How to say “there's an error” professionally
Why it can fall flat
“there's an error”
Nothing in “there's an error” says what is wrong, where it is, or what should happen next, so the reader is left guessing. You usually want the problem fixed without pointing a finger at anyone.
Say this instead
- 01
I found an error in the budget sheet: the travel total in row 14 doesn't match the summary tab. I'm checking the source figures now.
Boss · Chat
Good for spotting a problem in shared work, since it names the location and shows you're already looking into it.
- 02
Heads up: the totals on slide 6 don't match the spreadsheet. Do you know which figure is the current one?
Coworker · Chat
Fits a quick, friendly flag when you need the other person's knowledge to settle which figure is right.
- 03
Hello Tanya, I noticed the invoice dated March 4 lists 12 units, while our order record shows 10. Could you confirm the quantity on your side so we can get it right? Kind regards, Peter
Client · Email
Suits a mismatch between your records and a client's, because it states the facts and asks for a check instead of a verdict.
- 04
The date column has a mistake from row 20 down. Can you take a look and tell me what you find?
Someone you manage · Chat
Gives the person you manage a clear location and a task, so it doesn't feel like a telling-off.
- 05
Hi Gabriela, thanks for getting in touch. The order total doesn't match the items in your basket. Could you send a screenshot of the checkout page so we can look into it?
Customer · Email
Confirms the problem exists and asks for the one thing that helps you investigate.
- 06
Hi Noor, the interview link in your email opens a page saying the meeting doesn't exist. Could you send a fresh link?
Recruiter / HR · Email
Polite and specific when a link or detail doesn't work, and it makes the fix easy for the recruiter.
- 07
The shared file shows #REF! in the totals tab. Looks like a broken link. Can you check it when you're free?
Coworker · SMS
Short enough for a text when chat isn't available but the problem is blocking your work.
- 08
The login page has been showing an error for our team since 9:30. I'm checking whether it's on our side.
Boss · SMS
Fits an urgent issue when your boss needs the facts fast, with no guessing about the cause.
Examples
Hi Jordan, While checking the monthly sales report, I noticed the March figure on page 2 is 4,200, but the source data shows 2,400. It looks like two digits may have been swapped. I've left the file unchanged until you confirm which number is right. Thanks, Ari
Quick flag: the delivery date in the project plan says May 12, but the client's email says May 21. Can you check which one is right before I send the update?
What to avoid
- Saying “there's an error” with no detail leaves people guessing, so name what is wrong and where.
- Guessing who caused it only invites defensiveness, so describe the problem rather than the person.
- Telling someone “you made a mistake” in front of others stings, so raise it privately first.
- A message that stops at the problem leaves the next move unclear, so add a question or step like “Can you confirm...?”
- Over-apologizing or taking blame for something you haven't confirmed muddies who needs to act.