In the realm of professional and casual communication, the phrase “Please forward this email” is a staple. However, relying solely on this phrase can make your communication sound repetitive and lack nuance.
This article explores a wide array of alternative phrases and sentence structures to convey the same request with greater precision and sophistication. By understanding the subtle differences in tone and context, you can enhance your email etiquette and ensure your message is received exactly as intended.
This guide is designed for anyone looking to improve their email communication skills, from students and professionals to anyone who regularly uses email.
By mastering these variations, you’ll be able to tailor your requests to specific situations, maintaining professionalism while adding a touch of personality to your emails. Whether you need a quick, informal favor or a carefully considered action from a colleague, this guide equips you with the vocabulary and understanding to make your requests clear, effective, and courteous.
Table of Contents
- Definition: Requesting Email Forwarding
- Structural Breakdown of Forwarding Requests
- Types and Categories of Forwarding Requests
- Examples of Email Forwarding Requests
- Usage Rules for Different Forwarding Requests
- Common Mistakes in Forwarding Requests
- Practice Exercises
- Advanced Topics in Email Forwarding
- Frequently Asked Questions
- Conclusion
Definition: Requesting Email Forwarding
Requesting email forwarding is the act of asking someone to send an email you’ve provided (or will provide) to another individual or group of individuals. This can be done for various reasons, such as sharing information, connecting people, seeking opinions, or initiating a process.
The request can be explicit, using phrases like “Please forward this,” or more implicit, using softer language that implies the need for forwarding. The effectiveness of the request hinges on clarity, politeness, and providing sufficient context for the recipient.
The function of a forwarding request is to delegate the task of distribution to someone else, often because they have a specific relationship with the intended recipient, possess relevant knowledge, or have the authority to initiate contact. The context of the request is crucial.
A request to forward a job application is different from a request to forward an internal memo, and the language used should reflect this difference.
Structural Breakdown of Forwarding Requests
A typical forwarding request consists of several key components, although not all are always explicitly stated:
- The Acknowledgment: Briefly recognizing the recipient.
- The Email Identification: Specifying which email needs to be forwarded.
- The Recipient Identification: Clearly stating who should receive the email.
- The Reason (Optional): Providing context for why the email should be forwarded.
- The Action Request: The explicit or implicit request to forward the email.
- The Closing: A polite closing and expression of gratitude.
The structure can vary depending on the formality and urgency of the request. A formal request might include all these components, while an informal request may omit the reason or use a more casual closing.
Types and Categories of Forwarding Requests
Forwarding requests can be categorized based on several factors:
Formality
- Formal: Used in professional settings with superiors or external contacts. Emphasizes politeness and clarity.
- Semi-Formal: Used with colleagues or acquaintances where a balance of politeness and efficiency is desired.
- Informal: Used with close colleagues, friends, or family. Allows for more casual language and brevity.
Urgency
- Urgent: Requires immediate action. Uses language that conveys the importance of timely forwarding.
- Non-Urgent: Can be forwarded at the recipient’s convenience. Uses more relaxed language.
Explicit vs. Implicit
- Explicit: Clearly states the request to forward the email.
- Implicit: Suggests the need for forwarding without directly stating it.
Reason for Forwarding
- Informational: Forwarding to share information.
- Connection-Building: Forwarding to introduce or connect individuals.
- Approval/Action Request: Forwarding to seek approval or initiate a specific action.
Examples of Email Forwarding Requests
The following tables provide a variety of examples categorized by formality, urgency, and reason. Each example demonstrates a different way to phrase the request to “Please forward this email.”
