How to Professionally Forward an Email Sample: Tips and Techniques

Hey there! Are you finding it difficult to forward an email sample professionally? I know, sometimes it can be a tricky task, especially when you want to make sure that the message is conveyed accurately without losing its context.

But fret not, I’ve got you covered! In this article, I’ll be sharing some expert tips on how to forward an email sample professionally. Not only that, but I’ll also be providing you with some real-life examples that you can easily edit according to your needs.

As we all know, emails are an essential part of our professional lives. It’s the primary mode of communication that we use with our colleagues, bosses, and clients. Therefore, it’s crucial to ensure that the emails we forward maintain a professional and respectful tone.

So, whether you’re forwarding a client’s message to a colleague, or sending an important email to your boss, this article will equip you with the necessary tools to do so efficiently and effectively.

So, without further ado, let’s dive into the tips and tricks of forwarding an email sample professionally.

The Best Structure for Professionally Forwarding an Email Sample

Forwarding emails can be a critical task in any professional setting. Whether you are forwarding emails to a colleague, boss, or customer, it is essential to ensure that the message is forwarded in a professional, clear, and concise manner. A well-structured email can make all the difference in how your message is received and perceived. In this article, we will discuss the best structure for how to professionally forward an email sample.

The first step in forwarding an email is to obtain permission from the original sender. If the email contains sensitive or confidential information, you may need to seek permission from the sender before forwarding the email. Once you have permission, you can begin the forwarding process.

The next step is to ensure that the subject line accurately reflects the contents of the email. The subject line should be clear and concise, and it should provide a brief summary of the email’s contents. This will help the recipient understand the purpose of the email and why it has been forwarded to them. When forwarding an email, it is also essential to include a brief introduction or message to provide context for the recipient.

When forwarding an email, it is essential to ensure that the original formatting is maintained. If the email includes images, tables, or other formatting, it is important to ensure that these elements are preserved in the forwarded email. In some cases, you may need to provide additional instructions to the recipient on how to view the email properly.

Finally, it is important to include any necessary follow-up actions or instructions in the forwarded email. For example, if the email requires the recipient to complete a task or respond to a question, it is important to include this information in the email. You may also want to include a deadline or timeline for when the recipient should respond.

In conclusion, forwarding emails can be a crucial part of any professional setting. By following these best practices, you can ensure that your forwarded emails are professional, clear, and concise. Obtaining permission, providing a clear subject line, maintaining original formatting, and including any necessary follow-up actions or instructions are all critical elements of a well-structured forwarded email.

Sample One: Forwarding a Recommendation Letter

RE: Recommendation for John Doe Employment

Dear [Recipient],

I am writing to forward you a recommendation letter for John Doe. As his supervisor for over two years, I can attest to his exceptional work ethic, interpersonal skills, and leadership abilities. In our organization, John played an integral role in spearheading several successful projects, which demonstrated his expertise in strategic planning and execution.

Additionally, John’s communication skills are top-notch. He can articulate complex ideas in a simple and concise manner, which makes him a valuable asset to any team. Based on his experience and qualifications, I am confident that he will thrive in your organization and make a significant contribution. Thank you for considering John for employment.

Best regards,

[Your Name]

Sample Two: Forwarding a Business Proposal

RE: Business Proposal for ABC Corporation

Dear [Recipient],

I am forwarding you a business proposal on behalf of ABC Corporation. As a longstanding partner of our organization, ABC Corporation has demonstrated a commitment to excellence through their quality products and services, customer-centric approach, and willingness to collaborate.

Within the proposal, you will find detailed information on ABC Corporation’s offerings, pricing, and key differentiators. I believe that this proposal aligns with your organization’s needs and requirements. Please feel free to contact me should you require any further clarification or details regarding the proposal.

Thank you for considering ABC Corporation for your business needs.


[Your Name]

Sample Three: Forwarding a Request for Approval

RE: Request for Approval for Team Building Event

Dear [Recipient],

I am forwarding you a request for approval for a team-building event that our department hopes to organize. The event seeks to bring together employees from various teams within the organization and foster a collaborative culture to enhance productivity and morale.

The request includes details on the proposed event’s venue, date, and time, as well as a budget breakdown and expected outcomes. I believe that this event will be instrumental in achieving our department’s goals and aligns with the organization’s overall vision.

Please let me know if you require any further information or clarification on the request. We look forward to your approval.

Best regards,

[Your Name]

Sample Four: Forwarding a Thank You Note

RE: Thank You Note from ABC Non-Profit Organization

Dear [Recipient],

I am forwarding you a thank you note from ABC Non-Profit Organization. Our organization received generous support from your organization, which enabled us to provide much needed assistance to underserved communities. Your donation has made a significant impact, and we deeply appreciate your contribution.

The thank you note expresses our heartfelt gratitude for your support and highlights the impact of your donation. Please feel free to contact us should you wish to learn more about our organization’s activities and how your support has made a difference.

Thank you once again for your philanthropic efforts to make the world a better place for us all.


[Your Name]

Sample Five: Forwarding a Job Opportunity

RE: Job Opportunity for Social Media Manager

Dear [Recipient],

I am forwarding you a job opportunity for a Social Media Manager position within our organization. The position will be responsible for managing our organization’s social media platforms, developing and executing social media campaigns, and monitoring analytics to drive engagement and visibility.

