What To Write When Forwarding An Email: Mastering Email Etiquette
Email forwarding is a common practice in today’s digital communication landscape. Whether it’s sharing information, coordinating schedules, or simply passing along a funny meme, the ability to forward emails is a fundamental aspect of online correspondence. However, simply hitting the “forward” button without proper context can lead to confusion, miscommunication, and even frustration. This article dives deep into the art of email forwarding, providing you with the knowledge and skills to craft effective and professional forwards that leave a positive impression.
Understanding the Purpose of Email Forwarding
Before you even think about typing a word, consider why you’re forwarding the email. Is it for information, action, or simply to keep someone in the loop? Defining the purpose is the first step in crafting a clear and concise forward. Your message should directly support that purpose. A well-crafted forward saves time and ensures the recipient understands the intent behind the communication.
Crafting a Compelling Subject Line for Your Forward
The subject line is the first thing the recipient sees. It’s your opportunity to grab their attention and clearly indicate the email’s content. Avoid generic subject lines like “FWD: Email” or “Forwarded Message.” Instead, create a subject line that provides context and highlights the key information. Consider these examples:
- “Action Required: Regarding Project Alpha - Please Review”
- “FYI: Sales Report for Q3 - Shared for Your Information”
- “Interesting Article: [Original Subject Line] - Thought You’d Find This Useful”
The goal is to make the subject line informative and action-oriented, helping the recipient prioritize the email.
The Anatomy of a Well-Written Forwarding Message
Your forwarding message is more than just a prelude to the original email. It’s your chance to add value, provide context, and guide the recipient. Here’s a breakdown of the essential elements:
Adding a Personalized Greeting
Start with a professional and friendly greeting. Use the recipient’s name if you know it. If you’re forwarding to a group, a general greeting like “Hi Team” or “Hello Everyone” is acceptable.
Clearly Stating the Reason for Forwarding
Immediately state why you’re forwarding the email. Be direct and specific. For example: “I’m forwarding this email from John Smith regarding the upcoming conference. Please review the attached agenda.”
Summarizing the Key Points (If Necessary)
If the original email is lengthy or complex, provide a brief summary of the key takeaways. This saves the recipient time and helps them quickly grasp the essential information. Focus on the most important details.
Highlighting Action Items or Requests
If the recipient needs to take action based on the forwarded email, clearly state what you expect of them. Use phrases like:
- “Please review this and let me know your thoughts by Friday.”
- “Could you please follow up with the client on this issue?”
- “I need your approval on the attached document.”
Closing with a Professional Sign-Off
End your message with a professional closing, such as “Best regards,” “Sincerely,” or “Thank you.” Include your name and title (if applicable) in your email signature.
Examples of Effective Email Forwarding Messages
Let’s look at some practical examples to illustrate these principles:
Example 1: Forwarding for Action
Subject: Action Required: Contract Review - [Client Name]
Hi Sarah,
I’m forwarding this contract from [Client Name]. Please review it and let me know if you have any questions or concerns. Your feedback is needed by the end of the day.
Best regards,
[Your Name]
[Your Title]
Example 2: Forwarding for Information
Subject: FYI: New Marketing Strategy - [Department Name]
Hello Team,
I’m forwarding this email from the Marketing Department regarding the new marketing strategy. Please take a look at it for your information. No action is required at this time.
Best regards,
[Your Name]
[Your Title]
Common Mistakes to Avoid When Forwarding Emails
- Not Adding Context: Simply forwarding the email without any explanation is a frequent error. Always provide context.
- Ignoring the Original Sender’s Wishes: Be mindful of the original sender’s request. If they explicitly stated not to forward the email, respect their wishes.
- Forwarding Personal Information Without Permission: Never forward private or confidential information without the sender’s explicit consent.
- Including Irrelevant Information: Remove any unnecessary attachments or previous email chains that are not relevant to the recipient.
- Poor Grammar and Spelling: Always proofread your forwarding message to ensure it is clear and professional.
Adapting Your Forwarding Style for Different Audiences
Your forwarding style should adapt to the recipient and the situation. Consider these factors:
- Professional vs. Personal: For professional contacts, maintain a formal and respectful tone. For friends and family, a more casual approach is acceptable.
- Internal vs. External: Internal communications can be slightly less formal, but clarity is always paramount. External communications require a higher level of professionalism.
- Urgency: If the email requires immediate action, clearly state the urgency in your message.
Formatting Tips for Enhanced Readability
- Use Bullet Points: Break up long paragraphs with bullet points to highlight key information.
- Use Bold Text: Emphasize important words or phrases to draw the recipient’s attention.
- Keep it Concise: Avoid unnecessary jargon or overly lengthy explanations. Get to the point.
- Check for Formatting Issues: Ensure that your message is properly formatted and easy to read on different devices.
Email Forwarding in Different Professional Contexts
The approach to forwarding emails will vary by profession.
- Sales: Sales professionals often forward emails to their team for follow-up or to track progress.
- Project Management: Project managers regularly forward emails related to tasks, deadlines, and updates.
- Customer Service: Customer service representatives forward emails to escalate issues or seek clarification.
FAQs About Forwarding Emails
What if I need to forward an email that contains sensitive data? Always exercise extreme caution. If the data is highly sensitive, consider redacting parts of the email, removing attachments, or contacting the original sender for permission before forwarding. If you are unsure, err on the side of caution and do not forward the email.
How do I handle long email chains when forwarding? Carefully assess the email chain. If the entire history is relevant, you can include it. However, in most cases, it’s best to summarize the relevant information and only include the most important parts of the chain.
Is it okay to forward emails to someone without the original sender’s knowledge? Ideally, you should inform the sender if you intend to forward their email to a third party. This is especially important if the email contains personal or confidential information.
What if I’m not sure who the right person is to forward the email to? If you’re unsure, consider forwarding the email to your manager or a colleague who can help you determine the appropriate recipient. It’s better to seek guidance than to send the email to the wrong person.
How can I improve my email forwarding skills overall? Practice, practice, practice! Pay attention to how others forward emails, and learn from their successes and mistakes. Regularly review your own forwards and identify areas for improvement.
Conclusion: Mastering the Art of the Forward
Effectively forwarding emails is an essential skill in today’s workplace. By understanding the purpose of forwarding, crafting compelling subject lines, providing clear context, and avoiding common mistakes, you can ensure that your forwards are informative, professional, and well-received. Remember to tailor your approach to the recipient and the situation, and always prioritize clarity and respect for the original sender. By mastering the art of email forwarding, you can streamline communication, enhance collaboration, and leave a lasting positive impression.