Passing along an email address can seem like a small favor, especially when two people could help each other. But contact details are personal information, and someone may not expect them to travel beyond the conversation where they shared them. A brief check gives the person control without making a useful connection difficult. Ask before forwarding an address, explain who wants to make contact and why, and offer to introduce the two people yourself. If permission is unclear or delayed, keep the address private and choose a route that does not disclose it.
The useful bits
- Ask the address owner before sharing their details.
- Name the recipient and explain the purpose of the proposed contact.
- If permission is unclear, offer to forward a message instead.
Ask the person whose address it is
Permission should come from the person whose contact details you plan to share, not from the person asking you for them. Even if the address appears on a public profile or was used in a group conversation, that does not necessarily mean the owner wants it passed to a new contact for a different purpose.
Keep the request direct and easy to answer. Say whose address you mean, identify the person who would receive it, and give a short reason. Avoid making the request sound like permission is already settled or that refusing would inconvenience you.
Hi [Name], would you be comfortable if I shared your email address with [Recipient]? They’re hoping to ask you about [specific topic]. It’s completely fine if you’d rather I pass along a message instead.
Give enough context to make the choice clear
A person cannot make an informed choice if they do not know who will receive their details or what the contact is about. Include the recipient’s name and, when helpful, their role or connection to you. Describe the purpose plainly: for example, asking about a project, arranging a conversation, or discussing a possible collaboration.
Be specific without sharing unnecessary background. If the recipient may forward the address again, mention that possibility and ask whether the person is comfortable with it. Permission to share with one contact should not be treated as permission to circulate the address more widely.
Offer an introduction that keeps control with them
When an introduction would be useful but you do not have clear permission to share an address, you can offer to carry the message instead. Ask the address owner whether they would like you to forward a short note from the prospective contact. They can then decide whether to reply, share their details, or leave it there.
Another option is a three-way introduction, but check with both people first. In a joint email, each person can see the other’s address. Do not assume that a warm introduction automatically makes that disclosure acceptable; tell each person what you propose and wait for agreement before sending.
Hi [Name], [Recipient] would like to connect about [topic]. I haven’t shared your address. Would you prefer that I forward their note, or would you be comfortable with an email introduction?
Treat silence and vague replies as no permission yet
A delayed response is not consent. Neither is a reply such as “maybe,” “I’m busy,” or “you can probably find me.” If the answer does not clearly authorize the specific sharing you described, keep the address private and ask a brief follow-up only if it is appropriate.
If a deadline makes the connection time-sensitive, explain that and offer the message-forwarding option. Do not turn urgency into pressure. If the person does not respond, let the prospective contact know you cannot share the address without permission, and suggest that they use a channel the person has made available for this purpose.
Share only what was approved
When you receive a clear yes, stick to its limits. If permission was for one named recipient and one topic, do not add other recipients, include the address in a group thread, or pass it to someone else. Avoid attaching old correspondence that might expose more contact details or private context than the person agreed to share.
If anything changes—for example, the recipient changes or the intended purpose expands—check again. A simple confirmation can prevent an understandable misunderstanding: “Just confirming, are you okay with me sharing your address with [Recipient] about [topic]?”
Confirm the handoff without overdoing it
After sharing an address or making an agreed introduction, tell the person what you did and with whom. This closes the loop and gives them a chance to correct a misunderstanding. If you forwarded a message instead, say that you forwarded it and avoid promising that the recipient will respond.
Before sending, use this quick check: Did the address owner clearly agree? Did they know who would receive it and why? Am I sharing only the approved details? If any answer is no or uncertain, pause and ask—or forward a message without disclosing the address. You can confirm the process worked by checking that the person understood the request and that the handoff stayed within the permission they gave.
- Name the intended recipient and purpose in your permission request.
- Offer a forwarded note if sharing the address is not yet approved.
- After the handoff, state what you shared and with whom.
About this guide
Prepared with AI assistance for the BITTU Mail editorial library. Check important details against your original messages and current account settings. Product access depends on your role, plan and provisioning state. Provider interfaces and requirements can change.
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