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CMA Foundation · Fundamentals of Business Laws and Business Communication · Writing and Drafting for Business Audiences

Ms. Kavita Rao sends a status email to 40 colleagues in a project team. She wants every recipient to read it, but she does not want replies sent to everyone unnecessarily. Which action is most appropriate?

The most appropriate action is to send the email to everyone and state clearly that replies should go only to the sender unless the matter concerns the whole team. This keeps all informed while reducing inbox clutter. The other choices hide recipients, delay delivery or break basic etiquette.

  1. ASend it to all in the 'To' field and request that replies go only to her unless the matter concerns the whole teamCorrect
  2. BPut all 40 addresses in the 'Bcc' field and then use 'Reply All' for responses
  3. CSend it only to the first colleague and ask that person to forward it
  4. DSend it with the subject line left blank to discourage replies

Explanation

Sending to all recipients keeps everyone informed, and a clear instruction limits unnecessary 'Reply All' replies. Bcc would hide the team's addresses and does not by itself control replies. Forwarding via one person causes delay and loss of control, and a blank subject is poor etiquette.

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