Formal Forwarding Requests
This table provides examples of formal forwarding requests, suitable for professional settings and communications with superiors or external contacts. The language is polite, clear, and emphasizes the importance of the action requested.
| Scenario | Forwarding Request |
|---|---|
| Forwarding a client inquiry to the relevant department. | “Dear [Name], could you please forward this email to the appropriate department for handling? Thank you.” |
| Requesting a senior colleague to forward your resume to a contact. | “Mr./Ms. [Name], I would be grateful if you could forward my resume, attached to this email, to [Contact Name] at your earliest convenience. Thank you for your assistance.” |
| Forwarding a meeting invite to a new team member. | “Dear [Name], please forward the attached meeting invitation to [New Team Member’s Name] to ensure they are included in the upcoming discussion.” |
| Asking for an email to be forwarded to a specific individual within a large organization. | “Dear [Name], I kindly request you to forward this email to [Individual’s Name] in the [Department] department. Your assistance is greatly appreciated.” |
| Requesting a formal introduction via email. | “Dear [Name], I would be most appreciative if you would forward this email, along with a brief introduction, to [Contact Name]. Thank you for your consideration.” |
| Forwarding a proposal to a potential investor. | “Dear [Name], I am writing to request that you forward the attached proposal to [Investor’s Name]. Your recommendation would be invaluable.” |
| Asking a supervisor to forward a document to HR. | “Dear [Supervisor’s Name], please forward the attached document to the HR department for their review. Thank you for your time.” |
| Requesting a professor to forward a research paper to a colleague. | “Professor [Professor’s Name], I would be honored if you would forward my research paper, attached to this email, to Dr. [Colleague’s Name] for their feedback.” |
| Forwarding an important update to the entire company. | “Dear [Name], kindly forward this email to all employees to ensure everyone is informed about the latest company update.” |
| Requesting a board member to forward meeting minutes to absentees. | “Dear [Board Member’s Name], please forward the meeting minutes, attached to this email, to the board members who were unable to attend.” |
| Forwarding a legal document to the legal team. | “Dear [Name], please forward this legal document to the legal team for their review and action.” |
| Requesting a department head to forward a policy change announcement. | “Dear [Department Head’s Name], kindly forward this announcement regarding the policy change to all members of your department.” |
| Forwarding a customer complaint to the customer service manager. | “Dear [Name], could you please forward this customer complaint to the customer service manager for immediate attention?” |
| Asking a colleague to forward a presentation to a client after a meeting. | “Dear [Name], Please forward the presentation file attached to this email to our client, [Client’s Name], as a follow-up to our meeting today. Thank you.” |
| Requesting a manager to forward an updated project timeline to stakeholders. | “Dear [Manager’s Name], Kindly forward the updated project timeline, which is attached, to all relevant stakeholders. Your prompt attention is appreciated.” |
| Forwarding a security alert to the IT department for verification. | “Dear [Name], Please forward this security alert to the IT department for immediate verification and action.” |
| Asking a team leader to forward training materials to new hires. | “Dear [Team Leader’s Name], Would you please forward the training materials, which are attached, to all new hires on the team? Thank you for your assistance.” |
| Forwarding a press release to media contacts. | “Dear [Name], Please forward this press release to all of our media contacts to ensure wide distribution. Your help is greatly appreciated.” |
| Requesting a supervisor to forward feedback to the team. | “Dear [Supervisor’s Name], Kindly forward the feedback that I’ve included in this email to the team members. Thank you for your support.” |
| Forwarding a research grant proposal to the funding committee. | “Dear [Name], Please forward the attached research grant proposal to the funding committee for their consideration. Thank you for your time and attention to this matter.” |
Semi-Formal Forwarding Requests
This table illustrates semi-formal forwarding requests, suitable for communication with colleagues and acquaintances. The tone is polite but slightly more relaxed than formal requests.
