How to Professionally Forward an Email Sample: Essential Etiquette for Seamless Communication

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Email recipients will think about senders when receiving forwarded emails. Therefore, make sure to follow best practices for email forwarding, such as writing a subject line that accurately reflects the content of the forwarded message and includes a short note in the body of the email that explains why you are forwarding it. This will help to ensure that your recipients understand the context of the message and that they are more likely to read it. Also, you should use “Fw:” before the subject line to make clear that it’s forwarded email and don’t change the original subject line of the email you’re forwarding.

Forwarding an Email Professionally

Forwarding emails is an essential part of workplace communication. To maintain professionalism and clarity, it’s crucial to follow the following guidelines:

Subject Line

• Re: [Original Subject Line] | Retains the original subject, indicating that the email is forwarded.
• FW: [Original Subject Line] | Similar to "Re:", but explicitly adds "Forward" to the subject.
• [Original Subject Line] from [Sender’s Name] | Adds the sender’s name for reference in a collaborative environment.

Body

• Forward with a Brief Introduction

  • Include a short note at the beginning, such as "For your information" or "Please review and advise."

• Review the Forwarded Content

  • Ensure the forwarded content is relevant and appropriate for the recipients.
  • Edit out any unnecessary or sensitive information.

• Add Context and Instructions

  • Provide additional information or context to help recipients understand the purpose of the email.
  • If necessary, include specific instructions or action items.

Attachments

• Attach Relevant Files

  • Include any files or attachments that were previously shared in the original email.
  • Ensure that the attachments are relevant and not overly large.

• Delete Unnecessary Attachments

  • Remove any attachments that are no longer necessary or may clutter the recipients’ inbox.

Recipients

• Select Appropriate Recipients

  • Forward the email only to individuals who need to be aware of the content.
  • Avoid forwarding to excessive amounts of people.

• Use BCC for Privacy

  • When forwarding an email to a group of people and you want to conceal their email addresses, use the BCC (blind carbon copy) field.

Tone and Language

• Maintain a Professional Tone
  • Use formal language and respectful greetings.
  • Avoid using slang or colloquialisms.

Sample Forwarding Email

Subject: FW: Project Collaboration

Hi [Recipient's Name],

I'm forwarding this email from [Sender's Name] regarding the upcoming project collaboration.

Please review the attached presentation and let me know your thoughts. We're hoping to finalize our plan by next week.

Thanks,
[Your Name]

Professional Email Forwarding Examples

To Inform of Absence

Hi [Recipient’s Name],

I hope this email finds you well. I’m writing to forward the email below, which contains an update on my absence from work.

• Start date: [Start Date]
• End date: [End Date]
• Reason for absence: [Reason]

To Request Collaboration

Hi [Colleague’s Name],

Could you please review the attached email and provide your feedback on the following project?

• Project name: [Project Name]
• Deadline: [Deadline]
• Your task(s): [Task(s) to be completed]

To Share Information

Hi Team,

I’m forwarding this email to provide you with an update on the latest company policy. Please review the attached document carefully and ensure compliance.

• Policy name: [Policy Name]
• Effective date: [Effective Date]
• Key points: [Summary of key points]

To Delegate a Task

Hi [Employee’s Name],

I’m forwarding this email with a task that needs to be completed. Please refer to the details below and let me know if you have any questions.

• Task: [Task description]
• Deadline: [Deadline]
• Reporting requirements: [Reporting requirements]

To Follow Up

Hi [Recipient’s Name],

I’m following up on the email I sent you on [Date]. Would you be able to provide an update on the status of [Previous topic]?

Thank you for your attention to this matter.

To Introduce a New Employee

Hi Team,

I’m delighted to introduce you to [New Employee’s Name], our new [Job Title].

• Responsibilities: [Responsibilities]
• Start date: [Start Date]

Please join me in welcoming [New Employee’s Name] to our team.

How to Professionally Forward an Email (Without Examples)

How do I forward an email professionally and effectively?

Email forwarding is a common task in the workplace, and it’s important to do it professionally. Here’s a step-by-step guide on how to forward an email professionally:

1. Review the email. Before you forward an email, take a moment to review it and make sure you understand the content. This will help you decide who to forward it to and how to frame your message.
2. Add a clear subject line. The subject line of your forwarded email should be clear and concise, and it should accurately reflect the content of the email. If the original subject line is not clear, you may want to edit it.
3. Include a brief introduction. In the body of your forwarded email, include a brief introduction that explains why you are forwarding the email and to whom. For example, you could say, "I am forwarding this email to you because I thought you would be interested in it."
4. Be selective about who you forward the email to. Only forward emails to people who need to see them. Avoid forwarding emails to large groups of people, as this can be annoying and unproductive.
5. Be respectful of the sender’s privacy. If the email contains sensitive information, be sure to get permission from the sender before you forward it. You should also be mindful of the sender’s privacy settings and follow any instructions they have provided.
6. Proofread your email before sending it. Before you hit send, take a moment to proofread your email for any errors. This will help you avoid sending an email with typos or other mistakes.

How can I add context or commentary to a forwarded email?

When you forward an email, you may want to add context or commentary to help the recipient understand the email or its relevance to them. Here’s how to do it:

1. Use the body of the email to explain why you are forwarding the email and to whom. For example, you could say, "I am forwarding this email to you because I thought you would be interested in it. It contains information about the upcoming project deadline."
2. Use the subject line to provide additional context. For example, you could add the project name or deadline to the subject line.
3. Use the "Comments" field to add additional notes or commentary. The "Comments" field is located at the bottom of the email composition window.

How can I forward an email without including the original attachments?

If you do not want to include the original attachments in your forwarded email, you can remove them before sending the email. Here’s how to do it:

1. Open the email that you want to forward.
2. Click on the "Attachments" tab.
3. Select the attachments that you want to remove.
4. Click on the "Remove" button.
5. Click on the "Send" button to send the email.

Well, there you have it, folks! Now you’re a pro at forwarding emails like a boss. Thanks for sticking with me through this quick guide. If you’ve got any other burning email-related questions, be sure to swing by later and I’ll do my best to help you out. In the meantime, keep on crushing it with that professional email game!