Replying to an email with a forward means responding to the original sender while attaching a third-party email or conversation they need to review. In this article, you’ll learn how to effectively reply to an email with a forward, what to include, and how to maintain a professional tone.
Table of Contents
What To Do Before Writing the Email
Before crafting your email reply with a forward, take these steps:
- Understand the Context: Review the original email thoroughly. Be certain of what the sender is requesting or discussing so you can respond accurately.
- Identify the Key Email to Forward: Decide which email or thread you need to forward. Ensure it contains relevant information for the conversation.
- Check Privacy and Permissions: Confirm that the email you’re forwarding doesn’t contain sensitive or confidential information that the recipient isn’t authorized to view.
- Gather Supporting Information: If additional details or context are required to explain the forwarded email, prepare them in advance.
- Clarify Your Message: Determine the purpose of your reply and how the forwarded email supports your response.
What to Include In the Email
Your reply email with a forward should stay clear, professional, and easy to understand. Here’s what to include:
- Subject Line: Retain the original subject line when replying unless it needs a small revision to reflect the forwarded content.
- Greeting: Use a professional salutation addressing the recipient by name (e.g., “Dear [Name]” or “Hi [Name]”).
- Purpose of Your Reply: Start by explaining why you are replying and why you are forwarding another email. For example, state that the forwarded email contains the requested information or additional context.
- Summary of Forwarded Email: Summarize the content of the forwarded email so the recipient knows what to focus on.
- Next Steps or Action Items: Clearly communicate what the recipient should do after reviewing your email and the forwarded content.
- Attached Forwarded Email: Embed or attach the forwarded email in your reply.
- Signature: End with a professional closing and your email signature, including your name, position, and contact information.
Email Template: Reason for Forwarding – Requested Information
Dear [Recipient’s Name],
I hope this email finds you well. I am forwarding the email below because it contains the information you requested regarding [specific topic].
To summarize, [briefly explain the content of the forwarded email and why it’s relevant]. Please review the forwarded email and let me know if you have any further questions or need additional clarification.
Looking forward to hearing your thoughts.
Kind regards,
[Your Full Name]
[Your Position]
[Your Contact Information]
Email Template: Reason for Forwarding – Including Third Party
Hi [Recipient’s Name],
Thank you for your email. I am forwarding the message below from [third party’s name or organization] as it directly addresses the matter we’re discussing: [insert brief explanation].
To provide context, [summarize the critical details of the forwarded email]. This should help clarify [specific topic or issue].
Please let me know if you need me to discuss further details with [third party’s name], or if you’d prefer to contact them directly.
Best regards,
[Your Full Name]
[Your Position]
[Your Contact Information]
Conclusion
Replying to an email with a forward requires precision and professionalism. By understanding the context, gathering the necessary information, and structuring your message properly, you can ensure clear communication and avoid misunderstandings. Be concise yet informative, and provide any context the recipient may need. Finally, always review your email for errors or sensitive data before hitting send.
A key tip is to keep your tone polite and professional, even if the forwarded email contains negative information. Your email reflects on you, so make sure it is respectful and clear. By following these steps and using the provided templates, you can effectively handle replying to emails with forwards in a variety of situations.