Be More Efficient with these Business Email Reply and Forward Tips
ByJudithPosted onReading Time: 3 minutes
Have you ever noticed how some email conversations can sometimes take on a life of their own? They just keep on going and going and going…
Before you know it, the subject field no longer reflects the current conversation. That means that thread has gone on too long. When you can’t know, with a quick glance of the Subject: field, what is within a communication — we have muddied the conversation.
Here are some tips to keep in mind when we are hitting the REPLY and FWD buttons in your business email communications:
How to Avoid Business Email Re: and Fwd: Confusion
If the Subject line no longer applies directly to the current conversation, update it. It is common for email conversations to drift. Start a new email or update the Subject line to reflect the current focus or topic.
Never forward without a personal comment about what and why you are forwarding. When you receive an email with Fwd, down-edit it to the critical part of the forward and add your comment before sending it or replying. To move forward without commenting risks being perceived as bossy or terse. If you cannot take the time to type a short note explaining why you are forwarding — do not forward.
Look at who the recipient of the email is before you reply. When multiple “Re:s” and “Fwd:s” exist in the subject field, the current conversation may no longer apply to everyone. If your response is necessary for all to know, you should hit REPLY ALL only then. Otherwise, review the To and Cc fields and only reply to those who need to know your comments by pruning the unnecessary addresses.
Set up your address book so you can click on contact names and email them. Don’t pull up an old email with an unrelated topic; open it, hit REPLY, and start typing about an unrelated issue. Start a new email.
Never forward those emails that look like they have been forwarded a bazillion times. In particular, refrain from using your business email address or forwarding these emails to business contacts. Keep your emails about business, no matter how righteous or essential you feel about the topic. If you must forward, be sure to down-edit all the back and forth and leave in only the meat of the matter.
Each time you hit REPLY, take the liberty to review, then adjust the Subject field to be more appropriate to the focus of your response. For example: Re: New Pricing WAS: Widget Specs. This new Subject field is crystal clear as to what is within for future reference.
Clarity and Efficiency in Communications
As you can imagine, these tips help you be more efficient and organized. Don’t doubt that those you work with won’t appreciate that you make communicating with you more straightforward than most who neglect these little efforts.
Paying attention to little details is crucial when it comes to the efforts you choose to make in your day-to-day business email activities. The tips above can foster long-term positive relationships and avoid the potential for misunderstanding.
The above efforts will make you easy to communicate with. And that’s money.
Reading Time: 3 minutes 
