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

Rohit receives an email from his project head addressed to ten people, including him, asking only Rohit to confirm a vendor quotation. He wants to send a confirmation to the project head alone. Which action is appropriate?

Rohit should use Reply to answer only the project head, because the confirmation is relevant only to the sender. Reply All would needlessly fill the inboxes of the other recipients, and forwarding or blind copying others would disclose information to people who do not need it.

  1. AUse 'Reply' to the sender and confirm the quotationCorrect
  2. BUse 'Reply All' so every recipient sees the confirmation
  3. CForward it to the vendor with a note
  4. DUse BCC to copy all ten recipients

Explanation

Since the confirmation concerns only the project head, replying to the sender avoids cluttering nine other inboxes. Reply All is appropriate only when everyone needs the information. Forwarding to the vendor or using BCC would send information to unnecessary parties.

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