In the world of email communication, forwarding messages is a common practice. Whether you're sharing valuable information, seeking feedback, or simply keeping someone in the loop, knowing how to effectively convey that you are forwarding an email is crucial. This guide delves into various phrases and examples you can use to ensure clarity and professionalism in your forwarding practices.
Understanding the Importance of Clear Forwarding
Imagine you're forwarding an email to a colleague, requesting their input on a project proposal. If you fail to explicitly state that you are forwarding the message, your colleague might be left confused, wondering why they're receiving this email in the first place. This can lead to misunderstandings, wasted time, and unnecessary back-and-forth communication.
By using clear and concise language to indicate that you are forwarding an email, you set the stage for a smooth and efficient communication flow. Your recipient will understand the context of the message, and they will be able to engage with it in a meaningful way.
Essential Phrases for Forwarding Emails
Here's a breakdown of key phrases you can use when forwarding emails:
1. "Forwarding for your information."
This simple yet effective phrase is a classic for forwarding emails. It clearly states that you are sharing the message for the recipient's knowledge and understanding.
Example:
Subject: Project Proposal - Feedback Requested
Hi [Colleague's name],
Forwarding for your information. Please review the attached project proposal and let me know your thoughts.
2. "Forwarding this email for your review."
This phrase suggests that the recipient is expected to review the content of the forwarded email and possibly take some action.
Example:
Subject: Meeting Schedule Update
Hi [Team],
Forwarding this email for your review. Please note the updated meeting schedule for next week.
3. "Please see the attached email."
This option works well when the entire email is being forwarded, rather than just a specific portion.
Example:
Subject: Client Feedback
Hi [Manager],
Please see the attached email from our client regarding their recent experience.
4. "Just wanted to share this email with you."
This phrase is casual and appropriate for informal communication. It indicates that you are sharing the email because you think the recipient might find it interesting or relevant.
Example:
Subject: Interesting Article
Hi [Friend],
Just wanted to share this email with you. I thought you might find this article about [topic] interesting.
5. "Following up on our conversation..."
This phrase works well when the forwarded email is a follow-up to a previous conversation. It helps the recipient understand the context of the message.
Example:
Subject: Following up on our conversation about [topic]
Hi [Client],
Following up on our conversation about [topic], I'm forwarding you this email from [colleague] with more information.
Crafting Contextual Forwarding Messages
While the phrases above provide a solid foundation, tailoring your forwarding message to the specific context can enhance its effectiveness. Consider the following:
1. Briefly Summarize the Email's Content
When forwarding a lengthy email, a brief summary can help your recipient quickly grasp the main points.
Example:
Subject: Forwarding Email - Client Feedback
Hi [Team],
Forwarding this email from [Client's name] for your information. They shared some feedback about [briefly mention the key points from the email].
2. Highlight the Relevant Sections
If the forwarded email contains a lot of information, you can guide your recipient to the most pertinent sections.
Example:
Subject: Forwarding Email - Project Updates
Hi [Project Manager],
Forwarding this email for your review. Please pay close attention to the section on [specific topic] as it pertains to our project timeline.
3. Provide Additional Information or Instructions
You can use the forwarding message to provide additional context or instructions for your recipient.
Example:
Subject: Forwarding Email - Meeting Request
Hi [Team],
Forwarding this email with a meeting request for next week. Please let me know if you are available at the proposed time.
Avoiding Common Forwarding Mistakes
While the act of forwarding emails might seem simple, there are common pitfalls to avoid:
1. Failing to Introduce the Forwarding
Without a clear introduction, the recipient may be left wondering why they are receiving the email.
Example:
Subject: [Original Subject Line]
[Forwarding the email without any context]
Instead:
Subject: Forwarding Email - [Brief Explanation]
Hi [Recipient Name],
Forwarding this email for your review.
2. Forgetting to Update the Subject Line
When forwarding an email, it's crucial to update the subject line to reflect the context of the forwarding. This helps the recipient immediately understand the purpose of the email.
