#44 Asking to Be Connected to the Person in Charge｜Business English Expressions
Izumi English Morning
#63 Sending Files｜English Business Phrases
Izumi
In business settings, it is common to send files such as documents, images, and reports to colleagues, supervisors, and clients.
When communicating in English, clearly stating the purpose of sending the file, the content of the attachment, and any follow-up actions helps prevent misunderstandings and potential issues.
In this article, I explain useful English expressions for sending files via email.
Contents
Dialogue
I’ve just finished updating the report. Should I send the file to you now?
Yes, please. Could you also include the chart from last week’s meeting?
I’ll attach both files and send them over in a minute.
Let me know if the file is too large to send.
No problem. If there’s an issue, I’ll upload them to a shared folder instead.
1. Offering to Send a File
When offering to send a file in English, expressions that show consideration for the other person’s situation are preferred.
The phrase “Should I send the file to you now?” is a polite, soft request that conveys respect for the recipient’s timing or preference.
- Should I send the file to you now?
Comparison of Similar Expressions：
| Expression | Nuance |
|---|---|
| Would you like me to send it now? | A polite phrasing that asks for the recipient’s preference |
| Do you want me to send it? | Slightly more casual; suitable for internal communication |
| I can send it now if you’d like. | A suggestion that adjusts to the other person’s needs |
“Should I ～?” and “Would you like me to ～?” are especially useful when you want to show respect for the recipient’s schedule or preference.
2. Sending an Attachment
When sending files, it is important to clearly state what you are sending so the recipient can easily understand the content.
- I’ll attach both files and send them over.
The verb “attach” is standard in business communication and is used frequently in emails and messaging tools.
The phrase “send them over” is a formal expression meaning “to send,” and works well across email, Teams, Slack, or any platform.
3. Anticipating Issues When Sending Files
Large attachments often fail to send or may not reach the recipient. Because this is a common issue, adding a short, considerate remark is helpful.
- Let me know if the file is too large to send.
This shows that you are prepared to respond promptly if an issue occurs.
Other useful follow-up expressions:
- Let me know if the attachment doesn’t go through.
- Let me know if you have trouble opening the file.
- Please tell me if anything looks incorrect.
4. Offering an Alternative When You Cannot Attach the File
In business communication, using cloud storage is common when email attachments are too large.
In the conversation example, the speaker offers an alternative solution:
- I’ll upload them to a shared folder instead.
The word “instead” means “as an alternative” and is useful when presenting another option.
Other possible expressions:
- I can upload the files to the cloud if that works better.
- I’ll share the download link once it’s ready.
- I can send a compressed file if needed.
Providing alternatives helps prevent inconvenience and builds trust with the recipient.
Summary
- Should I send the file to you now?
→ A polite expression for offering to send a file. - I’ll attach the file and send it over.
→ Used to clearly explain what is being attached. - Let me know if the file is too large to send.
→ Shows consideration for possible sending issues. - I’ll upload it to a shared folder instead.
→ An alternative when attachments cannot be sent.
