What to Say When Forwarding an Email: Professional Phrases and Examples

Email forwarding, a common office task, involves sending an email to a recipient who is not part of the original email thread. The message typically includes additional information or context that the forwarder believes will be valuable to the recipient. Forwarding emails effectively requires careful consideration of the recipient’s needs, the purpose of the forwarded message, and the appropriate tone and language to use.

Source www.hostinger.in

The Best Way to Forward an Email

Forwarding emails is a common task in the workplace. However, there is a right way and a wrong way to do it. If you don’t forward emails properly, you can end up wasting your time and the time of your colleagues.

Here are some tips on how to write an effective email forward:

• Be clear about your purpose. Why are you forwarding this email? Are you sharing information, asking for feedback, or delegating a task? State your purpose in the subject line and in the body of the email.
• Include only the relevant information. Don’t forward entire email threads or emails that are not relevant to your purpose. Only forward the information that your colleagues need to know.
• Highlight important information. If there is something specific that you want your colleagues to pay attention to, highlight it in the body of the email. You can use bold, italics, or underlining to make it stand out.
• Be concise. Keep your email forwards as concise as possible. Don’t ramble on or include unnecessary details. Your colleagues will appreciate it if you get to the point quickly.
• Be polite. Always be polite when forwarding emails. Thank your colleagues for their time, and let them know if you have any questions.

Here is a template that you can use for forwarding emails:

Subject line	Body of email
FW: Important information	Hi team, I’m sharing this important information with you. Please review it and let me know if you have any questions. Thanks, John
FW: Request for feedback	Hi Jane, I’m forwarding you this email because I’m looking for your feedback on the attached proposal. Please let me know what you think. Thanks, Jill
FW: Task delegation	Hi Mary, I’m delegating this task to you. Please complete it by Friday. Thanks, David

By following these tips, you can write effective email forwards that will get your message across clearly and concisely.

Sample Phrases for Forwarding Emails

Requesting Action or Information

Hi [Recipient Name],

I’m forwarding you this email for your review and action. Please let me know if you need any additional information or have any questions.

Providing Context or Background

Hi [Recipient Name],

I’m forwarding you this email to give you some background on the topic we discussed earlier. Please let me know if you have any questions or if there’s anything else I can assist you with.

Delegating a Task

Hi [Recipient Name],

I’m forwarding you this email because I believe you’re the best person to handle this task. Please review the email and let me know if you have any questions or need any support.

Sharing Information for Awareness

Hi [Recipient Name],

I’m forwarding you this email for your information. It contains important updates that may be relevant to your role.

• Relevant update 1
• Relevant update 2
• Relevant update 3

Confirming an Agreement or Meeting

Hi [Recipient Name],

I’m forwarding you this email to confirm the details of our upcoming meeting.

• Date and time: [Date and time]
• Location: [Location]
• Attendees: [List of attendees]

Addressing a Complaint or Concern

Hi [Recipient Name],

I’m forwarding you this email so that you can review the complaint raised by [Complainant Name]. Please investigate and let me know what action you plan to take.

Asking for Feedback or Approval

Hi [Recipient Name],

I’m forwarding you this email for your feedback and approval. Please review the document and provide your input by [Date or time].

What to Say When Forwarding an Email (Without Examples)

Question: What appropriate information should be included when forwarding an email?

Answer:

• Relevant context: Provide a brief explanation of the purpose of forwarding the email and any necessary background information.
• Reason for forwarding: State the reason for sharing the email, such as to seek feedback, request input, or provide an update.
• Recipient instructions: If applicable, include any specific instructions for the recipient, such as whether to respond to the sender or a designated person.
• Additional information: Share any additional details that may be helpful to the recipient, such as relevant documents or attachments.
• Professional tone: Maintain a polite and professional tone in your forwarding message, even if the subject matter is sensitive or contentious.

Other Important Considerations

Question: How to indicate the importance of the forwarded email?

Answer:

• Use an appropriate subject line: Compose a concise subject line that reflects the urgency or importance of the message, such as "URGENT: Response Needed" or "FYI: Important Update."
• Highlight key points: Briefly summarize the most important points of the forwarded email in the body of your message.
• Include a personal note: Add a brief personal note to emphasize the significance of the email or to provide additional context.

Professional Etiquette

Question: What to do when forwarding an email containing confidential information?

Answer:

• Seek permission: Always request permission from the original sender before forwarding emails containing confidential information.
• Mention confidentiality: Inform the recipients of the forwarded email that the information is confidential and should be handled accordingly.
• Use secure methods: Consider using secure methods of sharing confidential information, such as encrypted email or file-sharing platforms.

Thanks for taking the time to read this quick guide. I hope it helps you communicate more effectively when forwarding emails. If you have any other questions, feel free to leave a comment below and I’ll do my best to answer them. In the meantime, be sure to check out our other articles on email etiquette, communication, and more. We’re always adding new content, so be sure to visit again later.