How to Send Revised Email Sample

Making mistakes while sending emails is common, and there might be times when you need to send a revised email. In this article, we’ll guide you on the process of sending a revised email effectively. We’ve included examples that you can use and edit as needed, making it easy to craft a well-revised email.

How to Send a Revised Email: A Step-by-Step Guide

Sending a revised email can be a useful way to communicate updated information or make corrections to an email you’ve already sent. Whether it’s for business or personal purposes, there are some best practices you can follow to ensure your revised email is clear, concise, and professional.

Step 1: Review and Make Changes

Before you send a revised email, take some time to review the original email and identify any areas that need to be changed. This could include correcting errors, updating information, or adding additional context. Make sure to carefully proofread your changes for any typos or mistakes.

Step 2: Craft a Clear Subject Line

Your subject line should clearly indicate that the email is a revision. You can use phrases like “[Revised]” or “[Updated]” at the beginning of the subject line, followed by a brief summary of the changes. This will help the recipient understand the purpose of the email right away.

Step 3: Include a Polite Opening Paragraph

Start your revised email with a polite opening paragraph that acknowledges the original email and explains why you’re sending a revised version. This shows respect for the recipient’s time and helps them understand the context of the changes.

Step 4: Highlight the Changes Clearly

Make it easy for the recipient to identify the changes you’ve made. You can use highlighting, bolding, or different colors to draw attention to the revised or updated sections of the email. This will ensure that the recipient can quickly see what’s new or different without having to search through the entire email.

Step 5: Provide an Explanation (Optional)

If the changes you’ve made are significant or may require further explanation, consider adding a brief explanation after highlighting the changes. This can help the recipient understand the reasons behind the changes and provide additional context.

Step 6: Close with a Call to Action (Optional)

Depending on the purpose of your email, you may want to include a call to action at the end. This could be a request for a response, a reminder about a deadline, or an invitation to take a specific action. Keep the call to action clear and concise so that the recipient knows what you’re asking them to do.

Step 7: Proofread and Send

Finally, proofread your revised email carefully one last time to ensure that there are no errors or typos. Make sure the subject line, opening paragraph, and call to action (if included) are clear and concise. Once you’re satisfied with the email, send it to the recipient.

How to Send Revised Email Examples

Tips for Sending Revised Email Sample

Whether it is to correct an error, add new information, or simply change your mind, sending a revised email can be a useful tool to communicate your updated thoughts or intentions. Here are some tips to help you craft a clear and effective revised email:

  • Be Clear and Concise:

    • Start your revised email by clearly stating that you are sending a revised version of your previous message. Briefly summarize the main purpose of the revision and highlight any key changes you have made. This helps the recipient understand the context and importance of the revised email.

  • Highlight Changes:

    • Use visual cues or formatting to make it easy for the recipient to identify the revised or updated parts of the email. This could include using bold, italics, highlights, or colored text to draw attention to the changes. You can also use tracked changes or revision marks if the email platform supports it.

  • Provide Context:

    • If the revision is extensive or if you are making significant changes, consider including a brief explanation of why you are making the revision. This helps the recipient understand the rationale behind the changes and ensures they have the full context.

  • Be Humble and Acknowledging:

    • When sending a revised email, be humble and acknowledge any errors or mistakes you made in the original email. Apologize for any inconvenience caused and express your appreciation for the recipient’s understanding. Maintaining a positive and professional tone is crucial even when sending a revised email.

  • Use a Descriptive Subject Line:

    • Update the subject line of the revised email to reflect the changes you have made. This helps the recipient quickly grasp the purpose of the revised email and gives them a preview of the updated content.

  • Respond Promptly:

    • If you are sending a revised email in response to a query, complaint, or request, aim to respond promptly. This shows that you value the recipient’s time and are committed to addressing their concerns or requests in a timely manner.

  • Proofread and Test:

    • Before sending the revised email, proofread it carefully to ensure there are no remaining errors or typos. Additionally, consider sending a test email to yourself or a colleague to ensure that the formatting and any links or attachments are working correctly.

  • Follow Up:

    • Depending on the nature of the revision, it may be beneficial to follow up with the recipient to ensure that they have received and understood the revised email. This could be especially important if the revision significantly impacts the original agreement, timeline, or task.

    FAQs: How to Send a Revised Email Sample

    Q: How do you write a revised email?

    A: When writing a revised email, it’s crucial to start by acknowledging the original email and expressing your appreciation for the recipient’s attention. Clearly state that you are sending a revised version with updates or corrections, and briefly mention the reasons for the revision.

    Q: What is the best way to format a revised email?

    A: It’s good practice to use a clear subject line, such as “Revised version of [Original Email Title].” In the body of the email, you can highlight the specific parts that have been revised using methods like bolding, underlining, or color changes to make them stand out. Additionally, you can add a brief summary of the changes for clarity.

    Q: Should I attach the revised document or include it in the email body?

    A: Attaching the revised document separately is generally preferred, especially if it’s a long or complex document. This allows the recipient to easily access and review the revised version without having to search through the email body. However, if the revision is minor or straightforward, you can consider including it directly in the email body for convenience.

    Q: How do I communicate the urgency of the revised email?

    A: If the revised email requires immediate attention or action from the recipient, it’s essential to convey that sense of urgency. You can do this by using strong language, such as “Urgent” or “Time-Sensitive” in the subject line, explaining the importance and potential consequences of addressing the changes promptly, and requesting a specific timeframe for response or action.

    Q: What should I do if I need to make multiple revisions to an email?

    A: When making multiple revisions, it’s a good idea to maintain a consistent subject line format. This helps the recipient keep track of the email thread and easily identify the latest update. Additionally, clearly indicate the version number or revision date in the subject line or body of the email to avoid confusion.

    Q: How do I politely request feedback or approval on the revised email?

    A: When seeking feedback or approval, be polite and respectful in your request. Express your confidence in the revisions and highlight any specific areas or aspects you’d like the recipient to focus on. Consider providing a deadline or timeframe for their response to ensure a timely review.

    Q: What if the recipient doesn’t respond to the revised email?

    A: If you don’t receive a response within a reasonable timeframe, it’s acceptable to send a gentle reminder email. Keep the tone of the reminder polite and professional, and reiterate the importance of their feedback or approval. You can also consider reaching out via alternative communication methods, such as a phone call or instant messaging, if appropriate.

    Thanks for Reading!

    And there you have it, folks! Now you know how to send a revised email like a pro. Hopefully, this article has been helpful and informative. If you have any other questions, feel free to drop me a line. I’m always happy to help.

    In the meantime, thanks for reading, and I hope you’ll visit again soon. I’ve got lots of other great articles planned, so stay tuned!