Mistakes happen even to the most eagle-eyed editors in the publishing realm. When they do, it’s essential to know how to craft a correct erratum email. Here, we’ll provide you with a step-by-step guide and share some templates for creating clear and concise messages about an error. Feel free to browse our examples and modify them as needed to suit your own needs.
How to Send an Erratum Email
Sending an email to correct errors or update information (often called an “erratum email”) is a vital part of maintaining a professional, trustworthy, and accurate record of your writing and research. While it can be uncomfortable to admit a mistake, it is important to remember that making corrections shows that you are willing to be accountable for your work and that you take your readers seriously.
Here are some steps you can take to ensure that your erratum email is clear, concise, and helpful:
- Be Prompt: Send the email as soon as possible after discovering the error. This shows that you take the issue seriously and are eager to correct it.
- Identify the Error: Clearly state the error that you are correcting. Whether it is a typo, a factual error, or an outdated piece of information, providing specific details helps the reader understand exactly what needs to be corrected.
- Apologize: While it is not necessary to be overly apologetic, a simple apology shows that you are aware of the error and that you regret any inconvenience it may have caused.
- Provide a Correction: Clearly explain what the corrected information is. Whether this is a correction to a specific word or a rewrite of an entire paragraph, providing the corrected text makes it easy for the reader to update their records.
- Acknowledge the Impact: If the error could potentially affect the reader’s understanding or decision-making, acknowledge this and explain how the correction changes things. This shows that you are thinking about the reader’s perspective and that you want to ensure they have the most accurate information possible.
- Be Clear and Concise: Keep your email brief and to the point. The reader should be able to quickly understand what the error is, how it is being corrected, and the impact of the correction.
- Use a Clear Subject Line: The subject line should clearly indicate that the email contains an erratum. Phrases like “Correction to [Document Title]” or “Erratum: [Document Title]” are effective.
- Proofread Carefully: Before sending the email, carefully proofread it to ensure that there are no additional errors. It would be ironic to send an erratum email that contains more errors!
- Keep it brief and to the point. State that it is an erratum email and specify the document it pertains to.
- Example: “Erratum: Error in [Document Title]”
- Clearly and concisely describe the error. Be specific about the location of the error, such as the page number, section, or paragraph.
- Use clear and concise language to explain the error. Avoid using technical jargon or ambiguous terms.
- If possible, include a screenshot or copy of the document showing the error.
- Clearly and concisely provide the correct information to replace the erroneous content.
- If applicable, include a revised version of the document that incorporates the corrections.
- Be polite and professional throughout your email.
- Proofread your email carefully before sending it to ensure there are no additional errors.
- Send the email to the appropriate recipients, such as the editor of the publication or the author(s) of the document.
- Keep a copy of the erratum email for your records.
- A clear and concise statement of the error
- The correct information
- An apology for the error
How to Send an Erratum Email
Example 1: Incorrect Information Published
Dear [Recipient’s Name],
I hope this email finds you well.
I am writing to inform you of an error that was recently published in [Publication Name]. In the article titled “[Article Title],” we mistakenly reported that [Incorrect Information].
We deeply regret this error and want to assure you that we have taken steps to correct it. We have published a correction online, and we are in the process of sending out a corrected print edition of the article.
We apologize for any inconvenience this error may have caused you. We value the trust that you place in us, and we are committed to providing you with accurate and reliable information.
Thank you for your understanding.
Sincerely,
[Your Name]
Example 2: Typographical Error
Dear [Recipient’s Name],
I hope you are having a great day.
I am writing to inform you of a typographical error that appeared in our recent article, “[Article Title].” In the article, the word “[Incorrect Spelling]” was mistakenly printed instead of the correct spelling, “[Correct Spelling].”
We sincerely apologize for this error. We have taken immediate action to correct it online, and we are in the process of sending out a corrected print edition of the article.
We value your trust and commitment to providing you with accurate and reliable information. We appreciate your understanding and apologize for any inconvenience this error may have caused.
Thank you for your continued support.
Sincerely,
[Your Name]
Example 3: Incorrect Data or Statistics
Dear [Recipient’s Name],
I hope you are doing well.
I am writing to inform you of an error in the data that was presented in our recent report, “[Report Title].” We have discovered that the data for [Specific Data Point] was incorrect.
We deeply apologize for this error. We have taken steps to correct it, and the updated report is available online. We are also in the process of sending out a corrected print edition of the report.
We value your trust in us, and we are committed to providing you with accurate and reliable information. We appreciate your understanding and apologize for any inconvenience this error may have caused.
