Providing an Email Update: The 4-Step Recipe

We’ve all been there…

A colleague, higher-up, or customer is asking for information on a developing situation, and it is our job to keep them posted.

This task can seem formidable without a formula to follow, but it really doesn’t have to be that way. Adhere to the process below to prepare a status update without stressing!

---

1. Establish the topic

The first step is to simply explain what subject is being referred to. This comes after the email greeting, of course. For the sake of this article, let’s assume we are giving coworkers a briefing on an upcoming event.

Example: 

Hi All, I have some news to share with you concerning our annual conference.

2. Move on to the specifics

Once the topic is stated, it is time to get into the “meat” of the update. Or to put it plainly, exact details go here. Let them know all the new info since your last conversation!

Example:

Over 30 participants have already RSVP’d, but about a dozen more still need to confirm. Also, the lunch catering service is arranged and ready to go.

3. Describe the next step

Now that everyone is up to speed, the way forward needs to be finalized and understood. In this case, the venue’s seating must be set up for the event.

Example:

After the total number of attendees is verified, we can set out the chairs and tables in the conference hall.

4. Ask for input

To ensure all is in order, it is not a bad idea to check if anything is missing or unclear. A fresh perspective can do wonders!

Example:

I believe everything is covered, but please feel free to make a suggestion if any key details haven’t been considered.

By merging steps 1-4, we get an email like this…

“Hi All,

I have some news to share with you concerning our annual conference. Over 30 participants have already RSVP’d, but about a dozen more still need to confirm. Also, the lunch catering service is arranged and ready to go.

After the total number of attendees is verified, we can set out the chairs and tables in the conference hall. I believe everything is covered, but please feel free to make a suggestion if any key details haven’t been considered.

Regards,”