What to Write When You Forward an Email: A Guide to Professionalism and Clarity

Source www.helpdesk.com Email forwarding is a common task in the workplace that requires careful consideration to ensure effective communication and maintain professionalism. The sender, recipient, subject line, and body of the email all play crucial roles in delivering a clear and appropriate message. Understanding the best practices for each of these elements is essential for effective email forwarding.

The Anatomy of a Perfectly Forwarded Email

Whether you’re sharing a critical update with your team or passing along an article you found interesting, knowing how to forward an email professionally can make a big difference in how your message is received.

Here’s a breakdown of the key elements to include when forwarding an email:

1. Subject Line

Start by adjusting the subject line to accurately reflect the content you’re sharing. Include the original subject line for context, but add a brief summary or indication of the topic you’re forwarding it for.

2. Email Body

a. Greeting

• Begin with a polite greeting directed to the recipient(s).

b. Introduction

• Provide a brief introduction explaining why you’re forwarding the email and its relevance to the recipients.

c. Key Points (Optional)

• If appropriate, highlight any key points or action items from the email you’re forwarding to draw attention to important information.

d. Request for Action (Optional)

• If you need the recipients to take specific action, clearly state your request and provide any necessary instructions or links.

e. Closing

• End with a professional closing, such as “Best regards” or “Thank you for your consideration.”

3. Attachment (Optional)

If the email you’re forwarding contains attachments, consider whether they’re necessary for the recipients. Attach only relevant attachments to avoid overwhelming their inboxes.

4. Original Email Content

Below your message, include the original email content. This can be done by clicking “Forward as attachment” or copying and pasting the original message into your email.

Table: Forwarding Email Checklist

Element	Best Practice
Subject Line	Adjust to reflect content, add summary
Email Body	Polite greeting, brief introduction, key points, request for action (if needed), professional closing
Attachment	Attach only relevant files
Original Email Content	Include below your message as attachment or copy-paste

7 Unique Ways to Forward Emails Professionally

For Collaboration

Hello [Recipient name],

I’m forwarding you this email from [Sender name] as it contains valuable information relevant to our current project. Your expertise in this area would be highly appreciated.

For Information Sharing

Hi [Recipient name],

I hope this email finds you well. I’m forwarding you this email from [Sender name] for your awareness. It contains important updates that may impact your team’s operations.

For Feedback Request

Dear [Recipient name],

I’m forwarding this email from [Sender name] to seek your valuable feedback. Please review the attached document and share your insights at your earliest convenience.

For Action Required

Good morning, [Recipient name],

I’m forwarding this email from [Sender name] as it requires prompt action from your side. Please follow the instructions outlined in the email and respond accordingly.

For Follow-up Query

Hi there, [Recipient name],

I’m following up on this email from [Sender name]. I’d be grateful if you could provide an update on the status of the request made in the original email. Thank you.

For Reference

Hello [Recipient name],

I’m forwarding this email from [Sender name] for your future reference. It contains important details and insights that may be helpful in the future.

For Humor or Inspiration

Hey [Recipient name],

• I stumbled upon this email and couldn’t resist sharing it. It will surely brighten up your day!
• I know you’ll appreciate the humor in this email. It’s a good reminder to laugh a little, even in the midst of busy workdays.

What to Include When Forwarding an Email

When forwarding an email, it is important to provide context and guidance to the recipient. The following information should be included in the email forwarding message:

Subject:

• Clearly indicate the purpose of the email.
• Condense the original subject line or use a new subject line that reflects the forwarded information.

Body:

• Briefly explain the reason for forwarding the email.
• Provide any necessary background information or context.
• If there are specific instructions or actions you want the recipient to take, clearly state them.
• If attachments are included, mention them and their relevance.

Original Email:

• Include the original email as an attachment or in the body of the message.
• If the original email is long or complex, summarize the key points to avoid overwhelming the recipient.

Additional Notes:

• Consider the recipient’s knowledge of the subject matter and tailor your message accordingly.
• Proofread the email before sending it to ensure clarity and accuracy.
• If appropriate, ask the recipient to acknowledge receipt or provide feedback.

That covers all the essentials to write when forwarding an email. If you follow these tips, your forwarded emails will be clear, concise, and professional. Thanks for reading! If you have more questions or need further guidance, feel free to visit us again. We’re always happy to help.