Guidelines for Forwarding Business Emails
I did a post on my “everyday email etiquette” website about forwarding emails and received a slew of requests asking for advice specifically for business email forwarding. Forwarding emails is a topic I am contacted about regularly. And one that also causes misunderstandings, inefficiencies, and sometimes hurt feelings.
Business vs. Personal Email Forwarding
Thoughtfulness?
There is a hesitancy to ask others to stop. We don’t want to offend or make the sender think their thoughtfulness is not appreciated or that you are scolding them.
But let’s think about this for a moment. How thoughtful is it to click the forward arrow, then a bunch of email addresses, and hit send? Well, your brain had to “think” about those steps, but does that make an effort truly “thoughtful?”
I don’t think so… Here’s an example of how to handle compulsive forwarders.
Hey, John:
Do me a favor and send non-business related emails to my personal address my****@my*************.com.
I do want to hear from you but my work email volume is overwhelming and your emails will get lost in the shuffle.
Thanks,
Jane
See what I did there? “Will get lost in the shuffle” gives you an excuse to not respond to or acknowledge non-business-related emails.
Simple Forwarding Rules to Follow
Applying these simple guidelines will avoid issues associated with forwarded emails.
The above guidelines will help you determine whether an email is worth forwarding and the proper way to do so in a business environment.
IMPORTANT: Is the topic of the email one that is appropriate to forward in a work environment or to other business contacts? When on company time, using company email, think not twice but three times before you forward. Is that specific email worth the risk of diminishing your on-the-job credibility and professionalism?
Privacy and Copyright
Senders may not appreciate the email they wrote to you being sent to others or those they don’t know. Or they may not mind at all. So just ask first.
Remember that emails are sent and written to the party for which they were intended. Regardless of when or where they are written. Common courtesy dictates not to forward without the original sender’s knowledge.
Legal Jeopardy
You could be putting your company in legal jeopardy if you forward outside the company. But, on the flip-side, you may be putting your reputation as a professional on the line by forwarding internally.
In business, you have copyright, legal, and liability issues at play as well. This is why every business utilizing email should have a clear business email policy that all are aware of and agree to abide by.
The policy needs to clarify the details of what is expected when using company email and devices, including the procedures for what can and shouldn’t be forwarded.
Business Courtesy & Professionalism
How you handle the forwarding of business-related emails will reflect on you. For example, are you trustworthy, efficient, and detail-oriented? Other factors that may be considered are your level of professionalism, credibility, and ability to communicate clearly.
Proceed accordingly.