What to Write When Forwarding an Email Sample: A Guide to Professional Etiquette

Source www.hostinger.co.uk Forwarding emails is a common task in the workplace. It’s a quick and easy way to share information with colleagues, but it’s important to do it correctly. In this article, we’ll provide you with some tips on what to write when forwarding an email, including the subject line, body, and attachments.

Best Practices for Forwarding Emails Professionally

Sending an email forward is a common task, but it’s crucial to do it professionally and efficiently. Here’s a comprehensive guide on what to include when forwarding an email:

Sender Information

• Copy your email address and name: Identify yourself as the sender.
• Add the recipient’s email address and name: Specify the person receiving the email.

Subject Line

Keep it clear and concise: Summarize the purpose of the email in the subject line.

Body of the Email

1. Salutation

• Use the appropriate greeting: Use a professional salutation like “Dear [Recipient’s Name],”.

2. Context and Explanation

• Briefly explain why you’re forwarding the email: Provide context for the email you’re sending.
• Highlight important details: If necessary, share any relevant information from the original email.

3. Call to Action (Optional)

• Request specific action: If you want the recipient to take a certain action, state it clearly (e.g., “Please review the attached document”).

4. Closing

• Use a professional closing: End the email with a polite closing such as “Thank you” or “Best regards”.
• Sign with your name: Include your full name to identify yourself as the sender.

5. Attachment (Optional)

• Attach any necessary documents: If the forwarded email contains attachments, include them in your email.

Note: If the subject line of the forwarded email does not accurately reflect the content, you may consider modifying it for clarity.

Additional Tips

Tip	Description
Review before sending: Proofread the email carefully before forwarding it to ensure accuracy.
Use caution with confidential information: Only forward emails with confidential information if it is necessary.
Identify sensitive information: Highlight any sensitive information in the forwarded email to alert the recipient.
Request recipients’ permission: In certain cases, it may be appropriate to ask for permission to forward emails.

Sample Forwarding Email Subject Lines

To Request Additional Information

Hi [Recipient Name],

I’m forwarding you an email from [Sender Name] regarding the [Project/Task]. Would you be able to provide the following additional information:

• [Information 1]
• [Information 2]
• [Information 3]

Thank you in advance for your assistance.

To Share Feedback

Hi [Recipient Name],

I’m forwarding you an email from [Sender Name] for your review and feedback. Please let me know your thoughts by [date/time].

I appreciate your input.

To Delegate a Task

Hi [Recipient Name],

I’m forwarding you an email from [Sender Name] regarding the [Project/Task]. I would like you to take the lead on this and respond to [Sender Name] directly.

Please ensure that the task is completed by [deadline]. Let me know if you have any questions.

To Inform of a Decision

Hi [Recipient Name],

I’m forwarding you an email from [Sender Name] regarding the [Project/Task]. After careful consideration, we have decided to [Decision].

Please let me know if you have any questions or require further clarification.

To Introduce a New Contact

Hi [Recipient Name],

I’m forwarding you an email from [Sender Name]. [Sender Name] is a [Title/Contact’s Relationship]. They have reached out to express their interest in [Business Purpose].

Please feel free to connect with [Sender Name] directly to discuss this further.

To Follow Up

Hi [Recipient Name],

I’m following up on an email from [Sender Name] regarding the [Project/Task]. Would you be able to provide an update on your progress?

I’m available to discuss this further at your convenience.

To Endorse a Request

Hi [Recipient Name],

I’m forwarding you an email from [Sender Name] regarding their request for [Resource/Support]. I highly recommend supporting this request as it aligns with our [Objective/Goal].

Please let me know if you have any questions or require additional information.

What to Include When Forwarding an Email

When forwarding an email, it’s crucial to provide context, ensure clarity, and maintain professionalism. The subject line, body, and attachments should all align to achieve these goals.

1. What should the subject line include when forwarding an email?

• Subject line: Subject – [Original subject line] (Forwarded from [Sender’s name])

2. What should be included in the body of the email when forwarding?

• Body: Hi [Recipient’s name],

I’m forwarding this email to you as it pertains to our project.

Please review and provide your input by [Date].

Thanks,
[Your name]

3. How do I decide what attachments to include when forwarding?

• Attachments: Consideration of relevance, size, and file format:
  • Ensure that attachments are relevant to the conversation.
  • Consider the size of attachments to prevent overloading recipients’ inboxes.
  • Choose appropriate file formats compatible with recipients’ systems.

Well, that’s about it for forwarding emails like an email ninja. Thanks for reading! If you’re still having trouble or have any more questions, be sure to check out our other articles on email writing and etiquette. We’ve got you covered! Catch you later!