The job opportunity includes a detailed job description, responsibilities, and minimum qualifications. I believe that this position aligns with your experience and expertise, and I encourage you to apply. Please feel free to reach out to me if you require any further information or guidance on the application process.

Thank you for considering this opportunity, and I look forward to hearing from you soon.


[Your Name]

Sample Six: Forwarding a Legal Document

RE: Legal Document on New Compliance Regulations

Dear [Recipient],

I am forwarding you a legal document on new compliance regulations that impact our organization. The document provides detailed information on the new laws and regulations, how they affect our organization’s policies and procedures, and the actions we need to take to ensure compliance.

Please review the document thoroughly and make any necessary adjustments to adhere to the new regulations. It is essential that we comply with these regulations to avoid any legal liability or penalties. Should you require any assistance or clarification on the document’s contents, please do not hesitate to contact me.

Thank you for your prompt attention to this matter.

Best regards,

[Your Name]

Sample Seven: Forwarding a Press Release

RE: Press Release on New Product Launch

Dear [Recipient],

I am forwarding you a press release on our organization’s newest product launch. The press release covers the product’s features, benefits, and how it integrates into our organization’s overall product suite. We are excited to share this news with our stakeholders and the public and hope that you will help us spread the word.

Please feel free to share the press release with your media contacts, post on your website or social media platforms, and any other means of communication that will enable the news to reach a wider audience. We appreciate your support in making this launch successful.

Thank you for your help, and we look forward to working with you on future projects.


[Your Name]

Tips for Professionally Forwarding an Email Sample

Forwarding an email may seem like an easy task, but it’s important to do it professionally, especially in a corporate setting. Here are some tips to ensure a successful email forwarding:

  • Double-check the email content: Before forwarding, make sure to read the entire email thread to avoid sending an incomplete one. You may also want to remove any irrelevant information to keep the email concise and easy to read.
  • Add context: If the email thread needs additional context, ensure to explain why you’re forwarding the email to the recipient. Provide some background information or a brief summary to help the reader understand the purpose of the email.
  • Include a clear subject line: Make the subject line clear and concise. It should reflect the content of the email and be informative enough for the recipient to know what the email is about. A vague subject line may lead to the email being ignored or overlooked.
  • Use BCC: If forwarding an email to multiple recipients, use BCC to ensure privacy. BCC will hide the email addresses of the other recipients and prevent them from replying to all. This will also avoid any confusion that can arise when replying to an email meant for someone else.
  • Add a personal touch: Adding a personal comment or message can help to establish a connection with the recipient. If the email thread is formal, you may want to keep the message brief and professional. However, if the recipient is a colleague or a friend, adding a personal touch can be appropriate.
  • Proofread before forwarding: Before hitting send, proofread the email to avoid any grammatical errors or typos. This will help to maintain a professional image and ensure the recipient takes your message seriously.

By following these tips, you can professionally forward an email sample while also ensuring that the recipient understands its purpose and context.

FAQs on How to Professionally Forward an Email Sample

What does it mean to forward an email?

Forwarding an email refers to the act of sending or redirecting a received email message to one or multiple recipients. This way, you can share the contents of the email with others or keep them up-to-date on a particular issue.

Why is it important to forward emails professionally?

Professionalism is crucial when forwarding emails, as it reflects your level of communication skills and attention to detail. Properly forwarding emails ensures that the recipients receive the message in its original state, format, and context, and it minimizes any confusion or errors that could arise from miscommunication.

How do I forward an email professionally?

To forward an email professionally, ensure that you verify the source and content of the email before forwarding it. Then, select the appropriate recipients and add a concise and clear subject line that reflects the content of the email. Additionally, provide a brief introduction or explanation if necessary and avoid making any changes to the original message unless necessary.

What should I do if I need to add comments or notes to the forwarded email?

If you need to add comments or notes to the forwarded email, include them in a separate message or section, rather than directly editing the forwarded email. Also, ensure your comments are clear and concise, and highlight any relevant information or action needed.

How do I forward an email chain?

Before forwarding an email chain, ensure that you review and summarize the content of the previous messages and only include relevant and necessary information. Moreover, use a clear subject line and inform your recipients of the content of the email chain as well as any relevant updates.

Is it appropriate to forward emails without permission?

No, it is not appropriate to forward emails without permission, especially those that contain confidential or sensitive information. Always ask for permission before forwarding emails, and ensure that your actions comply with any relevant company policies or regulations.

How do I indicate that an email has been forwarded?

You can indicate that an email has been forwarded by adding the words “Forwarded,” “FWD,” or “FW:” at the beginning of the subject line. You can also include a brief note at the beginning of the email text, stating that you are forwarding the message and why.

What should I do if I receive an inappropriate email?

If you receive an inappropriate email, do not forward it or respond to it. Instead, report the email to the appropriate person or department in your organization, and follow any relevant company rules or regulations regarding email management.

How do I protect email privacy when forwarding emails?

To protect email privacy when forwarding emails, ensure that you only forward emails to authorized recipients and avoid including sensitive information in emails unless necessary. Also, use proper encryption protocols, passwords, and other security measures to ensure that your email communication is secure and safeguarded from unauthorized access.

Happy Forwarding!

That’s all folks! You now have everything you need to professionally forward an email sample. Remember to pay attention to every detail, double-check that you’ve attached the relevant files, and modify the email content as necessary to make it sound natural and engaging. Thanks for reading and I hope you enjoyed the article. Be sure to visit again later for more tips and tricks. Until next time, happy forwarding!