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An addendum email provides updated or additional information to the recipient. It can be used to clarify details, provide new data, or correct errors. To ensure effectiveness, it’s crucial to adhere to email etiquette and professional communication guidelines when sending an addendum email. This article will guide you through the essential steps and considerations for composing a clear and professional addendum email, helping you convey your message effectively and maintain a positive professional relationship.
How to Send an Addendum Email
An addendum email is a follow-up message that provides additional information or makes revisions to an original email. Whether you’re sending a clarifying note to a job application or updating your team on a project, it’s essential to craft an effective addendum email that conveys your message clearly and concisely.
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Structure of an Addendum Email:
- Subject Line: Include “Addendum” or “Additional Information” in the subject line to grab the recipient’s attention and indicate the purpose of your email.
- Salutation: Begin your email with a professional salutation, using the recipient’s name if possible.
- Introduction: Briefly state the purpose of your email and reference the original message. Example: “I’m writing to provide an addendum to the email I sent on [date] regarding the job application for [position].”
- New Information or Revision: Clearly present the additional information or revisions you’re providing. Use bullet points, numbered lists, or a table to organize and emphasize key details.
- Context and Justification: If necessary, provide context or justification for the addendum. Explain why you’re providing the new information or making the revisions.
- Call to Action: If you need the recipient to take any action, state it clearly. Example: “Please review the attached document and let me know if you have any questions.”
- Closing: End your email with a professional closing, such as “Sincerely” or “Best regards.” Include your name and contact information for further communication.
Example:
| Subject Line: | Addendum: Job Application for Marketing Manager |
| Salutation: | Dear [Hiring Manager Name], |
| Introduction: | I’m writing to provide an addendum to my job application for the Marketing Manager position. |
| New Information: |
|
| Closing: | Sincerely, [Your Name] |
Addendum Email Examples
Addendum to Contract Negotiations
Hello [Recipient Name],
I hope this email finds you well. I’m writing to supplement our recent contract negotiations. I’d like to add the following clarification regarding the performance bonus structure:
- The bonus will be calculated based on a maximum of 10% of annual salary.
- The performance metrics for the bonus will include sales volume, customer satisfaction, and project completion.
Please review this addendum and let me know if you have any questions. Thank you for your attention to this matter.
Addendum to Employee Handbook
Hello Team,
Please be advised of the following addendum to our Employee Handbook, effective immediately:
- New guidelines for vacation requests have been implemented, requiring employees to submit requests 14 days in advance.
- The company’s dress code has been revised to allow more casual attire on Fridays.
Review the attached PDF for the complete revised Employee Handbook. Your cooperation in adhering to these updates is greatly appreciated.
Addendum to Offer Letter
Dear [Recipient Name],
Following our recent discussions, we would like to amend our offer letter as follows:
- Your starting salary will be adjusted to [New Salary].
- Your benefits package will include additional paid time off.
Please confirm that you accept these amendments by signing and returning the attached updated offer letter. We look forward to welcoming you to our team.
Addendum to Invoice
Hello [Client Name],
Please find attached an addendum to our previous invoice for the project at [Project Name]. This addendum reflects the following additional work:
- Development of an additional feature
- Testing and debugging of the updated software
The total amount due, including this addendum, is [New Invoice Amount]. Please remit payment as soon as possible.
Addendum to Policies and Procedures
Hello [Employees],
I’m writing to inform you of the following update to our company policies and procedures:
- A new policy regarding remote work has been established, outlining the expectations and guidelines for working from home.
- The procedures for approving travel expenses have been revised, requiring additional documentation for reimbursement.
Please refer to the attached document for the full details of these updates. Your understanding and compliance are greatly appreciated.
Addendum to Sales Contract
Dear [Client Name],
I’m writing to supplement our recent sales contract with the following addendum:
- The delivery date for the products has been extended to [New Date].
- A 10% discount will be applied to the total contract value.
Please acknowledge receipt of this addendum by signing and returning a copy to me. Thank you for your continued business.
Addendum to Legal Agreement
Dear [Attorney Name],
I’m writing to you today to request that the following provision be added to the legal agreement we signed on [Date]:
“The parties agree to mediate any disputes arising under this agreement before resorting to litigation.”
This addendum will help facilitate the resolution of any potential disputes in an amicable and efficient manner. Please let me know if you have any objections to this provision.
How to Send an Addendum Email?
When an email has been sent and was later realized there is something missing or needs some clarifications, it is suggested to send an email addendum instead of sending another new email.
Here is how to send an Email Addendum:
1. Subject Line:
The subject line should be clear and concise, and it should indicate that the email is an addendum to a previous email. For example, you could use the following subject line: “Addendum to: [Original email subject line]”
2. Body of the Email:
The body of the email should be brief and to the point. It should include the following information:
* A brief explanation of why you are sending the addendum.
* The additional information or clarification that you are providing.
* A thank you for the recipient’s time and consideration.
3. Signature:
Your signature should include your name, title, and contact information.
4. Sending the Email:
Once you have completed the email, you can send it to the recipient. You can use the same email address that you used to send the original email.
How to Write an Email Addendum If There’s Mistake?
When mistakes are identified after sending an email, a follow-up addendum can be sent to address the errors. Here are steps to compose an addendum for email mistakes:
1. Craft a Clear Subject Line:
The subject line should clarify that the email is an addendum to a previous message and indicate the purpose of the update. An example could be: “Addendum: Correction to [Original email subject]”
2. Acknowledge the Error:
In the body of the email, start by acknowledging the mistake and apologizing for the error. Clearly specify the incorrect information and provide the correct details.
3. Provide a Clear Explanation:
If necessary, offer a brief explanation of how the error occurred to prevent confusion and assure the recipient that measures are being taken to avoid similar mistakes in the future.
4. Express Gratitude:
End the email by thanking the recipient for their understanding and patience. If appropriate, express your appreciation for their willingness to accept the correction.
How to Send an Addendum Email to Change Information?
If there is a need to change the information in an email that has already been sent, an addendum can be used to convey the updated details. Here are steps to effectively change information via an email addendum:
1. Compose a Clear Subject:
Craft a subject line that concisely indicates the purpose of the addendum, such as “Addendum: Updated Information on [Original email subject]”. This informs the recipient that changes have been made.
2. Specify the Modifications:
In the body of the email, clearly outline the specific changes that need to be made. Whether it’s a correction to a date, time, or content, ensure the updated information is accurate and easy to understand.
3. Reason for Changes:
If the information change is significant or unexpected, briefly explain the reason behind the modification. Providing context can enhance understanding and reduce confusion for the recipient.
4. Express Appreciation:
End the email by acknowledging the recipient’s time and expressing gratitude for their attention to the updated information. Appreciation helps maintain a positive and professional tone.
Thanks for dropping by and checking out our guide on sending addendum emails! If you found this helpful, be sure to check back later for more awesome content. We’re always cooking up new articles and guides to help you stay on top of your writing and communication game. Stay tuned, folks!