Email templates for sharing a document
When you send a document with "see attached", you get feedback on whatever the reader happens to notice. Telling them what kind of input you need, and by when, gets you useful comments faster. This template does that in four lines, and the link comes straight from your clipboard so you never paste the wrong one.
;em-doc;em-doc in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
For documents people should know about but don't need to comment on.
When you need an approval, not comments.
When to use it
- Sending a draft for feedback, where you want specific input.
- Sharing a final version for approval.
- Keeping someone informed without asking them to do anything.
What to avoid
- Don't send a document with no indication of what you want from the reader.
- Don't attach large files when a shared link will do; links keep comments in one place.
- Don't forget to check sharing permissions before you send.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Name
{fill:Name} - The reviewer.
- Document
{fill:Document} - What it is, e.g. "the first draft of the Q4 plan".
- Clipboard
{clipboard} - Pastes whatever you last copied, such as an order number or a link, into that spot.
- Feedback wanted
{fill:Feedback wanted} - The specific question, e.g. "whether the budget section is realistic".
- Deadline
{fill:Deadline} - When you need comments or approval.
- Cursor
{cursor} - Where your cursor lands after the snippet expands, so you can start typing the personal part straight away.
Tips
- •Copy the share link, type ;em-doc, and {clipboard} places it in the email; this avoids the classic wrong-link mistake.
- •In the FYI version, {cursor} leaves you ready to write the one-line summary, which is the part people actually read.
- •Asking people not to proofread a draft often gets you better structural feedback.
Works in Gmail, Outlook, Slack and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Questions
What do you write when sending a document by email?
What it is, what you want the reader to do with it, and by when. Include the link in the body and check the sharing permissions.
Is "please find attached" still OK?
It's fine but says nothing. "Here's the draft plan for your review" does the same job and tells the reader what to expect.
Related templates
Forward with context
;gm-fwdGmail
Hi [Recipient name], Forwarding the thread below from [Original sender]. Short version: [One-line summary]. What I need…
Follow-up email
;em-followupEmail & out of office
Hi [Name], Following up on [Topic]. To keep things moving, I need [What you need] by [Deadline]. If it's easier, a one-l…
Polite reminder
;em-remindEmail & out of office
Hi everyone, A quick reminder that [Task] is due [Due date]. You can do it here: [clipboard] If you've already done it,…
Type ;em-doc, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
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