| Scenario | Forwarding Request |
|---|---|
| Forwarding a document to a colleague for review. | “Hi [Name], could you forward this document to [Colleague’s Name] for their input? Thanks!” |
| Requesting a colleague to forward an invitation to a mutual contact. | “Hey [Name], would you mind forwarding this invite to [Contact Name]? I think they’d be interested.” |
| Forwarding a project update to a team member. | “Hi [Name], can you please forward this project update to the team? Appreciate it!” |
| Asking a peer to forward a request to a senior colleague. | “Hey [Name], could you possibly forward this to [Senior Colleague’s Name]? I think it’s something they should see.” |
| Forwarding a relevant article to a colleague. | “Hi [Name], thought [Colleague’s Name] might find this interesting. Could you forward it on?” |
| Requesting a colleague to forward a survey to their team. | “Hey [Name], would you be able to forward this survey to your team members? Thanks a bunch!” |
| Forwarding meeting notes to a colleague who missed the meeting. | “Hi [Name], could you forward these meeting notes to [Colleague’s Name]? They missed the session.” |
| Asking a team member to forward a reminder to the group. | “Hey [Name], can you forward this reminder to the group? Thanks for your help!” |
| Forwarding a file to a colleague for editing. | “Hi [Name], would you mind forwarding this file to [Colleague’s Name] for editing? Thanks!” |
| Requesting a colleague to forward a client’s contact information. | “Hey [Name], can you forward [Client’s Name]’s contact info to me? Appreciate it!” |
| Forwarding a draft proposal to a teammate for feedback. | “Hi [Name], Could you forward this draft proposal to [Teammate’s Name] to get their feedback? Thanks!” |
| Asking a colleague to forward a thank-you note to the project team. | “Hey [Name], Would you mind forwarding this thank-you note to the entire project team? They deserve the recognition!” |
| Forwarding an agenda to a colleague for additions. | “Hi [Name], Can you forward this agenda to [Colleague’s Name] so they can add their items? Thanks!” |
| Requesting a colleague to forward a link to a useful resource. | “Hey [Name], Could you forward this link to [Colleague’s Name]? It might be helpful for their research.” |
| Forwarding a customer testimonial to the marketing team. | “Hi [Name], Can you forward this customer testimonial to the marketing team? It’s great feedback!” |
| Asking a colleague to forward a request for volunteers to the department. | “Hey [Name], Would you mind forwarding this request for volunteers to everyone in the department? Thanks!” |
| Forwarding a training invitation to a specific group of employees. | “Hi [Name], Could you forward this training invitation to all the employees in the [Department] department? Thanks!” |
| Requesting a colleague to forward an updated spreadsheet to the finance team. | “Hey [Name], Can you forward this updated spreadsheet to the finance team? They need the latest numbers.” |
| Forwarding a project schedule to the contractors. | “Hi [Name], Could you forward this project schedule to all the contractors working on the project? Thanks!” |
| Asking a colleague to forward a reminder about an upcoming deadline to their contacts. | “Hey [Name], Would you mind forwarding this reminder about the upcoming deadline to your contacts? Thanks a bunch!” |
Informal Forwarding Requests
This table contains examples of informal forwarding requests, suitable for communication with close colleagues, friends, and family. The language is casual and direct.
| Scenario | Forwarding Request |
|---|---|
| Forwarding a funny meme to a friend. | “Hey [Name], forward this to [Friend’s Name] – they’ll love it!” |
| Requesting a family member to forward an invitation to another relative. | “Hey [Name], can you forward this invite to [Relative’s Name]? Thanks!” |
| Forwarding a link to an interesting article. | “Hey [Name], forward this to [Friend’s Name], thought they’d like it.” |
| Asking a friend to forward a message to someone they know. | “Hey [Name], can you forward this to [Person’s Name]? Need to reach them.” |
| Forwarding a photo to a group of friends. | “[Name], forward this pic to the group chat!” |
