What To Write When Forwarding An Email To Boss: A Comprehensive Guide
Navigating the professional landscape requires finesse, especially when it comes to email communication with your boss. Forwarding emails is a common task, but simply hitting the “forward” button often isn’t enough. Crafting a thoughtful and informative message that accompanies the forwarded email is crucial for clarity, efficiency, and projecting a professional image. This article will delve into the intricacies of what to write when forwarding an email to your boss, ensuring you communicate effectively and make a positive impression.
Understanding the Importance of a Well-Crafted Forwarding Message
Before we dive into the specifics, let’s consider why a well-written forwarding message is so important. It’s about more than just passing along information. It’s about:
- Contextualizing the Information: Your boss likely receives dozens, if not hundreds, of emails daily. Your forwarding message provides crucial context, saving them time and helping them quickly understand the relevance of the forwarded email.
- Highlighting Key Information: Instead of making your boss sift through the original email, you can pinpoint the most important details, drawing their attention to what matters most.
- Demonstrating Professionalism: A well-written message reflects your attention to detail, strong communication skills, and commitment to clarity.
- Facilitating Decision-Making: By framing the forwarded email with a clear purpose, you can help your boss make informed decisions and take appropriate action.
Crafting the Perfect Forwarding Message: A Step-by-Step Approach
Let’s break down the process of writing effective forwarding messages:
1. Subject Line: Clear and Concise
Your subject line should immediately convey the purpose of the email. Avoid vague phrases like “FYI” or “For your information.” Instead, use specific and descriptive subject lines that clearly indicate the subject of the forwarded email and the action you’re seeking (if any).
Examples:
- “Forwarded: Project Alpha - Client Feedback”
- “Forwarding: Meeting Minutes - Action Required”
- “Regarding: Customer Complaint - Please Review”
2. Salutation: Professional and Respectful
Start your message with a professional salutation.
Examples:
- “Dear [Boss’s Name],”
- “Hi [Boss’s Name],” (If you have a more informal relationship)
3. Provide Context: The “Why” Behind the Forward
This is the most crucial part. Explain why you’re forwarding the email. What’s the significance? What action, if any, is required from your boss? Be clear and concise.
Example: “I’m forwarding this email from [Sender’s Name] regarding the updated project timeline. Please review it at your convenience.”
4. Highlight Key Information: Direct Attention
Don’t assume your boss will read the entire forwarded email. Instead, summarize the most important points. If there are specific sections or attachments that require attention, mention them. Use bullet points or numbered lists to make the information easy to scan.
Example: “Key takeaways from the email include:
- The project launch is delayed by two weeks.
- The client is requesting a revised budget.
- [Sender’s Name] will be scheduling a follow-up call next week.”
5. State Your Request (If Applicable): Be Direct
If you need your boss to take action (e.g., approve something, provide feedback, make a decision), clearly state your request.
Example: “Please let me know if you approve the proposed budget revisions by Friday.”
6. Closing: Professional and Courteous
End your message with a professional closing.
Examples:
- “Sincerely,”
- “Best regards,”
- “Thank you,”
7. Include Your Signature: Maintain Professionalism
Always include your full name, job title, and contact information in your email signature. This ensures your boss can easily reach you if they have any questions.
Addressing Different Scenarios: Tailoring Your Message
The content of your forwarding message should adapt to the context of the forwarded email. Here are some examples:
Forwarding for Information Only
If the email is simply for your boss’s information, keep the message brief and to the point.
Example: “Dear [Boss’s Name], Forwarding this email from [Sender’s Name] for your awareness. No action required. Sincerely, [Your Name]”
Forwarding for Approval
Clearly state the item requiring approval and the deadline for a response.
Example: “Dear [Boss’s Name], I’m forwarding the attached proposal for your approval. Please review it and let me know if you have any questions. Your approval is needed by [Date]. Thank you, [Your Name]”
Forwarding with a Question
Pose your question clearly and concisely.
Example: “Dear [Boss’s Name], I’m forwarding this email from the client regarding the contract terms. I’m unsure how to proceed. What are your thoughts? Best regards, [Your Name]”
Forwarding a Complaint
Handle complaints with sensitivity and professionalism. Summarize the complaint and, if applicable, your proposed solution.
Example: “Dear [Boss’s Name], Forwarding the attached email regarding a customer complaint. I’ve reviewed the situation and propose [Your Proposed Solution]. Please advise. Thank you, [Your Name]”
Common Mistakes to Avoid
- Lack of Context: Failing to explain why you’re forwarding the email.
- Vague Subject Lines: Using generic subject lines that don’t convey the email’s purpose.
- Overly Long Messages: Writing lengthy messages that are difficult to read.
- Ignoring Key Information: Failing to highlight the most important details from the forwarded email.
- Lack of Proofreading: Sending emails with grammatical errors or typos.
- Using Informal Language: Maintaining a professional tone throughout your communication.
Advanced Tips for Email Forwarding Success
- Use a Consistent Format: Develop a template for your forwarding messages to ensure consistency and efficiency.
- Prioritize Clarity: Always strive for clarity and conciseness in your writing.
- Respect Your Boss’s Time: Be mindful of your boss’s time and avoid sending unnecessary emails.
- Review the Original Email: Before forwarding, quickly review the original email to ensure it’s relevant and appropriate.
- Consider Tone: Adjust your tone to match your company culture and your relationship with your boss.
FAQs: Addressing Common Concerns
Here are some frequently asked questions about forwarding emails to your boss:
What if the Original Email is Long?
Summarize the key takeaways. Don’t expect your boss to read a lengthy email in its entirety. Focus on the most critical information.
Should I Forward Emails with Sensitive Information?
Only forward emails with sensitive information if it’s absolutely necessary and you have permission. Always consider the confidentiality of the information.
How Do I Handle Attachments?
Clearly mention any attachments in your forwarding message and briefly describe their content. If the attachment is large, consider providing a link instead of forwarding it.
When Should I Call Instead of Forwarding?
If the situation is complex or requires a detailed discussion, consider calling your boss instead of relying solely on email. Email is best for straightforward information and requests.
What If My Boss Never Responds?
If you haven’t received a response within a reasonable timeframe, follow up with a brief email or a quick phone call. Be polite and professional in your follow-up.
Conclusion: Mastering the Art of Email Forwarding
In conclusion, mastering the art of forwarding emails to your boss is a critical skill for effective workplace communication. By understanding the importance of context, clarity, and professionalism, you can craft forwarding messages that are informative, efficient, and demonstrate your commitment to excellence. Remember to prioritize clear subject lines, concise summaries, and direct requests when necessary. By following the steps outlined in this guide and avoiding common pitfalls, you can ensure your emails are well-received and contribute to a positive working relationship with your boss. This approach saves your boss time, helps you make a good impression, and ultimately contributes to your professional success.