Email forwarding templates that explain why
"See below" is the most expensive phrase in email: it asks the reader to dig through twenty messages to work out why you sent them. A good forward does the reading for them. It names who the thread is from, sums it up in one sentence, says exactly what you need, and gives a date. This template puts all four above the forwarded messages, and Retext fills the deadline three days out.
;gm-fwd;gm-fwd in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
When the recipient should know, but there's nothing for them to do.
When you're passing the whole conversation to someone else to own.
When to use it
- You need a colleague to act on something buried in a long customer or vendor thread.
- You're passing a conversation to someone else while you're away.
- Your manager needs to be aware of a thread without reading all of it.
What to avoid
- Don't forward a thread with sensitive content to someone who wasn't meant to see it. Read the whole thread once before you hit send.
- Don't forward to ask a question you could answer from the thread yourself.
- Avoid stacking forwards on forwards. If a thread has been forwarded twice, start a new email with a summary.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Recipient name
{fill:Recipient name} - The person you're forwarding to.
- Original sender
{fill:Original sender} - Who started the thread, with their company if it helps: "Dana at Northwind".
- One-line summary
{fill:One-line summary} - One sentence on what the thread is about. If you can't write it, the recipient can't work it out either.
- The ask
{fill:The ask} - The single thing you need them to do: "approve the quote", "reply to Dana", "check the numbers in the last email".
- Date in 3 days
{date+3} - Inserts the date 3 days from today, worked out when the snippet expands. Useful for deadlines and return dates.
- Cursor
{cursor} - Where your cursor lands after the snippet expands, so you can start typing the personal part straight away.
- Current status
{fill:Current status} - Where things are right now, in a sentence.
- Promises made
{fill:Promises made} - Anything already committed to the other side, such as a date or a discount, so your colleague doesn't contradict it.
Tips
- •To send the entire Gmail conversation, use the three-dot menu at the top of the thread and choose Forward all. Forwarding from one message only sends that message.
- •If you copy a link to a doc or ticket first, you can paste it into the summary line as you fill it in.
- •When you hand over a thread, also tell the original sender who's taking over. The handover variant has the wording for your colleague; reply to the sender separately.
Works in Gmail, Outlook and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Questions
What should I write when forwarding an email?
Who it's from, a one-sentence summary, what you need the recipient to do, and by when. Put it above the forwarded messages so it's the first thing they read.
How do I forward a whole conversation in Gmail?
Open the conversation, click the three-dot menu at the top, and choose Forward all. Gmail bundles every message into one forward.
Should I say FYI when forwarding?
Only if there's genuinely nothing to do. Say "FYI only, no action needed" so the recipient doesn't wonder whether they missed a request.
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Type ;gm-fwd, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
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