Sometimes, you need to add or change something in an already sent email. This is where an addendum comes in handy. An addendum is basically an addition or correction to a previous document or email. Knowing how to send an addendum email effectively, particularly using a program like Outlook, is a useful skill. This guide will walk you through how to handle these situations. Let’s break down exactly How Do You Send An Adendum Email On Outlook and some practical examples.
Crafting Your Addendum Email
Sending an addendum email in Outlook is pretty straightforward. First, you’ll usually reply to the original email. This keeps everything organized and makes it easy for the recipient to connect the addendum to the original message. Then, clearly state that it’s an addendum. You can do this by including “Addendum” or “Amendment” in the subject line and starting your email with a clear statement like, “This email serves as an addendum to my previous email…” or “Please note the following changes/additions to the email sent on…”.
Next, clearly outline what you’re changing or adding. Be specific and easy to understand. If you’re correcting a detail, point out the original information and provide the corrected information. If you’re adding information, state what the new information is and why it’s relevant. Consider these points when explaining the new information:
- What is the change or addition?
- Where does this change/addition fit in the original email?
- Why is this change/addition important?
It’s important to be clear and concise to avoid any confusion, and this also helps maintain professionalism. You can also use some of the formatting tools in Outlook, such as bolding or numbering, to help your recipient easily identify the changes.
Email Examples
Addendum: Correction of a Typo
Subject: Addendum: Regarding the Project Proposal
Dear [Recipient Name],
Please accept this email as an addendum to my email regarding the project proposal that I sent earlier today. I realized there was a minor typo in the original email.
In the section regarding the budget allocation, the email originally stated: “The allocated budget is $15,000.” The correct amount should be $25,000.
I apologize for any confusion this may have caused.
Best regards,
[Your Name]
Addendum: Clarification of a Deadline
Subject: Addendum: Regarding the Deadline for the Report
Dear [Recipient Name],
This email serves as an addendum to my previous email regarding the report submission deadline.
The original email stated the deadline was “end of business day, Friday.” To clarify, the deadline is actually 5:00 PM PST on Friday. Please make sure your submissions are completed by then.
Thank you,
[Your Name]
Addendum: Addition of a Meeting Time
Subject: Addendum: Meeting Details
Dear Team,
This email is an addendum to the meeting invitation sent earlier today regarding the quarterly review.
I neglected to include the meeting’s start time. The meeting will begin at 2:00 PM PST on Thursday. Please ensure you are available at this time.
Thank you,
[Your Name]
Addendum: Revision of a Contact Person
Subject: Addendum: Contact Update for the Event
Dear Attendees,
Please note this addendum to the event information sent earlier.
The contact person for registration is no longer John Doe. Please direct all registration-related inquiries to Jane Smith at [Jane’s email address] or call her at [Jane’s phone number].
We apologize for any inconvenience this may cause.
Best regards,
[Your Name]
Addendum: Adding a New Attachment
Subject: Addendum: New attachment
Dear Team,
This email is an addendum to the project plan sent earlier today.
Please find attached the updated version of the project proposal. It includes some new details.
Best regards,
[Your Name]
Addendum: Update on a Status
Subject: Addendum: Project Status Update
Dear [Recipient Name],
This email serves as an addendum to my project update email from last week.
The progress on the project has been slightly delayed. We are experiencing some delays in the production. I will send a more detailed report with the updated timeline by the end of the week.
Thank you for your understanding.
Sincerely,
[Your Name]
Sending addendum emails through Outlook is a straightforward process. By clearly labeling the email as an addendum, outlining the changes concisely, and using the right formatting, you ensure that the recipient understands the updates without confusion. Remember to always keep your communication clear, respectful, and professional. With these tips and examples, you’ll be sending effective addendum emails in no time.