| Requesting a sibling to forward a birthday greeting to another sibling. | “Hey [Name], forward this birthday wish to [Sibling’s Name]!” |
| Forwarding party details to a friend. | “Hey [Name], forward the party info to [Friend’s Name].” |
| Asking a roommate to forward a package delivery notification. | “Hey [Name], forward this package notification to [Roommate’s Name].” |
| Forwarding a recipe to a friend who likes cooking. | “Hey [Name], forward this recipe to [Friend’s Name] – they’ll dig it!” |
| Requesting a classmate to forward notes to someone who missed class. | “Hey [Name], forward these notes to [Classmate’s Name] – they missed class.” |
| Forwarding a funny video to a group of friends. | “Hey [Name], forward this video to the group, it’s hilarious!” |
| Asking a family member to forward travel details to another member. | “Hey [Name], can you forward these travel details to [Family Member’s Name]?” |
| Forwarding a reminder about a get-together to a friend. | “Hey [Name], forward this reminder to [Friend’s Name] about our get-together!” |
| Requesting a neighbor to forward a message about a community event. | “Hey [Name], forward this message about the community event to [Neighbor’s Name].” |
| Forwarding a congratulatory message to a friend. | “Hey [Name], forward this congrats message to [Friend’s Name]!” |
| Asking a colleague to forward a casual invitation to a social event. | “Hey [Name], forward this invite to [Colleague’s Name] for the social event!” |
| Forwarding a thank-you note to a friend who helped out. | “Hey [Name], forward this thank-you note to [Friend’s Name] for their help!” |
| Requesting a group member to forward meeting feedback to the leader. | “Hey [Name], forward this feedback to [Leader’s Name] from our meeting.” |
| Forwarding a message about a lost item to a mutual acquaintance. | “Hey [Name], forward this message about the lost item to [Acquaintance’s Name].” |
| Asking a friend to forward a recommendation to a potential client. | “Hey [Name], forward this recommendation to [Client’s Name] if you can!” |
Usage Rules for Different Forwarding Requests
The effectiveness of your forwarding request depends on adhering to certain usage rules:
- Consider the Relationship: Adjust your language based on your relationship with the recipient. Formal requests are appropriate for superiors and external contacts, while informal requests are suitable for close colleagues, friends, and family.
- Provide Context: Clearly explain why the email needs to be forwarded and who should receive it. This helps the recipient understand the importance of the request and take appropriate action.
- Be Clear and Concise: Use clear and concise language to avoid confusion. State your request directly and avoid unnecessary jargon.
- Be Polite: Always use polite language, regardless of the formality level. Expressions of gratitude are essential.
- Specify Urgency: If the request is urgent, clearly indicate the required timeframe. This helps the recipient prioritize the task.
- Double-Check Information: Ensure the recipient’s name and contact information are accurate before sending the request.
Common Mistakes in Forwarding Requests
Several common mistakes can undermine the effectiveness of your forwarding requests:
| Incorrect | Correct | Explanation |
|---|---|---|
| “Forward this.” | “Please forward this email to [Name]. Thank you.” | Lacks politeness and specificity. |
| “Can you forward this to someone?” | “Could you please forward this email to [Name] in the [Department] department?” | Too vague. Specify the intended recipient. |
| “[Name], forward this ASAP!” | “Dear [Name], could you please forward this email to [Name] as soon as possible? Thank you.” | Too informal and demanding, especially in a formal setting. |
| (No subject line) | Subject: Request to Forward Email | Missing subject line can lead to the email being overlooked. |
| (No context provided) | “Please forward this email to [Name] because [Reason].” | Failing to provide context makes it difficult for the recipient to understand the request. |
Practice Exercises
Test your understanding with these practice exercises. For each scenario, formulate an appropriate forwarding request using the principles discussed in this article.
Exercise 1: Formal Requests
Formulate an appropriate formal request for each scenario.
