Is it correct to write “Please find attached the following reports”?
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hollandsam
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The phrase "Please find attached the following reports" is a common but debated expression in professional communication, raising questions about its formality, clarity, and effectiveness in modern correspondence.
Analysis of Original Phrase
While technically correct and widely used in professional settings, the phrase "Please find attached the following reports" has both strengths and potential drawbacks. It effectively directs attention to attachments and maintains a formal tone suitable for business correspondence. However, some argue it's redundant, as modern email clients clearly display attachments, making the "find" instruction unnecessary. The phrase also employs passive voice, which some writing guides advise against for the sake of directness and clarity. Despite these considerations, its widespread use and familiarity in professional contexts contribute to its continued acceptance and effectiveness in conveying the presence of attached documents.
Alternative Attachment Phrases
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Several alternative phrases can effectively introduce attachments in professional correspondence:
- "I've attached the following reports:" - A direct, active voice option.
- "Please see the attached reports:" - Maintains formality while being more concise.
- "The following reports are attached to this email:" - Clearly specifies the location of the attachments.
- "Attached, you'll find the following reports:" - Preserves a formal tone with a more active structure.
- "I'm sending you the following reports as attachments:" - A conversational approach that explicitly states the action.
Usage Considerations
When deciding on the most appropriate phrase to introduce attachments, consider the following factors:
- Audience: Formal business communications, especially with unfamiliar recipients or in hierarchical situations, may benefit from traditional phrasing. More casual or frequent correspondence might allow for less formal alternatives.
- Organizational culture: Some companies have specific preferences or style guides for email communication.
- Personal style: Choose a phrase that feels natural while maintaining professionalism.
- Clarity: Ensure the chosen phrase clearly indicates the presence of attachments for review.
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