Many professionals write emails daily about attachments and previous communications. Crafting these messages effectively makes a big difference, yet many struggle with expressing the connection between their message and referenced materials clearly.
A well-written reference email speeds up communication and prevents confusion. Here are proven examples to help you write effective business emails.
“With Reference to the Below” Email Samples
These examples show the best ways to mention attachments and previous communications professionally.
1. Project Proposal Follow-up
Subject: Project Proposal Analysis – Reference Materials Attached
Dear Mr. Thompson,
With reference to the below project proposal, I’ve completed a thorough analysis of the budget allocations and timeline projections. The spreadsheet highlights potential cost savings in three main areas while maintaining our quality standards.
The attached report breaks down each recommendation with supporting data. Please review sections 3 and 4 specifically, as they contain time-sensitive suggestions that could benefit next quarter’s planning.
Looking forward to discussing these findings during our meeting on Thursday.
Best regards, Sarah Chen
2. Product Specifications Update
Subject: Updated Product Specs – Action Required
Dear Engineering Team,
With reference to the below technical specifications, several critical updates have been made to meet new safety requirements. The revised document now includes enhanced durability testing protocols and updated material guidelines.
Please review these changes carefully and adjust your current designs accordingly. The most significant modifications appear in the structural integrity section, which now requires additional stress testing.
Your feedback on these updates is essential. Please share your thoughts by Friday.
Thanks, Robert Martinez
3. Client Agreement Revision
Subject: Contract Revisions – Please Review
Dear Ms. Anderson,
With reference to the below service agreement, our legal team has suggested several modifications to better protect both parties’ interests. The key changes focus on payment terms and service delivery timelines.
These updates aim to clarify our responsibilities while ensuring you receive the highest level of service. The highlighted sections in yellow require your specific attention and approval.
Could you please review and confirm your acceptance by end of week?
Kind regards, Michael Wong
4. Budget Approval Request
Subject: Q4 Budget Approval – Supporting Documents Below
Dear Finance Committee,
With reference to the below budget projections for Q4, I’ve included detailed breakdowns of each department’s spending requests. The figures show a 12% reduction in operational costs while maintaining our growth targets.
Each section contains historical data comparisons and ROI calculations. The executive summary on page one outlines the key strategic benefits of this allocation plan.
Please review for our discussion during Monday’s meeting.
Regards, Patricia Santos
5. Training Schedule Update
Subject: Updated Training Schedule – New Modules Added
Dear Team Members,
With reference to the below training calendar, several new skill development modules have been added based on your feedback. The updated schedule includes additional hands-on workshops and practical exercises.
Please note the new sessions marked in green, which focus on advanced technical skills many of you requested. The timing has been adjusted to accommodate different time zones.
Sign up for your preferred sessions through the HR portal.
Best wishes, David Kim
6. Research Findings Report
Subject: Research Results Analysis – Key Findings Below
Dear Dr. Reynolds,
With reference to the below research findings, our team has identified several promising patterns in the data. The statistical analysis reveals strong correlations between variables A and B, suggesting a new direction for our investigation.
The graphs on pages 4-6 visualize these relationships clearly. Would you like to schedule a call to discuss these results in detail?
Looking forward to your insights.
Best regards, Emma Thompson
7. Customer Feedback Response
Subject: Customer Survey Results – Action Plan Below
Dear Management Team,
With reference to the below customer satisfaction survey results, I’ve developed an action plan to address the main concerns raised. The data shows three key areas requiring immediate attention to improve our service quality.
The proposed solutions include staff training updates, process streamlining, and communication improvements. Each solution comes with specific metrics for tracking progress.
Let’s discuss implementation during our next team meeting.
Regards, James Wilson
8. Equipment Maintenance Request
Subject: Maintenance Schedule – Urgent Review Needed
Dear Maintenance Department,
With reference to the below equipment inspection report, several critical issues require immediate attention. The assessment shows potential safety concerns with units 3 and 4 that need addressing within the next 48 hours.
The detailed diagnostic results are highlighted in red. Could you please prioritize these repairs and confirm your availability?
Thank you for your prompt attention to this matter.
Best regards, Thomas Chen
9. Marketing Campaign Update
Subject: Campaign Performance Data – Strategy Updates
Dear Marketing Team,
With reference to the below campaign metrics, our current strategy has exceeded expectations in social media engagement but requires adjustment in email marketing. The analytics show a 45% increase in click-through rates on social platforms.
Let’s focus on replicating these successful elements across all channels. The attached plan outlines specific steps for improvement.
Please share your thoughts on these proposed changes.
Best, Lisa Rodriguez
10. HR Policy Changes
Subject: Updated HR Policies – Important Changes Below
Dear Staff,
With reference to the below policy updates, several key changes will take effect starting next month. These modifications aim to create a better work environment and provide clearer guidelines for remote work arrangements.
