Email to attach a missing document | When you’re applying for a job and realize you’ve left out an important document, it’s important to handle the situation professionally and promptly. A well-written email will show your attention to detail and help maintain your candidacy. Here’s a step-by-step guide on how to write an email to attach a missing document:
1. Use a Clear and Specific Subject Line
The subject line should be simple, informative, and directly related to the purpose of your email. This ensures that the recipient understands the context at a glance.
Examples:
- Subject: Missing Document Submission – [Your Name]
- Subject: [Your Name] – Missing [Document Name] Attached
- Subject: [Job Title] Application – Missing Document Attached
2. Greet the Hiring Manager or Relevant Contact Person
Begin your email with a polite and professional greeting. If you know the name of the hiring manager or the person in charge of the recruitment process, address them directly.
Example:
- “Dear [Hiring Manager’s Name],”
If you don’t know their name, you can use a more general greeting like:
- “Dear Hiring Team,”
- “Dear [Company Name] Recruitment Team,”
3. Acknowledge the Mistake and Apologize Briefly
In the body of the email, acknowledge that you made an oversight by leaving out a document. Apologize for the mistake, but keep the apology brief and professional.
Example:
- “I hope this email finds you well. I am writing to follow up on my application for the [Job Title] position. I realized that I accidentally omitted my [name of the missing document, e.g., ‘cover letter’, ‘reference letter’, etc.] from my initial submission. I sincerely apologize for any inconvenience this may have caused.”
4. Mention the Missing Document and Attach It
Clearly mention which document is being attached, and ensure that the document is correctly attached before sending the email. Double-check that the file name is professional and relevant to the content.
Example:
- “Please find attached the missing [Document Name].”
5. Offer to Provide Additional Information or Documents
Show that you’re willing to cooperate and offer to send any other required materials or clarifications if necessary.
Example:
- “If there are any other documents or additional information you need from me, please don’t hesitate to reach out.”
6. Close Professionally
End your email on a positive note, thanking the hiring manager or the recipient for their time and consideration.
Example:
- “Thank you for your understanding, and I appreciate your time and consideration of my application. I look forward to the opportunity to discuss my candidacy further.”
7. Sign Off
Use a formal closing statement and include your full name and contact information. You can also include your LinkedIn profile or other relevant contact details.
Examples:
- “Best regards,”
- “Sincerely,”
- “Kind regards,”
Your Full Name
Your Contact Information (e.g., phone number, email)
LinkedIn Profile (optional)
Example Template Email
Subject: Missing Document Submission – John Doe
Dear Ms. Smith,
I hope this email finds you well. I am writing to follow up on my application for the Marketing Manager position. I realized that I accidentally omitted my cover letter from my initial submission. I sincerely apologize for any inconvenience this may have caused.
Please find the missing cover letter attached to this email. If there is any additional information or documentation required, please feel free to let me know.
Thank you for your time and consideration. I look forward to hearing from you soon.
Best regards,
John Doe
[Phone Number]
[Email Address]
23 Example Email for Situations Where You Need to Attach a Missing Document
1. General Missing Document Submission
“Dear [Recipient’s Name],
I hope you are doing well. I am following up on my application for the [Job Title] position. It seems that I inadvertently omitted my [missing document, e.g., cover letter, resume] from the initial submission. Please find the missing document attached. I apologize for the oversight and appreciate your understanding.
Best regards,
[Your Name]”
2. Missing Reference Letter
“Dear [Recipient’s Name],
I hope you’re doing well. After reviewing my application for the [Job Title] role, I realized that I did not include my reference letter. I have attached it to this email. Apologies for the inconvenience, and thank you for your time and consideration.
Sincerely,
[Your Name]”
3. Missing CV/Resume
“Dear [Recipient’s Name],
I hope this message finds you well. I am writing to submit my updated CV/resume, which I mistakenly left out in my previous application. Kindly find it attached to this email.
Thank you for your understanding.
Best regards,
[Your Name]”
4. Forgotten Transcript
“Dear [Recipient’s Name],
I apologize for the inconvenience, but I realized I forgot to attach my academic transcript in my application for the [Job Title] position. I have attached the transcript here for your reference. Thank you for your patience and consideration.
Sincerely,
[Your Name]”
5. Missing Portfolio
“Dear [Recipient’s Name],
Thank you for reviewing my application for the [Job Title] role. I just realized that I neglected to include my portfolio. Please find it attached to this email.
Thank you for your understanding and time.
Best regards,
[Your Name]”
6. Missing Certificate
“Dear [Recipient’s Name],
I hope you’re well. Upon reviewing my application for the [Job Title] position, I realized that I did not include my [certificate name]. I’ve attached it to this email for your review.
Thanks for your patience.
Sincerely,
[Your Name]”
7. Missing Cover Letter
“Dear [Recipient’s Name],
I hope this message finds you well. I wanted to follow up on my application for the [Job Title] role. Unfortunately, I omitted my cover letter from the initial submission. Please find it attached here.
