15 Looping You In Email Samples

Looping You In Email Samples

These examples cover various situations where you might need to bring someone new into an ongoing discussion. Feel free to adapt them to your specific needs.

1. Basic Project Update Loop-In

Subject: Looping You In – Website Redesign Project Updates

Hi Sarah,

I’m looping you in on our website redesign project discussions as you’ll be handling the content migration phase next month.

So far, we’ve finalized the new site structure and Mark has started work on the homepage design. We’re currently discussing how to handle the blog archive section, which directly impacts your content migration work.

Please see the full email thread below for context. The most important point for you is that we’ll likely need to recategorize about 30% of the old blog posts during migration.

Let me know if you have any questions after reviewing the thread!

Thanks, Alex

[Signature: Name, Title, Department, Phone Number, Email Address]

2. Quick Introduction to New Team Member

Subject: Looping in our New Marketing Specialist

Team,

I’d like to loop in Ryan, our new Marketing Specialist who started today.

Ryan will be taking over our social media campaigns and helping with the upcoming product launch next month. He brings five years of experience from his previous role at ABC Company.

Ryan, this thread contains our planning discussions for the Q2 marketing push. The key points are: – Budget: $15,000 – Timeline: April 15 – June 30 – Main focus: Expanding our reach on TikTok and Instagram

Everyone, please introduce yourselves when you get a chance!

Best, Jamie

[Signature: Full Name, Position Title, Company Name, Contact Information]

3. Technical Support Issue Escalation

Subject: Looping in Senior Developer Re: Payment Processing Bug

Hi Dev Team and Customer Support,

I’m looping in Priya from the senior developer team to help with this urgent payment processing bug.

Customer support has reported that about 5% of transactions are failing at checkout since this morning’s update. The logs show timeout errors but we haven’t been able to find the root cause.

Priya, we need your expertise since you built much of the original payment infrastructure. Below is the conversation so far with the error logs attached to the first email.

This is affecting real customers right now, so any help is greatly appreciated.

Thanks, Carlos

[Signature: Name, Technical Support Lead, Department, Emergency Contact Number]

4. Adding a Decision Maker

Subject: Looping in VP for Final Budget Approval

Hello team,

I’m looping in Thomas, our VP of Operations, for the final budget approval we need to move forward.

Thomas, the team has put together a proposal for new project management software. The total cost is $4,250 per year, which would replace our current system costing $3,800. The new system offers better reporting features that will save about 10 hours of work each month.

The team has already compared three options and this one scored highest on our requirements checklist. We need your approval by Friday to lock in the discounted rate.

The full comparison spreadsheet is attached to this email.

Thanks for your help with this, Nadia

[Signature: Full Name, Department, Position, Company, Contact Details]

5. Client Communication Loop-In

Subject: Looping in Account Manager – Johnson Project Questions

Dear Mr. Johnson,

Thank you for your questions about the project timeline.

I’m looping in Lisa, who is the dedicated Account Manager for your project. She can give you the most accurate answers about delivery dates and milestone expectations.

Lisa, Mr. Johnson has asked about pushing back the final delivery date by two weeks due to pending feedback from his stakeholders. The original questions are in the thread below.

We appreciate your business and want to make sure we meet all your needs for this project.

Warm regards, Michael

[Signature: Name, Initial Contact Representative, Company Logo, Contact Information, Business Hours]

6. Cross-Department Collaboration

Subject: Looping in HR re: New Hire Equipment Setup

Hi IT Team,

I’m looping in Denise from HR regarding the equipment setup for our new batch of hires starting next Monday.

Denise, we need to know which of the five new starters will be remote workers and which will be in-office. This affects the equipment packages we need to prepare.

So far, we have laptops ready but need clarity on who needs webcams, headsets, and monitors shipped to their home address versus set up at office desks.

Could you share the final list with work arrangements by tomorrow afternoon?

Thanks, Raj

[Signature: IT Support Manager, Extension Number, Office Location, IT Help Desk Hours]

7. Follow-up After a Meeting

Subject: Looping in Jason – Action Items from Budget Meeting

Team,

I’m looping in Jason who couldn’t attend yesterday’s budget planning meeting but will be handling several of the action items we assigned.

Jason, we reviewed the Q3 forecast and identified some areas where we need to cut costs. The team assigned you to: 1. Review the software subscriptions list and identify any redundant tools 2. Get quotes from three new office supply vendors 3. Present options for reducing travel expenses at next week’s follow-up

The complete meeting notes are attached, and Kim is the point person if you have questions.

Please confirm you can handle these tasks by end of day.

Thanks, Pat

[Signature: Name, Title, Department, Meeting Coordinator Contact Details]

8. Connecting People with Similar Goals

Subject: Looping You Two In – Similar Research Projects

Hi Ana and Miguel,

I’m looping you both in because I just realized you’re working on very similar research projects that could benefit from collaboration.

Ana, you mentioned you’re studying customer retention factors for small businesses.

Miguel, your project on reducing churn rates seems to overlap significantly.

I think you two could share data, methods, or at least compare notes to strengthen both projects. Neither of you mentioned knowing about the other’s work, so I wanted to make this connection.

Would you both be open to a quick 30-minute chat next week to discuss possible collaboration?

Best, Sophia

[Signature: Research Director, Department, Academic Credentials, Contact Information]

9. Time-Sensitive Request Loop-In

Subject: URGENT: Looping in Legal Team – Contract Review Needed Today

Hi Legal Team,

I’m looping you in on an urgent contract matter that needs review today.

