In the fast-paced digital landscape we inhabit today, effective communication via email is essential for both personal and professional relationships. Email forwarding is a common practice, whether you’re sharing important information with a colleague, passing along a funny meme to a friend, or ensuring that a client is kept in the loop. However, it’s not just about clicking “forward” and sending the message off into the ether. To ensure clarity, preserve context, and convey the right tone, there are several key elements that should be included when forwarding an email. This article explores what to include, why these elements are vital, and how they can enhance your email forwarding practice.
Understanding the Purpose of Forwarding an Email
Before we dive into the specifics of what to include in a forwarded email, it's crucial to recognize the purpose behind this action. The main reasons for forwarding an email typically encompass:
-
Sharing Information: You might want to relay essential information from one party to another, which could include updates, announcements, or important documents.
-
Collaboration: In a workplace setting, forwarding an email can help facilitate teamwork by involving relevant individuals in ongoing conversations or decisions.
-
Seeking Input: Often, professionals will forward emails to gather opinions, insights, or clarifications from colleagues.
-
Accountability: For client communications, forwarding can help maintain a clear record of correspondence and ensure that all stakeholders are informed.
Key Elements to Include When Forwarding an Email
When you decide to forward an email, consider incorporating the following elements to enhance clarity, maintain context, and avoid confusion.
1. Subject Line Modification
Upon clicking the forward button, the original subject line typically stays unchanged. However, this may not always convey the current context of the forwarded message. Modify the subject line to reflect the action you want the recipient to take or to summarize the content of the email. For instance, instead of leaving the subject as “FW: Project Update,” you might revise it to “Important Project Update – Action Required.”
2. Introduction or Brief Summary
Before the forwarded email content, it’s essential to include a brief introduction or summary. This is your opportunity to set the stage for the recipient. Here are some guidelines:
-
Be Concise: A few sentences summarizing the main points or purpose of the forwarded email can help the recipient grasp the context quickly.
-
Use a Friendly Tone: If the recipient is a colleague or friend, consider adding a friendly greeting such as “Hi [Name], I thought you might find this interesting!” This personal touch can enhance engagement.
3. Relevant Context or Additional Information
Depending on the nature of the email, it might be necessary to provide additional context. You should consider answering the following questions:
- Why are you forwarding this email?
- What action do you expect from the recipient?
- Are there any specific points that need emphasis or clarification?
For example, if the original email outlines a change in project deadlines, highlight this in your commentary by stating, “Please note the new deadline mentioned in the email.”
4. Sign-off or Call to Action
At the end of your forwarded message, provide a clear sign-off or call to action. This can vary depending on the situation:
-
For a Casual Forward: A simple “Let me know what you think!” or “Hope you enjoy this!” can suffice.
-
For Professional Contexts: Utilize phrases like “Please review and provide your feedback by Friday” or “Let me know if you have any questions.”
5. Attachments and Links
If the forwarded email includes any attachments or links, ensure they are still relevant. If you think they might need further explanation, consider re-attaching the relevant files or providing links with notes about their importance. Avoid assuming the recipient will understand the attachment without context.
6. Maintain Privacy and Confidentiality
When forwarding emails, it’s crucial to be mindful of privacy. If the original email contains sensitive information, consider redacting or omitting that content. Additionally, if the email includes other recipients’ email addresses, remove these to respect their privacy unless their inclusion is necessary.
7. Follow-Up with the Recipient
After sending the forwarded email, it may be beneficial to follow up to ensure the recipient has received it, especially if the information is time-sensitive. A quick message such as, “I just wanted to confirm that you received the email I forwarded about [subject]” can suffice.
8. Formatting and Clarity
Ensure that the forwarded content is easy to read. Break up large blocks of text, utilize bullet points where applicable, and ensure proper formatting so that the recipient can navigate through the email without confusion.
9. Review the Original Email’s Content
Before hitting send, it’s crucial to read through both your introductory message and the original email content. Check for spelling and grammatical errors, and ensure that everything flows logically. Taking this extra step demonstrates professionalism and helps avoid miscommunication.
10. Include a Disclaimer if Necessary
In some professional contexts, particularly if you’re forwarding legal or confidential information, it may be necessary to include a disclaimer about the content of the email. This informs the recipient about the nature of the information and their responsibilities regarding its confidentiality.
Examples of Forwarding Emails
To solidify our understanding of what to include when forwarding an email, let’s look at a few examples.
Example 1: Professional Context
Subject: Important Project Update – Action Required
Message:
Hi [Colleague's Name],
I hope you’re doing well! I’m forwarding you an important update from our project manager regarding the upcoming deadline for the XYZ project. Please review the details below, especially the new deadline outlined in the original email.
[Forwarded Email Content]
Best,
[Your Name]
[Your Position]
Example 2: Personal Context
Subject: Check This Out!
Message:
Hey [Friend’s Name],
I thought you might enjoy this article about travel hacks! It’s full of tips to make your next trip even better. Let me know what you think!
[Forwarded Email Content]
Cheers,
[Your Name]
Best Practices for Forwarding Emails
While we’ve covered many specific elements to include when forwarding an email, here are some overarching best practices to keep in mind:
-
Think Before You Forward: Always consider whether the information is appropriate for the recipient before forwarding. Avoid forwarding emails in haste; take a moment to assess the content.
-
Use ‘Reply All’ with Caution: In situations where multiple recipients are involved, be mindful of the implications of forwarding emails to a broader audience. Confirm if it’s necessary or appropriate before doing so.
-
Keep the Chain Clean: When forwarding multiple emails in a chain, consider if it’s necessary to forward the entire chain. If the initial emails aren’t relevant to the new recipient, remove them for clarity.
Conclusion
Forwarding an email is more than a mere technical function; it’s an art that involves effective communication skills. By thoughtfully including a modified subject line, a brief introduction, context, and clear calls to action, we can significantly enhance our email forwarding practice. This not only aids in clarity and understanding but also respects the recipient’s time and perspective. Remember, the goal of forwarding emails should always center around clear communication and constructive collaboration. So the next time you hit that forward button, keep these considerations in mind, and you’ll undoubtedly elevate the quality of your digital correspondence.
FAQs
Q1: What should I do if the original email is too long?
A1: If the original email contains excessive information, summarize the key points and include only the most relevant sections in your forward. You can also provide a brief overview to guide the recipient.
Q2: How do I handle forwarding sensitive emails?
A2: Always consider privacy and confidentiality. If the email contains sensitive information, either redact it or seek permission from the original sender before forwarding.
Q3: Is it necessary to include the entire thread when forwarding?
A3: Not necessarily. Only include the parts of the thread that are relevant to the recipient to avoid overwhelming them with unnecessary information.
Q4: Should I always add a message when forwarding?
A4: Yes, adding a message helps provide context and clarifies why you are forwarding the email, enhancing understanding and engagement.
Q5: Can I forward emails on my mobile device effectively?
A5: Absolutely! Just ensure that you follow the same best practices, such as modifying the subject line, adding context, and proofreading before sending.