| Question | Answer |
|---|---|
| You need your supervisor to forward a report to the CEO. | “Dear [Supervisor’s Name], I would be grateful if you could forward the attached report to the CEO at your earliest convenience. Thank you.” |
| You want a professor to forward your research paper to a renowned expert in the field. | “Professor [Professor’s Name], I would be honored if you would forward my research paper, attached to this email, to Dr. [Expert’s Name] for their feedback.” |
| You need a board member to forward meeting minutes to members who were absent. | “Dear [Board Member’s Name], please forward the meeting minutes, attached to this email, to the board members who were unable to attend the meeting.” |
| You want a department head to forward a policy change announcement to all employees in their department. | “Dear [Department Head’s Name], kindly forward this announcement regarding the policy change to all members of your department to ensure everyone is informed.” |
| You need a manager to forward an updated project timeline to all stakeholders. | “Dear [Manager’s Name], kindly forward the attached updated project timeline to all relevant stakeholders at your earliest convenience. Thank you.” |
| You need your supervisor to forward a document to HR. | “Dear [Supervisor’s Name], please forward the attached document to the HR department for their review. Thank you for your time.” |
| You need to request a formal introduction via email from a senior colleague. | “Dear [Name], I would be most appreciative if you would forward this email, along with a brief introduction, to [Contact Name]. Thank you for your consideration.” |
| You need to forward a customer complaint to the customer service manager. | “Dear [Name], could you please forward this customer complaint to the customer service manager for immediate attention? Thank you.” |
| You need to ask a colleague to forward a presentation to a client after a meeting. | “Dear [Name], Please forward the presentation file attached to this email to our client, [Client’s Name], as a follow-up to our meeting today. Thank you.” |
| You need to forward a security alert to the IT department for verification. | “Dear [Name], Please forward this security alert to the IT department for immediate verification and action. Thank you.” |
Exercise 2: Semi-Formal Requests
Formulate an appropriate semi-formal request for each scenario.
| Question | Answer |
|---|---|
| You need a colleague to forward a document to another colleague for review. | “Hi [Name], could you forward this document to [Colleague’s Name] for their input? Thanks!” |
| You want a colleague to forward an invitation to a mutual contact. | “Hey [Name], would you mind forwarding this invite to [Contact Name]? I think they’d be interested.” |
| You need a colleague to forward meeting notes to someone who missed the meeting. | “Hi [Name], could you forward these meeting notes to [Colleague’s Name]? They missed the session.” |
| You want a team member to forward a reminder to the group. | “Hey [Name], can you forward this reminder to the group? Thanks for your help!” |
| You need a colleague to forward a file to another colleague for editing. | “Hi [Name], would you mind forwarding this file to [Colleague’s Name] for editing? Thanks!” |
| You want to forward a draft proposal to a teammate for feedback. | “Hi [Name], Could you forward this draft proposal to [Teammate’s Name] to get their feedback? Thanks!” |
| You need to ask a colleague to forward a thank-you note to the project team. | “Hey [Name], Would you mind forwarding this thank-you note to the entire project team? They deserve the recognition!” |
| You need to forward a customer testimonial to the marketing team. | “Hi [Name], Can you forward this customer testimonial to the marketing team? It’s great feedback!” |
| You want to forward a training invitation to a specific group of employees. | “Hi [Name], Could you forward this training invitation to all the employees in the [Department] department? Thanks!” |
| You need to ask a colleague to forward a reminder about an upcoming deadline to their contacts. | “Hey [Name], Would you mind forwarding this reminder about the upcoming deadline to your contacts? Thanks a bunch!” |
Exercise 3: Informal Requests
Formulate an appropriate informal request for each scenario.
| Question | Answer |
|---|---|
| You want to forward a funny meme to a friend. | “Hey [Name], forward this to [Friend’s Name] – they’ll love it!” |
| You need a family member to forward an invitation to another relative. | “Hey [Name], can you forward this invite to [Relative’s Name]? Thanks!” |
| You want to forward a link to an interesting article. | “Hey [Name], forward this to [Friend’s Name], thought they’d like it.” |
| You need a friend to forward a message to someone they know. | “Hey [Name], can you forward this to [Person’s Name]? Need to reach them.” |
| You want to forward a photo to a group of friends. | “[Name], forward this pic to the group chat!” |
| You need a sibling to forward a birthday greeting to another sibling. | “Hey [Name], forward this birthday wish to [Sibling’s Name]!” |
| You want to forward party details to a friend. | “Hey [Name], forward the party info to [Friend’s Name].” |
| You need a roommate to forward a package delivery notification. | “Hey [Name], forward this package notification to [Roommate’s Name].” |
| You want to forward a recipe to a friend who likes cooking. | “Hey [Name], forward this recipe to [Friend’s Name] – they’ll dig it!” |
| You need a classmate to forward notes to someone who missed class. | “Hey [Name], forward these notes to [Classmate’s Name] – they missed class.” |
Advanced Topics in Email Forwarding
Beyond basic requests, advanced email users should consider these nuances:
- Conditional Forwarding: Requesting forwarding only if certain conditions are met (e.g., “If they are interested, please forward this to them”).
