Do you know when and how to send a v2 of an email?

Sometimes you will need to send a new version for an email. This often is due to 2 main reasons:

• You received substantial feedback about the email you've sent that requires a new version
• You realized you've made a mistake and want to send an updated version of an email

Having an entire new version of an email is important as it:

• Ensures that you understood feedback and incorporated it immediately
• Cleans up the email thread history to only have relevant content

How to structure and send a v2

Send the v2 email as if v1 never happened (same for v3, v4, etc). Make sure the first (or previous) version is not part of the email history.

1. Open your v1 email in Sent Items
2. Reply to All
3. Delete the whole v1 from the thread, including:
   • The previous email headings (From:, To:, Cc:, Bcc, Subject:, etc.)
   • Your signature
   • The words "RE:" from the subject only in the cases where first email was not a reply
4. If the email is a reply, then keep the email history leading up to your original email
5. Write the v2
6. Include (v2 - {{ REASON }}) on the first line of the email body
   • The reason should include a summary of what was changed
   • If additional versions of an email is needed:
     • Repeat steps 1-3
     • Add a new v3, v4, v5 above the previous version with the reason for the new update

Tip: If you receive a v2 email, the first thing you should do is go delete the prior email from your inbox. This avoids you accidentally replying to your original email later.

✅ Figure: Good example - Sending a 'v2' when you need to make an update

What about appointments?

For appointments, the procedure is different, see do you explain why you've updated or deleted an appointment?

Avoid Outlook's 'Resend This Message'

Note: In Outlook, there is an option to use the 'Resend This Message' button from the toolbar. This used to be the standard practice, however currently it should be avoided as it breaks the thread.

❌ Figure: Bad example - Outlook's 'Resend This Message' feature is no longer recommended