
- Please find the attached file for your review.
Using 'attached' in this sentence conveys that the file is indeed included and has already been attached to the email.
Why Use 'Attach File'?
'Attach file' is an imperative statement, meaning it is a direct instruction to the recipient to attach a file to their message. This phrase is more suitable when you are providing instructions in a step-by-step process, or if you are confirming that the recipient needs to take a specific action. Here is how you might use it:
Example:
- Please send the attached file with your report.
- Please attach the file so that our team can review it.
Clarifying the Tense Issue
There is a misconception that the past tense in 'attached' is necessary because the attachment occurred in the past. While it's true that 'attached' is the past participle form, it is not being used as a verb here. Instead, it is acting as an adjective to describe the state of the file. Thus, using the past participle form is correct, even though the action could be happening at any point in time.
However, if you are speaking in the present or future tense, you might opt to use a different form:
Example:
- I will attach the file later as requested.
Using 'Attached File' in Email Compositions
When you're drafting an email and you need to include an attachment, the correct phrase to use is 'attached file.' This is particularly useful in the opening line or transitional phrases where the recipient needs to know the status of the email.
Here are some examples of how you can use this phrase effectively:
Example 1:
- Good afternoon, Alexander. Please review the attached file.
Example 2:
- Dear [Recipient], I am enclosing the attached file for your information.
Using 'Attach File' in Instructions
If you are providing instructions or confirming that the recipient needs to attach a file, use 'attach file.' This phrase is more active and encourages the recipient to take action. Here are some examples:
Example 1:
- Please attach the file and send it to me.
Example 2:
- Make sure to attach the file before sending your report.
Advanced Usage: Using 'Attached File' in Communicative Contexts
Sometimes, you might need to provide additional details about the attachment. In such cases, you can use phrases like 'attached below' or 'the file is attached below' to further clarify the message. Here are a few examples:
Example 1:
- The file is attached below for your reference.
Example 2:
- Please find the attached file below, which includes detailed information.
These phrases make the email more comprehensive and ensure that the recipient understands the context and importance of the document.
Conclusion
Choosing between 'attached file' and 'attach file' depends on the context and purpose of your email. By understanding the role of each phrase, you can communicate effectively and professionally. Use 'attached file' to inform the recipient that the document is already included, and 'attach file' to instruct them to include a document in a future email.
Remember, clarity and professionalism are key to building strong business relationships through email communication.