Where to Put Erratum in Email: A Professional Guide

SilviaRoshita


Source www.ccjm.org

**[Optional heading:** Errata in emails] An erratum is a correction or a notice of an error in a publication. In email, errata can be used to correct errors in the body of an email, the subject line, or the attachments.
The placement of an erratum in an email depends on the context of the error, the severity of the error, and the intended audience.

Where to Put an Erratum in an Email

Paragraph:
An erratum is a correction issued when an error is discovered in a previously published or distributed communication. In an email, it’s crucial to place the erratum in a clear and easily noticeable location.

Numbered List:

  1. Subject Line: If the error is significant and requires urgent attention, consider updating the email subject line to include "Erratum" or "Correction" for visibility.
  2. Beginning of the Email Body: For less critical errors, add a brief erratum notice at the start of the email body, before the main content. Use clear language like "Please note the following erratum in the previous email:"
  3. Dedicated Section: In longer emails with multiple sections, create a separate section titled "Erratum" or "Correction" to highlight the amended information.
  4. Inline: If the error is specific to a particular paragraph or sentence, make the correction inline and clearly indicate the changes using line breaks, strikethroughs, or colors. Highlight the corrected portion for easy identification.

Bullet List:

  • Use bullet points to concisely list the errors and their corresponding corrections.
  • Number the list items if there are multiple errors to ensure clarity.
  • Emphasize the corrected words or phrases using bold, italics, or a different font color.

Table:

  • If the corrections involve a table, use a table to present the original information alongside the amended version.
  • Highlight or shade the corrected cells to draw attention to the changes.
  • Include a table caption that clearly states that it contains erratum information.

Erratum Placement Examples for Various Email Situations

To ensure accuracy and professionalism, it is important to know where to place erratum notices in emails. Here are seven sample scenarios with specific placement instructions:

Subject Line Erratum

  • Scenario: The subject line contained a typo.
  • Placement: Insert “[Erratum]” at the beginning of the subject line.

Opening Paragraph Erratum

  • Scenario: A factual error was made in the first paragraph.
  • Placement: Add an “Erratum:” note at the very beginning of the paragraph, before the corrected information.

Middle Paragraph Erratum

  • Scenario: An error occurred in the middle of an email.
  • Placement: Insert an “Erratum:” note before the corrected section and a “Revised:” note after the corrected information.

Attachment Erratum

  • Scenario: An incorrect attachment was sent.
  • Placement: Include an “Erratum: Incorrect Attachment” note in the email body and provide a link to the correct attachment.

Recipient Erratum

  • Scenario: The email was accidentally sent to an incorrect recipient.
  • Placement: Send a new email to the correct recipient with an “Erratum:” note in the subject line, informing them of the previous error.

Mass Email Erratum

  • Scenario: An error was discovered in a mass email that was already sent.
  • Placement: Send a follow-up email to all recipients with an “Erratum:” note in the subject line, clearly stating the correction.

Confidential Email Erratum

  • Scenario: An error was made in a confidential email.
  • Placement: Handle with extreme caution. Contact the recipient immediately by phone or in person to inform them of the error and request the destruction of the email.

Where to Put Erratum in Email

When writing an email containing an error or mistake, it is essential to correct the error promptly. The best place to put an erratum in an email is at the beginning of the email body, before any other content.

Why put an erratum at the beginning of the email body?

  • It ensures that the recipient sees the correction immediately. By placing the erratum at the beginning of the email, you ensure that the recipient will see the correction as soon as they open the email, increasing the likelihood that they will read and understand the correction.
  • It establishes the context for the rest of the email. By including the erratum at the beginning of the email, you provide the recipient with the context for the rest of the email, making it clear that the email is intended to correct a previous mistake.
  • It shows that you are taking ownership of the mistake. By placing the erratum at the beginning of the email, you demonstrate that you are aware of the mistake and that you are taking ownership of it. This can help to build trust and credibility with the recipient.

Where to Put Erratum in Subject Line

If the error is particularly significant or if it is likely to cause confusion or misunderstanding for the recipient, you may consider including an erratum in the subject line of the email. This will ensure that the recipient sees the correction immediately, even if they do not open the email.

Format of an erratum in the subject line:

Subject: Erratum: Original subject line

For example, if you send an email with the subject line "Invitation to Webinar," but you later realize that the webinar is on a different date, you could send an erratum email with the subject line "Erratum: Invitation to Webinar."

How to Write an Erratum

When writing an erratum, it is important to be concise and clear. The erratum should accomplish the following goals:

  • Correct the error. State the error that has been made, using clear language.
  • Provide a corrected version. Provide a corrected version of the information that was in error.
  • Apologize (optional). You may wish to apologize for the error, but this is not necessary.

Example of an erratum:

To: Jane Doe
From: John Smith
Date: March 10, 2023
Subject: Erratum: Webinar invitation

I am writing to correct an error in the webinar invitation email that I sent earlier today. The webinar will be held on March 17, 2023, not March 15, 2023.

I apologize for the error and any inconvenience that it may have caused.

Thank you for your understanding.

Sincerely,
John Smith

Well, there you have it, my friend! Hopefully, after reading this, you’ll never have to wonder about the proper placement of an erratum in an email again. Thanks for sticking with me through all the nitty-gritty details. Remember, practice makes perfect, so feel free to experiment and see what works best for you. Keep in mind that the most important thing is to communicate your correction or update clearly and effectively, and make things easier for recipient. If you have any other email-related questions, don’t hesitate to drop by again! I’m always happy to lend a helping hand. See you next time!

Leave a Comment