Ensure that the message is more concise. In addition to making sentence-level changes, also ensure that paragraph length is appropriate and eliminate unneeded information. As you rewrite the message, focus on making the message as clear as possible.

Kip recently hired Tia for a marketing internship. Kip arranged to meet her next Tuesday and explain the major project that she would complete during her internship. The project involves creating a database of meeting planners (people who organize large conventions and off-site meetings). Unfortunately, Kip had to leave on a sudden business trip and would miss the meeting. He wanted to make sure Tia could start working on the project right away. So, he emailed her from the airport to give her the information she needed. His email message, however, was rushed and somewhat confusing.

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SUBJECT: Work Schedule Hi Tia, I was just asked to make a quick business trip to a trade show that will have me gone from the office for the next four days during next week. We had scheduled to meet on Tuesday, at which time I was going to walk you through the process of developing a full, complete, and comprehensive database of meeting planners at state and federal agencies nearby. Since I will be unable to attend our meeting and give you direction, I thought I would give you some ideas so you can get started. I'm currently waiting for a flight at the airport, so I apologize for any typos. As you know, one of your responsibilities this summer will be to help us develop a database of prospects. What we are looking for, in particular, are meeting planners at state and federal agencies located within 500 miles. We feel that this could be an opportunity if we choose to start developing our capacity to hold green meetings and to include green meetings as part of our core strategic initiatives moving forward. One reason for this is that we think government agencies are more likely to seek out green meetings, and another reason is that, in our past experience, government agencies that hold meetings here are more likely to give us repeat business, thus allowing us to gain more reliable and loyal business. In order to allow us to act swiftly if we start to market green meetings to government agencies, we want you to create a database that includes information of designated meeting planners in these state and federal agencies located within 500 miles of us that will allow us to send out periodic marketing messages via email, mail, and phone. On top of this contact information, we would like to gather information such as how often they hold meetings, for how many people, etc.