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An erratum is a correction or clarification that is issued after a document or publication has been released. It is important to send an erratum email in a timely manner to ensure that the correct information is disseminated and to avoid any confusion or misunderstandings. The key components of an erratum email are the subject line, the body of the email, and the attachments. The subject line should clearly indicate that the email is an erratum and should include the name of the document or publication that is being corrected. The body of the email should include a brief description of the error, the correct information, and any other relevant details. The attachments should include the corrected document or publication, if available.
How to Craft an Error-Free Erratum Email
An erratum email is a concise and professional message sent to correct factual errors or omissions in a previously disseminated document or communication. Crafting an effective erratum email is crucial for maintaining credibility and ensuring accurate information. Follow these guidelines to structure your erratum email:
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Subject Line
- Indicate clearly that the email is an “Erratum” in the subject line.
- Include the document or communication with the error in the subject line, if applicable.
Opening Paragraph
Acknowledge the error in a direct and apologetic manner. Briefly state the nature of the error and the document affected.
Detailed Correction
- Provide a detailed and accurate correction of the error.
- Use specific language and references to the original document, if necessary.
Impact and Resolution
Explain the impact of the error, if any, and provide a resolution or next steps for the recipient to take.
Table of Errors (Optional)
If multiple errors exist, consider creating a table to list each error, the original text, and the corrected text for clarity.
| Error | Original Text | Corrected Text |
|---|---|---|
| Typographical error in name | John Smith | Jane Smith |
| Incorrect date | March 10, 2023 | March 17, 2023 |
Additional Information (Optional)
Include any additional information or context that may be relevant to the correction, such as:
- The source of the error
- Steps taken to prevent future errors
- Contact information for questions or clarifications
Closing
End the email with a brief closing statement, expressing appreciation for the reader’s understanding and attention to the correction.
Erratum Email Examples
Incorrect Information in Job Posting
Dear Candidates,
We regret to inform you that there was an error in the job posting for the [Position Name] position. The minimum experience requirement should have been [Correct Experience] years, not [Incorrect Experience].
- We apologize for any inconvenience this may have caused.
- The updated job posting has been corrected and can be found [Insert Link].
- Thank you for your understanding.
Typographical Error in Email
Dear [Recipient Name],
Please disregard the previous email regarding the [Subject]. There was a typographical error in the email address provided.
- The correct email address is [Correct Email].
- We apologize for this oversight and any inconvenience it may have caused.
- Please do not hesitate to contact us if you have any questions.
Factual Error in Company Newsletter
Dear Newsletter Subscribers,
We have discovered a factual error in the latest issue of our company newsletter. In the article titled “[Article Title],” it was stated that [Incorrect Information].
The correct information is [Correct Information].
- We apologize for this error.
- We appreciate your continued support and understanding.
Outdated Information on Website
Dear Website Visitors,
We have recently updated our company website and in doing so, we have discovered that some of the information on the site was outdated.
We have corrected the following information:
- [List of Updated Information]
We apologize for any inconvenience this may have caused. Thank you for your understanding.
Incorrect Contact Information on Business Card
Dear Business Associates,
We would like to inform you that there was an error in the contact information printed on our recent business cards.
- The incorrect information was [Incorrect Information].
- The correct information is [Correct Information].
We apologize for this mistake. If you have any questions, please do not hesitate to contact us at the correct information provided above.
Incomplete Information in Company Policy
Dear Employees,
We have reviewed the company policy on [Policy Topic] and have found that there was an omission in the policy document.
- The policy has been updated to include the following information: [Missing Information]
Please note this change and ensure that you comply with the updated policy.
Error in Employee Handbook
Dear Valued Employees,
We recently discovered an error in the employee handbook regarding the company’s [Benefit or Policy].
The incorrect information was [Incorrect Information].
The correct information is [Correct Information].
- We apologize for this mistake and any confusion it may have caused.
- Please make the necessary corrections to your handbook.
How to Write an Erratum Email
How do you draft an email to send out an erratum notice when requested by your manager?
An erratum email is a formal communication that acknowledges and corrects an error in a previously published document or communication. It is typically sent to the same audience that received the original document or communication.
To draft an effective erratum email, follow these steps:
- Subject line: Begin the subject line with the word "ERRATUM:" followed by a brief description of the error. Example: "ERRATUM: Incorrect date in quarterly report."
- Body:
- Introduction: Start the email by stating that you are writing to correct an error in a previous communication. Specify the date and subject of the original communication.
- Details of the error: Clearly and concisely describe the error that was made. Include the correct information where applicable.
- Impact: If the error has any impact on the reader or audience, explain it briefly.
- Apologies and corrective actions: Apologize for the error and state any corrective actions that have been or will be taken to ensure that the correct information is disseminated.
- Closing: Conclude the email with a formal closing, such as "Sincerely" or "Thank you for your understanding."
How do you format an erratum email to make it easy to read and understand?
To format an erratum email for clarity:
- Font: Use a clear and easy-to-read font, such as Arial or Calibri.
- Font size: Set the font size to be legible, typically 11-12 points.
- Bold or italics: Use bold or italics to highlight important information, such as the error correction.
- Spacing: Use line spacing of at least 1.5 to improve readability.
- Margins: Leave ample margins on all sides of the email for visual appeal and emphasis.
How to send an erratum email effectively to avoid causing confusion?
To send an erratum email effectively:
- Proofread: Carefully proofread the email before sending it to ensure that the correction is accurate and no new errors are introduced.
- Use a clear subject line: The subject line should succinctly convey the purpose of the email and alert the recipient to the erratum.
- Be concise and specific: Clearly state the error and the correction in a concise and specific manner.
- Apologize and offer assistance: Express regret for the error and offer assistance if needed.
- Distribute promptly: Send the erratum email promptly to minimize confusion or misunderstanding caused by the original error.
Thanks so much for reading! I hope this article has been helpful in providing you with the necessary steps to send a professional and effective erratum email. If you have any further questions or require additional guidance, please feel free to visit our website again soon. We’re always here to help!