Final answer:
Modifying an e-mail distribution list involves updating the list of recipients to ensure the message reaches the right people. It is crucial to proofread emails, use a professional email address, and consider addressing complex issues in person or by phone.
Step-by-step explanation:
Modifying your e-mail distribution list means updating or altering the list of recipients to whom you are sending an email. When determining who should receive an email, it's important to know your audience to ensure that the message is pertinent to them. For instance, it's more efficient to send a specific query to individuals who are equipped to respond, rather than to an entire staff list that may include recipients who cannot contribute to the discussion. Moreover, crafting your emails with discretion and appropriateness is crucial since emails can inadvertently be made public through forwarding or sharing. Make sure your email reflects well on you, using a professional email address typically consisting of your name or initials.
Additionally, always proofread your email to eliminate errors and to confirm that the message is clear, respectful, and contains all necessary information. Spelling and grammar checks on your computer are useful, but don't rely on them entirely; manually check for incorrect word usage that automated checks might miss, and then verify the recipient's address before sending. If your message is complex or especially sensitive, consider addressing the matter in person or via a phone call.