Thank you for your understanding, and I apologize for the oversight.
Kind regards,
[Your Name]”
8. Missing Application Form
“Dear [Recipient’s Name],
I hope you’re doing well. I realized I missed attaching my completed application form when I submitted my application for the [Job Title] position. I’ve attached the form here for your reference.
Thank you for your understanding, and I appreciate your time.
Best regards,
[Your Name]”
9. Missing Identification Document
“Dear [Recipient’s Name],
I hope this email finds you well. I noticed that I missed attaching my [identification document, e.g., passport, driver’s license] to my application for the [Job Title] position. I’ve attached it to this email.
Apologies for the oversight, and thank you for your time and consideration.
Sincerely,
[Your Name]”
10. Missing Recommendation Letter
“Dear [Recipient’s Name],
I hope you’re doing well. Upon reviewing my application for the [Job Title] position, I realized I forgot to include my recommendation letter. I’ve attached it here for your review.
Thank you for your patience and understanding.
Best regards,
[Your Name]”
11. Missing Proof of Employment
“Dear [Recipient’s Name],
I hope you are doing well. I just realized I forgot to attach my proof of employment with [Company Name] in my application for the [Job Title] role. Please find the document attached to this email.
Thank you for your understanding.
Sincerely,
[Your Name]”
12. Missing Salary History
“Dear [Recipient’s Name],
I hope you’re doing well. I recently submitted my application for the [Job Title] position and noticed that I forgot to include my salary history document. I’ve attached it here for your review.
Thank you for your understanding.
Best regards,
[Your Name]”
13. Missing Work Samples
“Dear [Recipient’s Name],
I hope this email finds you well. I noticed I forgot to include some relevant work samples in my application for the [Job Title] role. Please find the samples attached for your review.
Thank you for your consideration.
Kind regards,
[Your Name]”
14. Missing Proof of Address
“Dear [Recipient’s Name],
I hope you are doing well. I realized that I missed attaching my proof of address document as part of my application for the [Job Title] role. Please find it attached now.
Apologies for the inconvenience, and thank you for your understanding.
Best regards,
[Your Name]”
15. Missing Tax Return
“Dear [Recipient’s Name],
I hope this message finds you well. I noticed that I forgot to include my most recent tax return in my application for the [Job Title] position. I’ve attached it here for your reference.
Thank you for your time, and I apologize for the oversight.
Sincerely,
[Your Name]”
16. Missing Visa Document
“Dear [Recipient’s Name],
I hope you’re doing well. I realized I did not attach my visa document as part of my application for the [Job Title] position. I have attached it to this email.
Thank you for your patience and consideration.
Best regards,
[Your Name]”
17. Missing Tax Certificate
“Dear [Recipient’s Name],
I hope you are doing well. Upon reviewing my application for the [Job Title] position, I realized I forgot to attach my tax certificate. I’ve attached it now for your review.
Thank you for your understanding, and I apologize for the oversight.
Kind regards,
[Your Name]”
18. Missing Academic Certificate
“Dear [Recipient’s Name],
I hope this email finds you well. I just realized that I missed attaching my academic certificate with my application for the [Job Title] position. Please find it attached here.
Thank you for your time and consideration.
Sincerely,
[Your Name]”
19. Missing Insurance Details
“Dear [Recipient’s Name],
I hope you’re doing well. I just realized that I forgot to include my insurance details in my application for the [Job Title] position. I’ve attached them to this email.
Thank you for your understanding and time.
Best regards,
[Your Name]”
20. Missing Financial Documents
“Dear [Recipient’s Name],
I hope this message finds you well. After reviewing my application for the [Job Title] role, I noticed I forgot to include my financial documents. I’ve attached them here for your reference.
Thank you for your understanding and patience.
Sincerely,
[Your Name]”
21. Missing Personal Statement
“Dear [Recipient’s Name],
I hope you’re doing well. I noticed I forgot to include my personal statement in my application for the [Job Title] position. I’ve attached it here for your review.
Thank you for your time, and I apologize for the oversight.
Best regards,
[Your Name]”
22. Missing Proof of Certifications
“Dear [Recipient’s Name],
I hope this email finds you well. I just realized I omitted my [certification name] from my application for the [Job Title] position. I’ve attached it now.
Thank you for your time, and I apologize for any inconvenience this may have caused.
Best regards,
[Your Name]”
23. Missing Identification Number
“Dear [Recipient’s Name],
I hope you are doing well. I realized that I missed including my identification number in my application for the [Job Title] role. I have attached it here for your review.
Apologies for the oversight, and thank you for your patience.
Sincerely,
[Your Name]”
75 Professional Statements to Attach a Missing Document
Next we will explore short, one to two-liner statements for attaching a missing document in an email:
- “Please find the missing document attached for your reference.”
- “Apologies for the oversight, here’s the document I forgot to attach.”
