You notice that a document went to the wrong recipient. A vague message saying something went wrong leaves others unable to respond appropriately.
Use the relevant reporting process promptly, particularly if private data or security is involved. State what you know, when it happened and who or what may be affected. Do not guess at an impact you have not checked.
Separate the facts from the proposed fix
Explain any action already taken and ask about the next step if it requires another person's authority. Preserve useful records according to the organisation's requirements. Avoid deleting evidence to make the mistake less visible.
For an ordinary, low-impact error, a clear correction and revised document may be sufficient. Follow through on what you agreed and confirm when it is done. Later, examine the step that allowed the mistake and make a proportionate change. The immediate message should help people deal with the situation, leaving room for a calmer review once the necessary response is underway.