- Chain Forwarding: Requesting a chain of forwarding (e.g., “Please forward this to [Name], and ask them to forward it to [Another Name]”). This should be used sparingly to avoid burdening recipients.
- Blind Carbon Copy (BCC) Considerations: If you BCC someone on an email and then ask a recipient to forward it, the BCC recipient will not be included in the forwarded email. Be mindful of privacy and transparency.
- Automated Forwarding: Understanding how to set up automated forwarding rules in email clients for specific situations.
Frequently Asked Questions
Here are some frequently asked questions about requesting email forwarding:
- Is it always necessary to ask before forwarding an email?
While not always strictly necessary, it’s generally considered good etiquette to ask permission before forwarding an email, especially if it contains sensitive or private information. This respects the original sender’s privacy and gives them control over who sees their message. If the email is clearly intended for wider distribution, asking may not be necessary.
- How can I politely refuse a forwarding request?
You can politely refuse by explaining your reasons, such as not having the contact information or feeling it’s not appropriate for you to forward the email. Offer an alternative if possible, such as suggesting the sender contact the person directly. For example: “I’m sorry, but I don’t have [Contact Name]’s current email address. You might try reaching out to them on LinkedIn.”
- What should I do if I accidentally forward an email to the wrong person?
Immediately send a follow-up email to the recipient explaining the mistake and asking them to delete the email without reading it. If the email contained sensitive information, consider informing your IT department or taking other necessary security measures.
- How do I request someone to forward an email to multiple recipients?
Clearly list all the recipients’ names and, if possible, their contact information in your request. You can also group recipients by category (e.g., “Please forward this to all team leads: [List of Names]”). Make sure the recipient is comfortable forwarding to that many people.
- What’s the best way to phrase an urgent forwarding request?
Use clear and direct language that conveys the urgency without being demanding. For example: “Could you please forward this email to [Name] as soon as possible? This is time-sensitive and requires their immediate attention. Thank you for your prompt assistance.”
- How can I ensure my forwarding request doesn’t get lost in someone’s inbox?
Use a clear and descriptive subject line, such as “Urgent: Request to Forward Email to [Recipient’s Name]”. Also, consider sending a brief follow-up email or message if you haven’t received confirmation that the email has been forwarded.
- Is it appropriate to edit an email before forwarding it?
Generally, it’s best to avoid editing an email before forwarding it unless you have the original sender’s explicit permission. If you need to add context or clarification, do so in a separate introductory message. If you must edit, clearly indicate what you’ve changed.
- What if I don’t know the recipient’s email address to provide in the forwarding request?
Explain the situation to the person you’re asking to forward the email. For example: “I’m trying to reach [Name], but I don’t have their email address. Would you be able to forward this to them if you have their contact information?” You can also provide other identifying details to help the recipient locate the correct person.
Conclusion
Mastering the art of requesting email forwarding involves understanding the nuances of formality, urgency, and context. By moving beyond the simple “Please forward this email,” you can craft requests that are clear, polite, and effective.
Remember to consider your relationship with the recipient, provide sufficient context, and always express gratitude. By incorporating these principles into your email communication, you’ll enhance your professionalism and ensure your messages are well-received and acted upon.
Continually practicing and refining your email etiquette will not only improve your communication skills but also strengthen your professional relationships. Pay attention to the responses you receive and adapt your approach accordingly.
With consistent effort, you’ll become a master of email communication and effectively navigate the complexities of requesting email forwarding in any situation. Good luck!