Forwarding emails is a common task in the workplace and in our personal lives. It helps us share information quickly and efficiently. But sometimes, simply clicking “forward” isn’t enough. We need to add context, explain why we’re forwarding the email, and sometimes, provide a call to action. Understanding What To Write When Forwarding An Email Sample is crucial for clear communication and avoiding misunderstandings. This guide will walk you through the essentials, providing examples to help you craft effective forwarded emails.
Why You Should Always Add Context
When you forward an email, you’re essentially passing information along. However, the person receiving the forwarded email might not have the same background knowledge as you. They might not know why you’re forwarding it, what you want them to do with it, or even who the original sender is. Adding context is key to ensuring clarity. Here are some things to consider:
- The “Why”: Explain why you’re forwarding the email. Are you seeking their input, making them aware of something, or asking them to take action?
- The “What”: Briefly summarize the content of the original email, especially if it’s lengthy or complex. This saves the recipient time.
- The “Who”: If the original sender is important, mention their name and role.
Here’s a little table to help you think it through:
| Element | Why it’s important | Example |
|---|---|---|
| Subject Line | Grabs attention and sets expectations. | “FWD: Project Update - Action Required” |
| Brief Summary | Saves time and provides context. | “Sarah sent this update on the marketing campaign. Please review the attached document…” |
| Action Required (if any) | Tells the recipient what to do. | “Please provide your feedback by Friday.” |
Email Examples for Different Situations
Forwarding a Project Update to Your Team
Subject: FWD: Project Status Update - [Project Name]
Hi Team,
I’m forwarding the latest project status update from our client, [Client Name]. Please review the attached document.
Specifically, I’d like you to pay attention to the section on [Specific Section]. Let me know if you have any questions.
Thanks,
[Your Name]
Forwarding a Customer Complaint to the Customer Service Department
Subject: FWD: Customer Complaint - [Customer Name] - Order #[Order Number]
Hi Customer Service,
I’m forwarding this email from [Customer Name] regarding a complaint about their order #[Order Number]. They are experiencing [briefly describe the issue].
Please address this issue and follow up with the customer. The original email is below.
Thanks,
[Your Name]
Forwarding an Invitation to Your Colleagues
Subject: FWD: Invitation to [Event Name]
Hi Everyone,
I wanted to share this invitation to [Event Name] on [Date]. It sounds like a great opportunity to [briefly describe the event’s benefits].
Please RSVP directly to the sender, [Sender Name/Email Address], if you’re interested in attending. I hope to see you there!
Best,
[Your Name]
Forwarding a Request for Information to the Relevant Department
Subject: FWD: Information Request - [Topic]
Hi [Department Name],
I’m forwarding this email from [Sender Name] who is requesting information on [Topic]. I believe this falls under your department’s area of expertise.
Could you please respond directly to [Sender Name] with the requested information?
Thanks,
[Your Name]
Forwarding a Positive Customer Review to Management
Subject: FWD: Positive Customer Feedback - [Customer Name]
Hi Management,
I wanted to share this positive feedback from a recent customer, [Customer Name]. They had a great experience with [Product/Service] and specifically mentioned [specific positive comment].
Thought you’d appreciate seeing this! The original email is below.
Best,
[Your Name]
Forwarding an Important Announcement to Employees
Subject: FWD: Important Announcement Regarding [Topic]
Hi Team,
Please see the important announcement below regarding [briefly summarize the topic]. This is from [Sender Name] and contains crucial information about [specific details].
Please read the email carefully and direct any questions to [Contact Person/Department].
Thanks,
[Your Name]
In conclusion, knowing what to write when forwarding an email sample is a fundamental skill for effective workplace communication. By adding context, summarizing key points, and providing clear instructions, you can ensure your message is understood and that your recipients can take appropriate action. These email examples should give you a solid foundation for crafting your own successful forwarded emails in various situations.