We have a potential new client waiting to sign, but they’ve requested changes to our standard terms. The sales team promised an answer by close of business today to close the deal this quarter.

The specific changes relate to payment terms (they want net-45 instead of our standard net-30) and liability limits. The marked-up contract is attached with their changes highlighted.

Sales estimates this deal value at $85,000, so we’re hoping to find a way to make it work.

Any guidance you can provide within the next 4 hours would be greatly appreciated.

Thanks, Taylor

[Signature: Business Development Manager, Sales Division, Mobile Number for Urgent Response]

10. Personal Introduction

Subject: Looping You In – Introduction to Web Design Contact

Hi Emma,

Hope you’re doing well! I’m looping you in to connect with my friend David, who has amazing skills in web design.

David, Emma mentioned she needs help creating a website for her new consulting business. She’s looking for something clean and professional that she can update herself after the initial setup.

Emma, David has created sites for several small businesses in our network, and everyone raves about both his design sense and how easy he makes the process.

I’ll let you two take it from here to discuss details, timing, and rates. I think you’ll work great together!

Take care, Jordan

[Signature: Personal Contact Details, Social Media Handles]

11. Adding Resource Expert

Subject: Looping in Maya – Data Analysis Help for Sales Report

Team,

I’m looping in Maya from the Data Analysis team to help us with the sales report challenges we’ve been facing.

Maya, we’re trying to create monthly sales trends by region but can’t get the dashboard to show the right comparisons. We’ve been stuck on this for two days and really need your expertise.

The data set we’re using comes from our CRM export, and we think there might be some formatting issues preventing proper analysis. The current files and attempts are all stored in the shared drive folder linked below.

Any chance you could look at this this week? We need to present findings to leadership next Monday.

Thank you, Chris

[Signature: Sales Operations Specialist, Team, Office Location, Phone Extension]

12. New Stakeholder Addition

Subject: Looping in Finance Director – Project Budget Review

Hello Project Team,

I’m looping in Gabriela, our new Finance Director, who will be overseeing all project budgets going forward.

Gabriela joined us last week and will need to approve any budget changes for current projects, including this one.

Gabriela, this project is currently in month 3 of 6, with $48,500 spent of our $120,000 total budget. We’re tracking slightly under budget so far, but the team has flagged that we might need additional QA resources in the final phase.

Team, please make sure to copy Gabriela on any future budget discussions or change requests.

Thanks, Jesse

[Signature: Project Management Office Director, Budget Approval Authority Level, Contact Details]

13. Bringing in Subject Matter Expert

Subject: Looping in Dr. Chen – Technical Questions on Research Methods

Research Team,

I’m looping in Dr. Chen to help address the statistical analysis questions that came up during our review meeting.

Dr. Chen, the team is stuck on whether we should use method A or B for analyzing the survey results. The key concern is that our sample size is smaller than planned (143 responses vs. target 200), and we’re seeing some unexpected clustering in the data.

Your expertise would be very helpful, especially regarding whether we need to adjust our significance thresholds or change our approach entirely.

The raw data set and current analysis attempts are attached for your review.

Thank you for your help, Sam

[Signature: Research Coordinator, Department, Academic Institution, Contact Information]

14. Vendor Communication

Subject: Looping in New Project Contact – Office Renovation Updates

Hi BuildRight Construction,

I’m looping in Kevin, who will be taking over as your main contact for our office renovation project, as I’ll be on leave starting next week.

Kevin has been fully briefed on the project status, timeline, and all pending decisions. He has full authority to approve the remaining material selections and any small change orders that might come up.

Kevin, below is the latest email thread discussing the flooring options and timeline adjustments we need to make due to the supply chain issues with the original lighting fixtures.

BuildRight, please update your contact list and direct all future communications to Kevin starting immediately.

Thank you, Dana

[Signature: Facilities Manager, Company, Direct Line, Alternate Contact During Leave]

15. Connecting for Mentorship

Subject: Looping You In – Mentorship Connection

Hi Alicia,

I hope this email finds you well. As we discussed last week, I’m looping in Marcus, who has agreed to be a mentor for your career development in marketing analytics.

Marcus has over 15 years of experience in the field and has helped guide many successful careers. He’s particularly knowledgeable about the areas you mentioned wanting to develop: predictive modeling and customer segmentation strategies.

Marcus, Alicia is one of our rising stars who has shown great potential and specifically asked about connecting with someone with your background. She’s been with us for two years and has already improved our campaign targeting accuracy by 23%.

I’ll let you two coordinate directly on setting up your first meeting. The company mentorship program suggests monthly check-ins, but you can decide what works best for your schedules.

Thank you both, Lin

[Signature: Talent Development Manager, HR Department, Internal Extension, Video Conference Link]

Wrapping Up: Effective Email Communication

The key to a good “looping in” email is balance. Give enough background so the new person understands what’s happening. But keep it brief enough that they’re not overwhelmed with information.

Always make clear why you’re adding this person to the conversation. What do you need from them? What should they know? What actions should they take? When you answer these questions, you make it easy for everyone to move forward productively.

These email samples can serve as starting points for your own messages. Adjust the tone, length, and details to match your workplace culture and the specific situation. With practice, writing these emails will become second nature, helping you build stronger communication throughout your team.