Please pay special attention to sections 2.3 and 4.1, which contain new procedures for time-off requests and performance evaluations.
Direct any questions to your department supervisor.
Regards, HR Department
11. Software Update Notification
Subject: System Upgrade Details – Schedule Below
Dear Users,
With reference to the below system upgrade schedule, we’ll be implementing new features and security improvements this weekend. The maintenance window will run from Saturday 10 PM to Sunday 4 AM EST.
The attached guide walks you through the new features you’ll see after the update. Please save any ongoing work before Friday evening.
Contact IT support if you experience any issues after the upgrade.
Thanks, IT Support Team
12. Sales Target Review
Subject: Q3 Sales Analysis – Performance Data Below
Dear Sales Team,
With reference to the below sales figures, we’ve achieved 85% of our Q3 targets with notable success in the western region. The data shows particular strength in our new product lines.
The attached breakdown highlights top-performing areas and opportunities for growth. Let’s build on this momentum for a strong Q4 finish.
Keep up the excellent work.
Best regards, Sarah Peters
13. Project Timeline Adjustment
Subject: Revised Project Schedule – Updates Below
Dear Stakeholders,
With reference to the below project timeline, we need to make several adjustments to accommodate recent supplier changes. The updated schedule maintains our final delivery date while redistributing intermediate milestones.
Key changes appear in bold, with affected dependencies clearly marked. Please review these modifications and share any concerns.
Your quick feedback will help us stay on track.
Regards, Project Management Office
14. Supply Chain Update
Subject: Supply Chain Modifications – New Procedures Below
Dear Vendors,
With reference to the below supply chain procedures, we’re implementing new tracking systems starting next month. These changes will streamline delivery confirmations and payment processing.
The new protocol requires barcode scanning at three checkpoints. Training materials are attached for your team’s reference.
Please confirm receipt and understanding of these new requirements.
Best regards, Procurement Team
15. Quality Control Report
Subject: QC Findings – Immediate Action Required
Dear Production Team,
With reference to the below quality control report, recent inspections have identified minor inconsistencies in product finish. While all items meet safety standards, these variations could affect customer satisfaction.
The attached documentation shows specific examples and recommended adjustments to our processes.
Please implement these changes starting with tomorrow’s production run.
Thanks, Quality Control Department
16. Employee Training Feedback
Subject: Training Program Evaluation – Results Below
Dear Department Heads,
With reference to the below training feedback survey, participants showed high satisfaction with hands-on modules but requested more practical exercises. The data indicates strong interest in advanced technical sessions.
Based on these insights, we’ve prepared an enhanced curriculum for next quarter. Please review and approve the proposed changes.
Your input helps us deliver better training outcomes.
Best regards, Training Coordinator
17. Financial Report Analysis
Subject: Monthly Financial Review – Analysis Below
Dear Board Members,
With reference to the below financial statements, our Q2 performance shows strong growth in new market segments while maintaining healthy profit margins. The cash flow projections indicate stable positioning for planned expansions.
The executive summary highlights key metrics and strategic implications. These results support our proposed growth initiatives.
Ready to discuss details during the board meeting.
Regards, Chief Financial Officer
18. Customer Service Guidelines
Subject: Updated Service Protocols – New Standards Below
Dear Customer Service Team,
With reference to the below service guidelines, we’re introducing enhanced protocols for handling premium client requests. These updates aim to reduce response times and improve satisfaction ratings.
The new procedures include priority routing and dedicated follow-up processes. Training sessions start next week.
Please study these changes before Monday’s team meeting.
Best regards, Customer Service Manager
19. Website Update Notification
Subject: Website Changes – Launch Schedule Below
Dear Content Team,
With reference to the below website updates, we’re ready to launch the new features this Thursday. The changes include improved navigation and enhanced mobile responsiveness.
Please review your section’s content one final time before the go-live date. Report any formatting issues immediately.
Final checks must be completed by Wednesday afternoon.
Thanks, Digital Team
20. Compliance Update
Subject: New Compliance Requirements – Action Items Below
Dear Department Managers,
With reference to the below regulatory updates, several new compliance measures take effect next quarter. These changes affect reporting procedures and documentation requirements.
The summary document outlines your department’s specific responsibilities and deadlines. Training materials will follow next week.
Schedule your team briefings accordingly.
Best regards, Compliance Officer
Wrap-up: Professional Email Reference Examples
Writing effective reference emails requires attention to detail and clear communication. These examples demonstrate how to maintain professionalism while clearly connecting your message to supporting materials. Use them as templates, adapting the language and structure to fit your specific needs. Remember that clarity and specificity will always lead to better results and fewer misunderstandings.