A superseded document is still influencing active work and needs a clear replacement reference.
The useful bits
- Obsolete version identifier
- Approved replacement location
- The team should know the current source and identify work that may rely on the older version.
Before you write
Use this example when a superseded document is still influencing active work and needs a clear replacement reference. Gather the details below so the recipient can act without asking you to reconstruct the situation.
- Obsolete version identifier
- Approved replacement location
- Work potentially affected
An email you can adapt
The subject “Use [new version] for [project] from now on” identifies the request. Replace each bracketed field with a checked detail and remove any sentence that does not describe your situation.
Subject: Use [new version] for [project] from now on Hello team, Please use [approved version] at [location] for ongoing [work]. The file named [old version] is superseded because [specific change]. Do not delete historical records that your process requires; mark the earlier copy appropriately instead. If you have already used it for an active decision or deliverable, tell [owner] so we can assess the effect. Please update working links rather than distributing another uncontrolled attachment. Best, [sender]
Check the boundary
Replacing the working reference does not automatically authorize deletion of archives or approved records.
What a useful reply should settle
The team should know the current source and identify work that may rely on the older version.
Check key shared links and resolve affected work with the responsible owner before closing the issue.
About this guide
Prepared with AI assistance for the BITTU Mail editorial library. Check important details against your original messages and current account settings. Product access depends on your role, plan and provisioning state. Provider interfaces and requirements can change.
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