Sending attachments via email is an everyday activity for most people who correspond with others via the Internet these days – which is just about everyone. When these correspondences are casual, you don’t need to put much thought into the type of files that you are attaching. However, if the email is professional or academic in nature, than you should be considering what the best route would be for presenting the information that you are attaching.
For example, if you are sending a resume or CV to a potential employer, proposals to clients, or samples of your work for acceptance into an academic program, then there should be a higher level of professionalism associated with your attachments.
PDFs and Professionalism
A good idea when sending important documents via email attachment is to send them as PDFs. The PDF file format is great for professional correspondence because it’s compact, efficient and most importantly, universal. If you are sending your resume or proposals as Microsoft Word or Excel files, you are running the risk that the person you are sending them to does not use these programs – which will often lead to your documents not looking exactly as you wanted them to when putting them together.
Sending such documents as PDFs allows you to avoid the chances of this happening, since the PDF you created will look identical no matter what platform the person you are sending your files to is using.
PDFs allow you to package your attachments professionally, which can really make all the difference when you are trying to get the attention of a potential employer or client.
Securing your Documents
Are you sending data and statistics that are very sensitive in nature? Creating the document as a PDF also enables you to secure this content so that it cannot be tampered with or edited. This is something that is highly recommended for students who are emailing papers or essays that they do not want stolen for them, and for businesspeople that need to send important statistics and figures via email that are to be viewed but not changed in any way.
So now that you know about the benefits that come with sending your email attachments as PDFs, finding a way to convert documents into PDF before attaching and sending them is the next step.
Software such as the Sonic PDF Creator is a brilliant solution for anyone who is looking to turn documents of various formats into high quality PDFs. Simply take your MS Word, Excel or PowerPoint document and create PDF files out of them while retaining the structure and form of the original document accurately. After creating the PDF, you will also have the ability to secure it via passwords, watermarks or a variety of other privacy measures, if the information you are sending is sensitive.
And now you are ready to send your document. Simply attach your new compact and universal PDF file to your email and send it. There is a good chance that the person who is receiving it will appreciate the gesture greatly, and of course, it will give your correspondence an air of professionalism that will set you apart and establish you as a serious an knowledgeable contact.