Have you ever sent a poorly-worded email that caused confusion, frustration, or even embarrassment? Don’t worry, you’re not alone. We all make mistakes, but the good news is, we can fix them. One common mistake people make when sending emails is sending them too quickly, without double-checking for errors or clarity. If you’re in the predicament of needing to recall an email, don’t sweat it. I’ve put together some sample emails you can use as a template to retract your message and correct any misinterpretations. These examples can serve as a starting point for you to customize and make your own. So, take a breath, and let’s get started.
The Best Structure for a Follow-up Email
When it comes to recalling an email, it’s important to have a clear and concise structure that gets your message across without causing confusion or frustration. After all, you want to ensure that the receiver understands why you’re recalling the email and what they should do next. To help you create an effective and efficient email recall, here is a breakdown of the best structure to follow.
1. Start with a clear subject line
The first thing you should do is make it crystal clear that your email is a recall. Your subject line should indicate that you’re recalling an email and include any relevant information, such as the subject of the original email and the sender’s name. Use concise language and avoid vague or ambiguous phrases.
2. Explain why you’re recalling the email
Once you’ve established that your email is a recall, you need to explain why you’re doing it. Be direct and specific, avoiding any confusion or misunderstandings. Make sure you provide enough context so that the receiver can understand why the recall is necessary. Use language that is professional, clear, and straightforward.
3. Provide clear instructions on what the receiver should do next
Your last step is to provide clear instructions on what the receiver should do next. This will help ensure that the recall is successful and that all parties involved are on the same page. Be explicit and direct, outlining any specific actions or timelines the receiver needs to follow. Avoid any ambiguity or vagueness and provide a clear deadline if applicable.
Conclusion
Recalling an email can be a tricky process, but by following a clear structure, you can ensure that your message is communicated effectively and efficiently. Start with a clear subject line, explain why you’re recalling the email, and provide clear instructions on what the receiver should do next. With these steps in mind, you can confidently recall your email and move forward with your business.
7 Sample Email Templates for Recalling Emails
Recall Email Due to Incorrect Attachment
Dear [Recipient Name],
I am writing to recall the email that I sent to you yesterday with the attachment regarding the project deadline. I just realized that the document I attached was an incorrect one, and I do not want it to cause any confusion or issues for our project.
I apologize for the inconvenience that this may have caused you, and I will resend the correct document as soon as possible. Please disregard the previous email and the attachment that was contained in it.
Thank you for your understanding and cooperation.
Sincerely,
[Your Name]
Recall Email Due to Typographical Error
Dear [Recipient Name],
I am writing to recall the email that I sent to you earlier today regarding the meeting schedule. I just noticed that there was a typographical error in the email, which may have caused confusion for others who are attending the meeting.
I apologize for any inconvenience that this may have caused and want to assure you that the correct schedule has been updated. As such, I have sent another email to you with the amended schedule.
Thank you for your understanding and cooperation in this matter.
Sincerely,
[Your Name]
Recall Email Due to Unauthorized Content
Dear [Recipient Name],
I am writing to recall the email that I sent you yesterday about the new product launch. After reviewing the content of the email, I discovered that it contained unauthorized information about our competitors that could lead to legal issues.
I apologize for any risks or harm that it may cause, and I take full responsibility for the mistake. To avoid any complication, I am hereby recalling that email and also request that you please delete the email from your inbox immediately.
Thank you for your cooperation and support on this matter.
Sincerely,
[Your Name]
Recall Email Due to Inappropriate Language
Dear [Recipient Name],
Please accept this email as a recall for the message that I sent you earlier regarding the upcoming company event. I have been informed that my language was inappropriate, and the tone may have conveyed a tone that does not align with the company’s values and culture.
I apologize for any offense that my email may have caused, and I will work to ensure that this does not happen again. I have updated the message with appropriate language and have sent a new email to you.
Thank you for your patience and understanding.
Sincerely,
[Your Name]
Recall Email Due to Technical Error
Dear [Recipient Name],
I am writing this email to recall the message I sent to you yesterday regarding the new project timeline. I recently learned that some of the recipients did not receive a copy of the email due to technical issues or delayed email delivery. As a result, I am recalling the message to re-send it with the necessary updates and information.
I apologize for the inconvenience this may have caused, and I appreciate your attention and support in resolving this issue. I will send a corrected email with the necessary updates right away.
Thank you for your patience and understanding.
