What To Write When Forwarding An Email: Crafting Effective & Professional Messages
Forwarding emails is a daily occurrence in modern communication. But simply hitting the “forward” button isn’t always enough. To ensure your message is clear, informative, and respectful, you need to add context. This article will provide you with a comprehensive guide on what to write when forwarding an email, transforming your forwarding skills from basic to brilliant.
Understanding the Importance of Context in Email Forwarding
The primary reason for forwarding an email is to share information with someone who wasn’t originally included in the conversation. However, the original email often lacks crucial details needed by the recipient. Without proper context, the forwarded email can become confusing, leading to misunderstandings and wasted time. Adding context is about providing clarity and ensuring the recipient understands the email’s significance and their role.
Pre-Forwarding Checklist: Preparing Your Email for Success
Before you even consider hitting “forward,” take a moment to prepare your email. This pre-forwarding checklist will help you ensure your message is as effective as possible:
- Review the Original Email: Read the entire email carefully. Understand the original sender’s intent, the context, and any attachments.
- Identify the Recipient’s Needs: Consider what the recipient needs to know. What are their responsibilities? What information will be most helpful to them?
- Choose the Right Subject Line: The subject line should be clear and concise, reflecting the content and purpose of the forwarded email.
- Check for Confidentiality: Ensure the email doesn’t contain sensitive information that shouldn’t be shared. Redact any confidential details.
- Proofread Carefully: Errors in grammar and spelling can undermine your message’s professionalism.
Crafting the Perfect Forwarding Message: Essential Elements
Now, let’s dive into the core elements of a well-crafted forwarding message. This section breaks down the key components you should include:
Introducing the Forwarded Email: Setting the Stage
Start your forwarding message with a clear introduction. This immediately establishes the purpose of your email. Here are a few options:
- “Hi [Recipient Name], Please see the email below for [brief summary of the email’s content/purpose].”
- “Hi [Recipient Name], I’m forwarding this email from [Sender Name] because [reason for forwarding].”
- “Hi [Recipient Name], Following up on our conversation, I’ve forwarded the relevant email below.”
Explaining the “Why” Behind the Forward: Providing Context
This is where you provide the crucial context. Explain why you are forwarding the email and what the recipient needs to do, or what they need to know. Be specific and concise. Examples:
- “I’d like you to review this and provide your feedback by [date].”
- “This is for your information; the deadline is [date].”
- “Please see this regarding [topic]. I’m available to discuss further.”
- “This is the update on [project name]. Keep me informed on your progress.”
Highlighting Key Information: Directing Attention
Use bold text to emphasize the most important details within the original email or your forwarding message. This ensures the recipient doesn’t miss crucial information, such as deadlines, meeting times, or action items. Also, use bullet points or numbered lists for clarity.
Adding Your Personal Touch: Fostering Collaboration
If appropriate, add a personal touch to your message. This could involve asking a clarifying question, offering assistance, or expressing your expectations. This helps foster a more collaborative environment.
Closing Your Message: Ensuring a Seamless Hand-Off
End your forwarding message with a clear closing statement. This could be a simple call to action or a reiteration of your expectations. Examples:
- “Let me know if you have any questions.”
- “Please keep me in the loop on your progress.”
- “Thanks, and let me know if you need anything.”
Advanced Techniques: Elevating Your Forwarding Skills
Taking your forwarding skills to the next level involves mastering these advanced techniques:
Handling Multiple Recipients: Managing Expectations
When forwarding to multiple recipients, clearly identify each person’s role or responsibility. You can use bullet points or a separate sentence for each recipient.
Forwarding With Attachments: Ensuring Accessibility
If the original email includes attachments, mention them clearly in your forwarding message. Ensure the recipient knows what the attachments are and why they are relevant.
When to Edit the Original Email: Redacting and Clarifying
Sometimes, it’s necessary to edit the original email before forwarding. This might involve:
- Redacting Sensitive Information: Remove any confidential details.
- Clarifying Ambiguous Language: Reword unclear sentences for better understanding.
- Adding Personal Notes: Insert brief comments within the original email using brackets or a different font color.
Managing Large Email Chains: Summarizing for Efficiency
If the original email is part of a long chain, summarize the relevant information in your forwarding message. This saves the recipient time and helps them quickly grasp the key points.
Formatting for Readability: Making Your Message User-Friendly
The way you format your forwarding message significantly impacts its readability. Consider these tips:
- Use Clear and Concise Language: Avoid jargon and complex sentence structures.
- Employ Whitespace Effectively: Use paragraphs, line breaks, and bullet points to break up the text.
- Choose a Professional Font: Stick to standard fonts like Arial, Calibri, or Times New Roman.
- Keep Your Message Brief: Aim to be as concise as possible without sacrificing clarity.
Avoiding Common Mistakes: Preventing Communication Failures
Avoid these common pitfalls to ensure your forwarding messages are effective:
- Failing to Provide Context: The most common mistake. Always explain why you are forwarding the email.
- Not Highlighting Key Information: Make important details stand out.
- Ignoring the Recipient’s Needs: Tailor your message to the recipient’s role and responsibilities.
- Forwarding Without Reviewing: Always read the original email before forwarding.
- Using Informal Language: Maintain a professional tone.
Frequently Asked Questions (FAQs)
Here are some frequently asked questions to further help you with what to write when forwarding an email:
What if the original email is very long?
In this situation, summarize the key takeaways in your forwarding message. Highlight the most important points and direct the recipient to the relevant sections of the original email if they need more detail.
How do I handle urgent emails when forwarding?
Clearly state the urgency in your forwarding message. Use phrases like “urgent,” “ASAP,” or “deadline is [date].” Consider using the “High Importance” flag in your email client.
Is it okay to forward an email without the original sender’s permission?
It’s generally best practice to get the original sender’s permission before forwarding their email, especially if it contains sensitive or confidential information. When in doubt, ask!
How should I handle a chain of emails when forwarding?
Summarize the chain, focusing on the most relevant messages. Provide context for why you are forwarding the email chain and highlight any actions required.
What if the recipient doesn’t understand the original email’s subject matter?
Provide a brief explanation of the subject matter in your forwarding message. You can also include links to relevant resources or background information.
Conclusion: Mastering the Art of Email Forwarding
In conclusion, mastering the art of forwarding emails goes far beyond a simple click. By understanding the importance of context, following a pre-forwarding checklist, crafting clear and concise messages, and utilizing advanced techniques, you can transform your forwarding skills. Remember to always provide context, highlight key information, and tailor your message to the recipient’s needs. By avoiding common mistakes and embracing best practices, you’ll become a communication pro, ensuring every forwarded email is effective, professional, and contributes to smooth and efficient collaboration.