Do you need to make changes to a previously sent email, maybe to correct a mistake or add some new information? Learning how to write an addendum email is a super useful skill! An addendum email is essentially an “extra note” you send to clarify or modify the original message. It’s like a follow-up. This guide will break down everything you need to know to effectively write a clear and professional addendum email.
Understanding the Purpose of an Addendum
Before you even start writing, it’s important to understand why you’re sending an addendum. Ask yourself:
- What exactly needs to be changed or added?
- Why is this change important?
- Is this addendum urgent?
Knowing the “why” helps you structure your addendum and makes sure it’s easily understood. Here’s a simple way to think about it: An addendum functions like an amendment, bringing the initial content up to date. Answering the above questions helps determine how to properly create one. For example:
- Accuracy: Correcting any factual errors in the original email.
- Completeness: Adding essential information that was accidentally omitted.
- Clarification: Providing a more detailed explanation of a specific point.
Example: Correcting a Spelling Error in a Job Offer
Subject: Addendum to Job Offer – [Your Name] – [Job Title]
Dear [Candidate Name],
Please accept this email as an addendum to the job offer for the position of [Job Title] that we sent on [Date].
We’ve noticed a minor error in the original email. In paragraph [Number or location of paragraph], the company name was misspelled. The correct spelling is [Correct Spelling].
We apologize for any confusion this may have caused. The rest of the terms and conditions of the offer remain unchanged.
Please confirm your acceptance of the offer by replying to this email.
Sincerely,
[Your Name]
[Your Title]
Example: Adding a Missing Attachment
Subject: Addendum: [Original Email Subject] – Including Attachment
Dear [Recipient Name],
I am writing to provide an addendum to my email regarding [original email topic], sent on [date].
I mistakenly omitted an important document, the [Name of Document]. I’ve attached it to this email.
Please review this document at your earliest convenience. We are looking forward to your response.
I apologize for any inconvenience. If you have any questions, please don’t hesitate to ask.
Best regards,
[Your Name]
[Your Title]
Example: Providing a Revised Schedule
Subject: Addendum: Revised Schedule for [Project/Meeting] – [Original Email Subject]
Dear Team,
Please consider this email as an addendum to the schedule for the [Project/Meeting] that was distributed on [Date].
Due to [Brief explanation of the reason for the change], the schedule has been adjusted. The revised schedule is as follows:
- [Date]: [Activity]
- [Date]: [Activity]
- [Date]: [Activity]
Please adjust your plans accordingly. If you have any questions regarding the changes, please contact [Contact Person].
Thank you for your understanding.
Best regards,
[Your Name]
[Your Title]
Example: Updating Contact Information
Subject: Addendum: Update to Contact Information – [Original Email Subject]
Dear [Recipient Name],
This email serves as an addendum to my email dated [Date], on the subject of [Original email subject].
I’m writing to inform you of a change to my contact information. My new phone number is [New Phone Number]. You can also reach me via email at [New Email Address].
Please update your records accordingly.
Thank you,
[Your Name]
[Your Title]
Example: Clarifying a Policy Change
Subject: Addendum: Clarification of Company Policy – [Original Email Subject]
Dear Employees,
This email is an addendum to the company policy update sent on [Date], regarding [Policy Name].
We would like to clarify section [Section Number] of the policy. [Original statement] is further elaborated as follows: [Revised statement].
The purpose of the clarification is to ensure everyone has the best understanding of this policy and its implications.
Please review the updated information. Should you have any further questions, feel free to contact your supervisor.
Sincerely,
[Your Name]
[Your Title]
Example: Adding a Link to a Resource
Subject: Addendum: Adding Link to Important Resource – [Original Email Subject]
Dear Team,
I’m writing to add an addendum to my previous email of [Date] regarding [Original Email Topic].
I forgot to include a helpful resource. Please refer to the link provided for [Name of Resource]: [Link]. This will provide additional guidance on [Briefly explain the resource].
I apologize for any inconvenience and I hope this addition provides further clarity.
Best regards,
[Your Name]
[Your Title]
Writing an addendum email is a straightforward process that significantly enhances your communication skills. By following these simple guidelines, you can ensure that your addendum emails are clear, concise, and maintain professionalism. Remember to always clearly state the purpose of the addendum, specify the changes, and provide any necessary context. This helps to avoid confusion and ensures that everyone stays informed.