Erratum email is a type of email sent to correct an error in a previous email. It is typically used to correct factual errors, such as incorrect dates or figures, or to clarify confusing or ambiguous language. Erratum emails should be sent as soon as possible after the error is discovered, and they should be clear and concise. An erratum email should include the following elements:

• A subject line that clearly states that the email is an erratum
• A brief description of the error that is being corrected
• The corrected information
• An apology for the error
• A request for the recipient to disregard the original email

Best Structure for Erratum Email Example

An erratum email is a formal communication sent to inform recipients of an error in a previously distributed document or message. Here’s a comprehensive guide on how to structure an effective erratum email:

Subject Line

• Clear and Concise: Keep the subject line brief and to the point, e.g., "Erratum: Employee Handbook Corrected."

Body

1. Opening Paragraph

• State the Error: Begin with a clear statement of the error, including the incorrect information and the correct version.

2. Explanation (Optional)

• Provide Context: If necessary, provide context about how the error occurred or why it’s important to correct it.

3. Corrected Version

• Highlight Changes: Clearly present the corrected version of the information, emphasizing the changes made.
• Use Bold or Underlining: Consider bolding or underlining the revised text for emphasis.

4. Apology and Acknowledgment

• Apologize for Error: Acknowledge the error and apologize for any inconvenience it may have caused.
• Thank Recipients: Express appreciation for the recipients’ understanding and cooperation.

5. Contact Information

• Provide Contact: Include contact information for the sender or an appropriate person who can answer any questions.

6. Table (Optional)

• For Complex Errors: If the error involves multiple corrections, consider using a table to present the changes clearly.

7. Closing

• End Politely: End the email with a professional closing, e.g., "Thank you for your attention to this matter."

Example Erratum Email

Subject Line: Erratum: Employee Handbook Corrected

Body:

Dear Employees,

We are writing to inform you of an error in the recently distributed Employee Handbook.

Error: The handbook incorrectly states that vacation accrual is calculated based on days worked.

Corrected Version: Vacation accrual is calculated based on hours worked.

We apologize for any inconvenience this error may have caused. We have corrected the handbook and distributed the updated version.

Please update your existing handbooks with the corrected information.

If you have any questions, please contact the HR Department at (555) 123-4567.

Thank you for your attention to this matter.

Sincerely,
The HR Department

Erratum Email Examples

Example 1: Typographical Error

Dear [Recipient Name],

I am writing to correct a typographical error in our recent newsletter announcement. In the original announcement, we incorrectly stated that the event would take place on [Incorrect Date]. The correct date is [Correct Date].

We sincerely apologize for any confusion or inconvenience this error may have caused.

Example 2: Incorrect Information

Dear [Recipient Name],

We have recently discovered that an incorrect statement was included in our employee handbook. The handbook states that employees are entitled to 10 days of paid vacation per year. However, the correct number of paid vacation days is 12.

We are in the process of correcting the handbook and will distribute updated copies to all employees as soon as possible. In the meantime, please disregard the incorrect information.

Example 3: Missing Information

Dear [Recipient Name],

We regret to inform you that there was an omission in our recent job posting for the [Job Title] position. The posting did not include the following essential qualification:

• [Essential Qualification]

We apologize for any inconvenience or confusion this may have caused. Candidates who do not meet this qualification will not be considered for the position.

Example 4: Incorrect Deadline

Dear [Recipient Name],

Please note that the deadline for submitting your performance review has been extended from [Original Deadline] to [New Deadline].

We apologize for any inconvenience this change may have caused. Please let us know if you have any questions.

Example 5: URL Error

Dear [Recipient Name],

In our previous email, we provided the following URL for more information: [Incorrect URL]. We have since corrected the URL to [Correct URL].

We apologize for any confusion this may have caused.

Example 6: Attachment Error

Dear [Recipient Name],

Please disregard the attachment included in our previous email. The attachment was incorrect.

We have attached the correct file to this email. We apologize for any inconvenience this may have caused.

Example 7: General Erratum

Dear [Recipient Name],

Please note that there was an error in our recent communication. The following information was incorrect:

• [Incorrect Information]

The correct information is as follows:

• [Correct Information]

We apologize for any confusion or inconvenience this error may have caused. Please do not hesitate to contact us if you have any questions.

Erratum Email Example

Question 1: What is an erratum email?

Answer: An erratum email is a communication that notifies recipients of an error or mistake in a previous publication or document. The email usually includes a detailed description of the error, as well as any necessary corrections or updates.

Question 2: What are the essential elements of an erratum email?

Answer: An effective erratum email should include the following key elements:

• A clear subject line that indicates the purpose of the email, such as "Erratum Notice" or "Correction to Previous Publication"
• A brief and specific description of the error, including the affected document, section, and page number
• A detailed and accurate correction of the error, as well as any necessary context or additional information
• A closing statement that apologizes for the error and expresses appreciation for the recipient’s understanding

Question 3: When should an erratum email be sent?

Answer: An erratum email should be sent as soon as the error is discovered. The promptness of the notification helps minimize confusion or misunderstandings among recipients and demonstrates a sense of accountability and professionalism. If the error affects a substantial number of people or has potentially significant consequences, it may be appropriate to issue a public erratum notice through multiple channels.

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