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

Note: Not every feedback will need a v2. Some may be in the form of:

Hints for what could be better for next time, in which case all that's required is you take the feedback on board
Changes or clarifications to the content, that can act as the latest version of the thread, without needing a re-send

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.

Open your v1 email in Sent Items
Reply to All
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
If the email is a reply, then keep the email history leading up to your original email
Write the v2
Include (v2 - {{ REASON }}) on the first line of the email body
- For further versions of an email, replace the v2 with v3, v4, v5, etc
- The reason should include a summary of what was changed

Warning: Do not add "v2" to the subject as we want to keep the thread.

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.

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


To:	Bob

(v2 - {{ REASON }})

Hi Bob

Regards,
Dave

{{ HISTORY OF THE THREAD, EXCEPT THE PREVIOUS VERSION WITH MISTAKE(S) }}

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

Note: If all the feedback you received is incorporated into the new version, there is no need for an additional done email. However, if you've got other tasks in the feedback, it may be necessary to reply 'done' to those separated from the content of your v2.