When you need to make a change or provide extra information related to a previous email or document, knowing How To Write An Addendum Email is super important. An addendum is basically an addition or a correction. Think of it like an extra chapter added to a book after the original one is done. This guide will walk you through how to write addendum emails that are clear, concise, and effective.
Understanding the Basics of an Addendum Email
Writing an addendum email is all about being clear and specific. You need to:
- Clearly state what document or email you’re modifying.
- Explain the exact change or addition you’re making.
- Keep it professional and easy to understand.
The importance of a well-written addendum email is that it prevents confusion and ensures everyone has the most up-to-date information. Imagine you’re organizing a school trip, and a permission slip goes out. Later, you realize you need to change the departure time. An addendum email is how you let everyone know the new time. Here’s a quick rundown:
- Subject Line: Clearly indicate it’s an addendum (e.g., "Addendum: Trip Permission Slip – Departure Time Change")
- Greeting: Start professionally (e.g., "Dear Parents," or "Dear [Name],")
- Body: Clearly state what’s being changed and why.
- Closing: Use a professional closing (e.g., "Sincerely," or "Best regards,")
Email Examples for Different Situations
Addendum Email: Changing a Meeting Time
Subject: Addendum: Meeting Schedule – Project Alpha
Dear Team,
This email serves as an addendum to the meeting schedule circulated on [Date].
Please note the following change:
- The meeting time for the Project Alpha update on [Original Date] has been changed from 2:00 PM to 3:00 PM.
- The location remains the same: Conference Room A.
This change is necessary due to [brief reason, e.g., a scheduling conflict].
We apologize for any inconvenience this may cause.
Sincerely,
[Your Name]
Addendum Email: Correcting a Typo in a Job Offer
Subject: Addendum: Job Offer – [Your Name] – Corrections
Dear [Candidate Name],
This email is to clarify a minor error in your job offer letter dated [Date].
Please disregard the salary stated in section [Specific section of the letter]. The correct annual salary is $[Correct Salary]. All other terms and conditions of the offer remain the same.
We apologize for any confusion this may have caused and are excited to welcome you to the team.
Sincerely,
[Your Name]
[Your Title]
Addendum Email: Adding Information to a Contract
Subject: Addendum to Contract – [Contract Name/Project]
Dear [Client Name],
This email serves as an addendum to the contract signed on [Date] for the [Project Name] project.
Please add the following clause to section [Section Number of Original Contract]:
“[New Clause Text Here]”
This addition is necessary due to [Brief Explanation – e.g., a change in project scope, new regulatory requirements].
Please confirm your understanding and agreement by replying to this email.
Sincerely,
[Your Name]
[Your Title]
Addendum Email: Updating a Policy
Subject: Addendum: [Company Name] – Employee Handbook – Policy Update
Dear Employees,
This email is an addendum to the employee handbook distributed on [Date].
Please note the following update to the [Policy Name] policy (Section [Section Number]):
- [Original policy statement] is replaced with: [New policy statement].
- [Additional point or clarification].
This change is effective immediately and is designed to [briefly state the reason for the update]. The updated handbook will be available [where the updated version will be available].
If you have any questions, please contact [Contact Person or Department].
Sincerely,
[Your Name]
[Your Title (if applicable)]
Addendum Email: Clarifying a Previous Announcement
Subject: Addendum: [Announcement Subject] – Clarification
Dear Team,
This email is to provide clarification regarding the announcement sent on [Date] about [Subject of the Announcement].
Specifically, we want to clarify [The Specific Point of Clarification]. For example: [Provide Details and Examples].
We apologize for any confusion and want to ensure everyone is on the same page regarding [Topic].
Thank you for your understanding.
Sincerely,
[Your Name]
Addendum Email: Modifying the Deliverables in a Project Proposal
Subject: Addendum: Project Proposal – [Project Name] – Deliverable Modification
Dear [Client Name],
This email serves as an addendum to the project proposal submitted on [Date] for the [Project Name] project.
Please note the following modification to the deliverables listed in section [Section Number of the Proposal]:
Original Deliverable: [Original Deliverable Description]
Revised Deliverable: [Revised Deliverable Description]
This change has been made due to [Brief Explanation – e.g., new project requirements, updated client needs].
We confirm that all other aspects of the proposal remain the same.
Please acknowledge your agreement to these changes.
Sincerely,
[Your Name]
[Your Title]
Writing an addendum email might seem like a small detail, but it’s actually a key part of being a good communicator. By following these tips and examples, you can ensure that your addendum emails are clear, professional, and keep everyone informed. Good luck!