Thank you for your continued support.
Sincerely,
[Your Name]
Example 4: Factual Error
Dear [Recipient’s Name],
I hope this email finds you well.
I am writing to inform you of a factual error that was made in our recent article, “[Article Title].” In the article, we stated that “[Incorrect Statement].” However, we have since discovered that this statement is not accurate.
We deeply apologize for this error. We have taken steps to correct it, and the updated article is available online. We are also in the process of sending out a corrected print edition of the article.
We value your trust in us, and we are committed to providing you with accurate and reliable information. We appreciate your understanding and apologize for any inconvenience this error may have caused.
Thank you for your continued support.
Sincerely,
[Your Name]
Example 5: Plagiarism
Dear [Recipient’s Name],
I hope you are having a productive day.
I am writing to inform you of an incident of plagiarism that was discovered in our recent article, “[Article Title].” We have found that portions of the article were taken from another source without proper attribution.
We deeply apologize for this error. We have taken steps to address it, and the article has been removed from our website. We are also in the process of sending out a corrected print edition of the article.
We value your trust in us, and we are committed to providing you with accurate and reliable information. We appreciate your understanding and apologize for any inconvenience this error may have caused.
Thank you for your continued support.
Sincerely,
[Your Name]
Example 6: Violation of Copyright
Dear [Recipient’s Name],
I hope this email finds you well.
I am writing to inform you of a violation of copyright that occurred in our recent article, “[Article Title].” We have discovered that the article contained copyrighted material that was used without permission.
We deeply apologize for this error. We have taken steps to address it, and the article has been removed from our website. We are also in the process of sending out a corrected print edition of the article.
We value your trust in us, and we are committed to providing you with accurate and reliable information. We appreciate your understanding and apologize for any inconvenience this error may have caused.
Thank you for your continued support.
Sincerely,
[Your Name]
Example 7: Offensive or Inaccurate Language
Dear [Recipient’s Name],
I hope you are doing well.
I am writing to inform you of an error in our recent article, “[Article Title].” We have been made aware that the article contained offensive or inaccurate language that may have caused distress or harm to some readers.
We deeply apologize for this error. We have taken steps to address it, and the article has been removed from our website. We are also in the process of sending out a corrected print edition of the article.
We value your trust in us, and we are committed to providing you with accurate and reliable information. We appreciate your understanding and apologize for any inconvenience this error may have caused.
Thank you for your continued support.
Sincerely,
[Your Name]
How to Send an Erratum Email
When you find an error in a previously published document, such as a paper, article, or report, it’s important to send an erratum email to the relevant parties. This email should clearly and concisely explain the error and any necessary corrections. Here are some tips for writing an effective erratum email:
Subject Line
Introduction
Start your email with a formal greeting, such as “Dear Editor” or “To the Concerned Parties.” Then, clearly state that you are sending an erratum email regarding a specific document. Provide the title, author(s), and publication date of the document.
Error Description
Corrections
Conclusion
Conclude your email by reiterating your apologies for the error and thanking the recipients for their attention to the matter. You may also mention any steps taken to prevent similar errors from occurring in the future.
Additional Tips:
FAQs: How to Send an Erratum Email
Q: What is an erratum email?
A: An erratum email is a message sent to correct an error or mistake in a previously published document or communication.
Q: When should I send an erratum email?
A: You should send an erratum email as soon as possible after discovering the error. This will help to minimize confusion and inconvenience for readers.
Q: Who should I send the erratum email to?
A: You should send the erratum email to the same audience who received the original document or communication.
Q: What should I include in the erratum email?
A: The erratum email should include the following information:
Q: How should I format the erratum email?
A: The erratum email should be formatted in a clear and easy-to-read manner. The subject line should clearly indicate that the email contains an erratum.
Q: Should I include attachments with the erratum email?
A: If the error is complex or difficult to explain, you may want to include attachments with the erratum email. These attachments could include the original document or communication, as well as any supporting documentation.
Q: What should I do if I discover an error after sending the erratum email?
A: If you discover an error after sending the erratum email, you should send a follow-up email to correct the mistake.
One More Thing…
And there you have the tips and tricks on how to send an effective erratum email. A simple “Oops, our bad!” won’t cut it these days. As the saying goes, “The first impression lasts.” So, avoid making your brand look unprofessional and learn how to communicate effectively when things go wrong. If you’d like more helpful content like this, feel free to check out our blog posts. Stay tuned for more!