- “I have attached the requested document that was missing in my previous email.”
- “Attached is the document I missed earlier; thank you for your patience.”
- “Sorry about that, here’s the missing file for your review.”
- “Please see the attached document that I inadvertently left out earlier.”
- “I’m attaching the missing document that I failed to send earlier.”
- “Kindly find the omitted document attached now.”
- “Attached is the document that was missing from my earlier submission.”
- “Apologies for the delay; please find the missing document attached.”
- “Here’s the document that was missing in my last email. Thank you for understanding.”
- “I’ve attached the missing document. Thanks for your patience.”
- “Apologies for the incomplete submission. The missing document is now attached.”
- “Attached is the missing file for your reference.”
- “Thank you for your understanding. Please find the missing document attached.”
- “I missed attaching the document earlier. It’s attached now for your convenience.”
- “Please find the necessary document attached that was omitted in my initial email.”
- “Here is the missing document that I forgot to include earlier.”
- “Apologies, I’ve attached the missing document for your review.”
- “I have now attached the file that was missing in my last email.”
- “Please find the missing document attached as requested.”
- “Here’s the document I overlooked; I’ve attached it now.”
- “My apologies for the oversight, here’s the missing document attached.”
- “I’ve attached the document that was missing in my previous message.”
- “Please find the attachment that was missing in my earlier email.”
- “I’ve realized I missed a document earlier; please find it attached now.”
- “Here’s the missing file; I apologize for the delay in sending it.”
- “I hope this email finds you well. Attached is the missing document.”
- “Please accept my apologies for the omission; the document is now attached.”
- “Here’s the document that was omitted in my previous email, attached for your convenience.”
- “Please find attached the file I forgot to send earlier.”
- “I apologize for the confusion earlier; attached is the missing document.”
- “I’ve now attached the document I accidentally left out in my first email.”
- “Please find the missing document attached, as requested.”
- “Apologies for the incomplete submission. The missing file is now attached.”
- “I’m attaching the missing document now for your review.”
- “Here’s the missing file I failed to send earlier. Thanks for your patience.”
- “Kindly find attached the missing document that was inadvertently left out.”
- “Apologies for the oversight. The document is attached now.”
- “Please find the necessary file attached that I missed earlier.”
- “I’m sending the missing document as an attachment now.”
- “Sorry for the inconvenience. Please find the missing document attached.”
- “The document I missed is now attached for your convenience.”
- “I’ve attached the document that was missing in my last email.”
- “Apologies for the delay. I’ve attached the missing file now.”
- “I’ve now attached the missing document. Thanks for your understanding.”
- “Sorry for the inconvenience, please find the missing document attached now.”
- “Here’s the missing document. I apologize for the oversight.”
- “Please find attached the document that was omitted earlier.”
- “I’ve attached the missing document now, sorry for the oversight.”
- “I’m sending the document I missed earlier. Please find it attached.”
- “Here’s the missing attachment. Thank you for your understanding.”
- “I realized I missed a document in my initial email. Here it is now.”
- “Apologies for not attaching the file earlier. It’s attached now.”
- “Thank you for your patience. The missing document is now attached.”
- “I’ve attached the missing document that was unintentionally left out.”
- “Here is the document I forgot to send earlier. My apologies.”
- “I’ve attached the file I missed earlier. Apologies for the delay.”
- “The missing document is attached now. Thanks for your understanding.”
- “Please find the missing document attached for your review.”
- “I apologize for the delay. The document is now attached.”
- “Apologies for the oversight, the missing document is attached here.”
- “Please accept my apologies. Attached is the missing file.”
- “I’m attaching the missing document now for your reference.”
- “Here’s the document that was missed. Apologies for the delay.”
- “I’ve attached the document that was omitted earlier. Thanks for your patience.”
- “Sorry for the inconvenience. The missing document is attached now.”
- “Please find the missing file attached for your review. Apologies for the delay.”
- “Attached is the document I inadvertently left out earlier. My apologies.”
- “Here’s the document that was missing from my earlier submission.”
- “I’ve attached the missing document for your reference. Thank you for your patience.”
- “Sorry for not sending it earlier. Here’s the missing document now.”
- “Please find the file I forgot to attach in my earlier email.”
- “The missing document is attached. Apologies for the delay.”
- “I’ve now attached the missing file. Thank you for your understanding.”
These short statements are ideal for quickly addressing the missing document situation while maintaining a professional tone.
These examples in this blog will help you craft your email to send a missing document professionally and effectively. Make sure to customize them according to the specific document and your situation!
Key Tips:
- Double-Check Attachments: Before hitting send, always make sure that the missing document is attached correctly.
- Politeness Goes a Long Way: Keep the tone polite and respectful to show professionalism.
- Keep it Brief: Avoid over-explaining. Acknowledge the mistake and provide the solution concisely.
- Follow Up: If you don’t hear back after a few days, it’s okay to send a polite follow-up to ensure they received the document.
