2 Things To Do When Forwarding Email

What is the etiquette around forwarding email messages?

**Put In An Action Item. Don’t Only Say, “Please See Attached.”**

You know why you are forwarding the email but I bet the person you are sending it to likely doesn’t. And they have 100 other email to read and 25 projects to complete. Yup, they are busy… just like you.

If you only write, “Please see attached.” what you are really saying to them is, “Here – read this. Maybe it’s a priority – and maybe it isn’t… but my time and effort is more important than yours, so I hope you figure out exactly why I sent this to you and what needs to get done… and by when.“ How To Forward Email

Argh!!!

This is so inefficient… and think about what you are doing to your own professional reputation. Are you demonstrating you are a team player; are you demonstrating you are polite and self-aware??? Or are you demonstrating you are an _ _ _. What is the reputation you want… because you have a choice?

2 Things To Do When Forwarding An Email

#1. Tell the recipient why you are forwarding the email to them. Give them an action item. If there are three questions in the original email that need answers then copy and paste those three questions into your action item.

When you take 1 minute to type out an action item you will save your reader lots of time. And, you will probably get exactly what you want from them… quickly… on time.

#2. Be careful. Are there email addresses in the original message you should remove?

Privacy is critical. It is something I stress in my email etiquette training workshops If you are forwarding an email IT IS YOUR RESPONSIBILITY to keep email addresses private. If someone showed poor etiquette and exposed you to email addresses you should not have – that is bad on them. If you keep forwarding those addresses it’s now bad on you.

This is especially important if you are sharing that email with an external support or service provider. If you don’t have direct consent – you are putting yourself and your company at risk.

Other important email etiquette about forwarding email messages:

Mention in your introduction you are forwarding an email. I know – it may seem obvious to you, but if the person is on a smartphone at an airport, or their child is sick – they may have other things on their mind.
You should never – ever forward a message if the original sender doesn’t know you are forwarding their message. Once you have permission, I still like to include them in the forward as a Cc: and explain why I am forwarding the message. For example, “Bill, I am forwarding this email to you because my client Susan is having a billing challenge and I think you can help her. I have Cc: Susan in this message to keep her in the loop.“
If you are forwarding to more than one person, address the forwarded email to YOU and put everyone else in the Bcc: field. Again, this is especially important if you are forwarding to people outside of your company. You have to protect privacy and email addresses.
Try to clean up (delete), some of the large spaces between email. Make it easy for the person you are forwarding the email to.

Your brand and your time are valuable, so protect both while also helping out your readers. Always follow these simple tips when forwarding email… and share these email etiquette training tips with your peers.

Thank you for your time everyone. I hope this has been helpful. Have questions? Email us at bruce@brucemayhewconsulting.com

Happy communicating and forwarding email.

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Bruce Mayhew Consulting facilitates courses including Generational Differences, Business Writing, Email Etiquette, Time Management and Mindfulness.