Example:
Subject: Meeting Invitation
[Forwarding the email without changing the subject line]
Instead:
Subject: Forwarding - Meeting Invitation
Hi [Team],
Forwarding this email with a meeting invitation.
3. Sending Unnecessary Forwardings
Forwarding an email without a clear purpose can clutter inboxes and waste time. Before hitting send, ask yourself: Is this information truly relevant to the recipient? Is there a more concise way to communicate the information?
Forwarding Best Practices
Here are some best practices for forwarding emails professionally:
- Keep it concise: A brief and clear forwarding message is most effective.
- Proofread carefully: Before sending, review your message for any typos or grammatical errors.
- Consider attachments: If the forwarded email has attachments, ensure they are relevant to the recipient and that you have permission to share them.
- Respect privacy: Be mindful of sensitive information in the forwarded email and ensure you are not breaching anyone's privacy.
- Think about the recipient: Tailor your forwarding message to your audience's understanding and needs.
Beyond the Basics: Advanced Forwarding Techniques
While basic forwarding techniques are sufficient for many situations, advanced tactics can enhance communication efficiency.
1. Forwarding with a "Reply All"
When forwarding to multiple recipients, using the "Reply All" option can be beneficial, as it allows all recipients to see the original message and subsequent replies. However, exercise caution, as this can also lead to a chaotic chain of emails.
2. Forwarding with a "Blind Carbon Copy" (BCC)
Using the "BCC" field allows you to send a copy of the email to additional recipients without revealing their addresses to other recipients. This is useful for keeping certain recipients in the loop without adding them to the main email thread.
3. Forwarding with "Follow-Up" Flags
In email clients like Gmail and Outlook, you can use "Follow-Up" flags to remind yourself or others to take specific actions related to the forwarded email.
Examples of Forwarding Emails in Different Scenarios
To further illustrate the concept of effective forwarding, let's explore some real-world scenarios:
1. Forwarding a Job Application
Subject: Forwarding Job Application - [Candidate's Name]
Hi [Hiring Manager],
Forwarding the job application from [Candidate's Name] for your review. They have [briefly mention relevant experience or skills].
2. Forwarding a Project Update
Subject: Forwarding Project Update - [Project Name]
Hi [Team],
Forwarding this email with an update on the [Project Name] project. Please take note of the revised timeline.
3. Forwarding a Client Complaint
Subject: Forwarding Client Complaint - [Client's Name]
Hi [Customer Service Team],
Forwarding this email from [Client's Name] regarding their recent experience. Please investigate this issue and provide a resolution.
Conclusion
Mastering the art of forwarding emails goes beyond simply hitting the "forward" button. By using clear and concise language, understanding context, and adhering to best practices, you can ensure that your forwarded messages are received and understood as intended. Remember, effective communication is a key to success in any professional setting, and forwarding emails is an integral part of that process.
FAQs
1. How do I forward an email without the original sender knowing?
You can forward an email without the original sender knowing by using the "BCC" (Blind Carbon Copy) field. This allows you to send a copy of the email to additional recipients without revealing their addresses to the original sender or other recipients.
2. Is it okay to forward an email without permission?
It's generally not a good idea to forward an email without permission, especially if it contains sensitive information or personal details. Always ask the sender before forwarding their email, unless you have a clear professional reason to do so.
3. How do I forward an email to multiple recipients?
You can forward an email to multiple recipients by entering their email addresses in the "To" or "CC" field. When using the "CC" field, all recipients can see each other's email addresses. For privacy, you can use the "BCC" field to keep recipient addresses hidden from each other.
4. What if the email I'm forwarding has a large attachment?
If the email has a large attachment, consider using a file-sharing service like Google Drive or Dropbox instead of forwarding the entire email. This can help prevent clogging up inboxes and ensure faster delivery.
5. Is it ever appropriate to forward a personal email?
Forwarding a personal email can be tricky. Generally, it's best to avoid forwarding personal emails unless you have a specific reason to do so and have obtained the sender's consent.
Remember, effective forwarding is about clarity, professionalism, and respect for both the original sender and the recipients.