First, agree what your accountant needs
Your accountant may need the supplierās explanation as well as the invoice. Ask whether the document and your note are enough, or whether they need to read a particular original email. Choose the format based on their answer.
A PDF contains the document; an EML is a saved email. They are different files: changing .eml to .pdf does not turn an email into an invoice.
| What the recipient needs | What to send | What to check |
|---|---|---|
| The invoice and an explanation of which order it relates to | A readable PDF and a short note in a new email | The note provides the required information and the PDF is the correct document. |
| To read a particular original message from the supplier | The downloaded message as an EML, by agreement | The recipient has an approved tool to open it, and you can share the message contents. |
| The original message and the invoice itself | An EML and a separate PDF, by agreement | The recipient can access both files; you are not relying on them finding the invoice inside the EML. |
Source for this section: Google: downloading and sending emails as attachments
Illustrative example: a supplier explains in an email that the invoice covers the second part of an order. If your accountant only needs that information, put it in a note accompanying the PDF. If they want to read the supplierās explanation in the original message, agree to send an EML.
How to download the selected message from Gmail
Use Gmail on a computer and follow Googleās documented procedure. Open the particular email you want to send and use that messageās own options menu. If the thread contains several replies, check the content to make sure you have opened the right message.
- Open Gmail in a desktop browser and open the message containing the explanation needed for the invoice.
- Open its options menu and choose Download message. This is the label in Googleās English help; the menu may look different in your account.
- Find the downloaded EML where your browser saves files. Before attaching it to a new email, check its contents using the steps below.
Source for this section: Google: downloading and sending emails as attachments
Google also offers Forward as attachment. Here, you download the file first so you can inspect it before sending. For ordinary forwarding, use the separate guide to forwarding a particular Gmail message.
Open the EML and check its contents
Google says you need a desktop email application to open a downloaded EML. Ask your accountant whether their approved tool can open this format. The .eml extension alone does not guarantee the file will work in their software.
If you have a suitable tool, open the downloaded file on your computer. Confirm it is the right message and read the text, including quoted replies. Even one selected message can contain earlier conversation text.
Source for this section: Google: downloading and sending emails as attachments
Do not assume a downloaded email contains every file or everything you see in Gmail. Inspect the actual EML. If you cannot open it or safely separate unnecessary content, agree to send a PDF with a note, or ask the supplier for a new standalone message.
Attach the checked file to a new email
Create a new Gmail message, enter the recipientās address and use the file attachment button to select the checked EML. Explain in the email body why you are including the original message. If you have also agreed to send the invoice separately, attach its PDF.
Before sending, check the recipientsā full addresses and the attached files. Adapt the example below to the actual order and attach only the files you mention.
Copy the text into the email body. Change the order description and file list to match what you are actually sending.
Source for this section: Google: downloading and sending emails as attachments
The handover is complete when the recipient can open the required document and the agreed explanation. If they cannot use the EML, agree on a PDF with a note or a standalone message from the supplier. For attachment size problems, see the related guide to large Gmail attachments.
When you need an alternative to EML
An EML provides context, not proof of authenticity. Google warns that scanning an EML attachment does not confirm that the named sender actually sent the email. If the message is suspicious, verify it with the supplier using a contact you already know; do not disable protections to open the file.
Confidential mode can prevent copying or downloading text and attachments. If you cannot download the message, ask the sender for a copy you are allowed to use and share, or agree another way to send the information.
If you cannot safely share the EML or the recipient cannot open it, return to what they need: a separate PDF with an explanation, or a new message from the supplier.
Source for this section: Google: opening and downloading attachments and EML limitations