Sincerely,
[Your Name]
Recall Email Due to Incorrect Recipient
Dear [Recipient Name],
I am contacting to recall the communication I sent you yesterday concerning the new personnel recruitment process. I recently discovered that I mistakenly copied you on the email that was intended for another employee. I apologize for any confusion or inconvenience this may have caused, and I am taking action to prevent such mistakes from being repeated in the future.
I will forward you the relevant and necessary email regarding the recruitment process shortly. I appreciate your help in ensuring that this message reaches the appropriate individual and not anyone else.
Thank you for your understanding and cooperation.
Sincerely,
[Your Name]
Recall Email Due to Miscommunication
Dear [Recipient Name],
I am writing to recall the email sent to you today concerning the recent project brief. After further review of the communication, I discovered that the information presented could lead to potential misunderstandings within the team. Hence, I decided to correct the message and send you an updated version.
I appreciate your understanding and cooperation in this matter, and I am here to address any concerns you may have. Please see the newly updated email for the details on the project brief and inform me if you require any further information or updates.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Tips for Recalling an Email
Have you ever accidentally hit the “send” button on an important email before you were finished editing it? Or perhaps you realized there was a crucial mistake in the content of an email that had already been sent. Those moments can be stressful, but there are actions you can take to recall an email. Here are some tips for recalling an email:
- Act Quickly: As soon as you realize that you need to recall an email, act quickly. The longer you wait, the higher the chance that the recipient will have already read the email. Some email services will only allow you to recall an email within a limited time frame, so don’t hesitate.
- Double-Check the Settings: Before sending any email, always double-check the settings. Make sure that the email is addressed to the intended recipient and ensure that the content of the email is appropriate for the audience. Additionally, some email services have an “unsend” feature that allows you to cancel the email within a certain timeframe if you catch the mistake quickly enough.
- Use a Polite Tone: When requesting that an email be recalled, always use a polite tone. Avoid being aggressive or demanding. Remember, you are asking for a favor, not issuing a command. Keep your tone professional and respectful in order to increase your chances of having the email recalled.
- Follow Up: After requesting the recall of an email, follow up with the recipient to make sure that they have received the request. If the email has already been read, there is a chance that it may not be possible to recall it. In this case, you may need to address any issues related to the email directly with the recipient.
- Take Preventative Measures: Finally, take preventative measures to avoid issues with emails in the future. This may involve adjusting your email settings, using a spell-check tool, or sending a test email before sending out the final version. By taking these steps, you can reduce the chance of needing to recall an email in the first place.
By following these tips, you can increase your chances of successfully recalling an email. Remember, mistakes happen, but taking swift action and using a professional tone can go a long way in avoiding any potential fallout from a mistake in an email.
FAQs on Sample Email to Recall Email
What is a recall email?
A recall email is an email that you want to take back because you have sent it to the wrong person or you have made a mistake in the content of the email.
How can I recall an email in Gmail?
To recall an email in Gmail, follow these steps: click on the “Undo” button at the bottom of the email for a few seconds after you click “Send”. You can also set a delay in sending emails in your Gmail settings to allow for a window of time to recall emails.
Can I recall an email in Outlook?
Yes, in Outlook, you can recall an email by clicking on the “File” menu, selecting “Info”, and then clicking on “Resend or Recall”. Choose “Recall This Message” and select the appropriate options.
What are some reasons to recall an email?
There are many reasons for recalling an email, including sending it to the wrong person, the email contained a mistake, or you accidentally sent an incomplete email.
Is it always possible to recall an email?
No, it’s not always possible to recall an email. If the recipient has already read the email or if it has been forwarded, it cannot be recalled.
Will I be notified if the email recall was successful?
Most email clients will notify you if your email recall is successful or unsuccessful. However, it’s always a good idea to double-check with the recipient to make sure they have received the updated message.
What should I do if I cannot recall an email?
If you cannot recall an email, you should send a follow-up email to explain the mistake and apologize to the recipient.
Is it professional to recall an email?
Recalling an email can be viewed as unprofessional, but it’s better to recall and fix a mistake than to not address it at all.
Should I use recall email as a standard practice?
No, recall email should not be used as a standard practice. It’s important to carefully review your emails before sending to ensure accuracy and avoid the need for recall.
Recalling Your Email Made Easier
With the help of this sample email, recalling an email is no longer a daunting task. Just remember to act fast and follow the steps correctly. We hope this has been helpful to you. Thank you for taking the time to read through this guide! If you liked this article, please check back for more helpful tips and tricks. Have a great day!