What is an Explanation Letter?
An explanation letter is a formal document used to clarify or justify a specific situation, event, or action. It’s crucial for providing context and demonstrating accountability, whether you’re addressing a mistake, clarifying a misunderstanding, or providing additional information. A well-written explanation letter should be clear, concise, and factual, avoiding emotional language or unnecessary details. The goal is to present your perspective in a professional and credible manner, fostering understanding and potentially resolving the issue at hand. Always proofread carefully before sending.
Key Elements of a Good Explanation Letter
A successful explanation letter focuses on clarity and honesty. Start by directly addressing the issue and acknowledging any responsibility or impact. Then, provide a concise and factual account of what happened, avoiding blame or excuses. It’s important to offer a solution or a plan to prevent similar issues in the future. Maintain a professional tone throughout the letter, demonstrating respect for the recipient and the situation. Finally, express your willingness to cooperate further and resolve the matter amicably. Consider the audience to whom you are writing.
25 Explanation Letter Samples
Sample 1: Absence from Work
[Your Name]
[Your Address]
[Date]
[Manager’s Name]
[Company Name]
[Company Address]
Subject: Explanation for Absence on [Date]
Dear [Manager’s Name],
Please accept this letter as an explanation for my absence from work on [Date]. I was unable to come to work due to [briefly explain reason, e.g., a sudden illness]. I apologize for any inconvenience this may have caused.
Sincerely,
[Your Name]
Sample 2: Late Assignment Submission
[Your Name]
[Your Student ID]
[Date]
[Professor’s Name]
[Department Name]
[University Name]
Subject: Explanation for Late Submission of [Assignment Name]
Dear Professor [Professor’s Name],
I am writing to explain the late submission of my [Assignment Name] assignment. The assignment was due on [Original Due Date], but I submitted it on [Date of Submission]. I encountered [briefly explain reason, e.g., unexpected family emergency] during the week leading up to the deadline, which significantly impacted my ability to complete the assignment on time. I take full responsibility for not requesting an extension sooner.
Sincerely,
[Your Name]
Sample 3: Mistake in a Report
[Your Name]
[Your Job Title]
[Date]
[Manager’s Name]
[Company Name]
Subject: Explanation Regarding Error in [Report Name]
Dear [Manager’s Name],
I am writing to address an error I made in the [Report Name] report. I understand the seriousness of this oversight. The error occurred in [specific section of the report] and was due to [briefly explain the reason, e.g., a data entry mistake]. I have already taken steps to correct the error.
Sincerely,
[Your Name]
Sample 4: Missed Appointment
[Your Name]
[Your Phone Number]
[Date]
[Recipient Name]
[Recipient Title/Department]
Subject: Explanation for Missing Appointment on [Date]
Dear [Recipient Name],
Please accept my sincerest apologies for missing our appointment on [Date] at [Time]. I understand the value of your time and regret any inconvenience this may have caused. I missed the appointment because [briefly explain reason, e.g., I had a conflicting urgent meeting that was scheduled at the last minute].
Sincerely,
[Your Name]
Sample 5: Addressing a Complaint
[Your Name]
[Your Title]
[Date]
[Complainant’s Name]
[Complainant’s Address]
Subject: Response to Complaint Regarding [Subject of Complaint]
Dear [Complainant’s Name],
I am writing in response to your complaint regarding [subject of the complaint] that was brought to our attention on [Date]. We take all complaints very seriously, and I want to assure you that we are committed to addressing your concerns. I understand that you experienced [briefly summarize the complaint]. This occurred due to [briefly explain the reason].
Sincerely,
[Your Name]
Sample 6: Clarifying a Misunderstanding
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Clarification Regarding [Topic of Misunderstanding]
Dear [Recipient’s Name],
I am writing to clarify a misunderstanding that seems to have arisen regarding [topic of misunderstanding]. It has come to my attention that [briefly describe the perceived misunderstanding]. My intention was to [explain your actual intention/meaning]. This was based on [basis for your intention].
Sincerely,
[Your Name]
Sample 7: Explaining a Project Delay
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation for Delay in [Project Name]
Dear [Recipient’s Name],
I am writing to explain the delay in the completion of the [Project Name] project. We were originally scheduled to complete the project by [Original Completion Date], but we are now projecting completion by [New Completion Date]. The delay is primarily due to [briefly explain the reasons for the delay, e.g., unforeseen technical difficulties, delayed vendor delivery]. We are taking the following steps to mitigate the delay: [list the steps you are taking].
Sincerely,
[Your Name]
Sample 8: Justifying a Decision
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Justification for Decision Regarding [Decision Topic]
Dear [Recipient’s Name],
This letter serves to justify my decision regarding [Decision Topic]. While I understand there may be concerns, I made this decision based on [clearly explain the reasons and rationale behind the decision]. The key factors I considered were [list the factors considered]. I believe this decision is in the best interest of [who benefits from the decision] in the long run.
Sincerely,
[Your Name]
Sample 9: Requesting a Correction
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Request for Correction of [Document/Record Name]
Dear [Recipient’s Name],
I am writing to request a correction to the [Document/Record Name]. I have identified an error in [specific location within the document/record]. The error is [describe the error]. The correct information should be [provide the correct information]. I have attached [supporting documentation, if applicable] to this email.
Sincerely,
[Your Name]
Sample 10: Apology for Customer Service Issue
[Your Name]
[Your Title]
[Date]
[Customer’s Name]
[Customer’s Address]
Subject: Apology Regarding Your Recent Experience
Dear [Customer’s Name],
Please accept our sincerest apologies for the negative experience you had with our company recently. We have been notified of [summarize the customer’s issue]. We are committed to providing excellent customer service and are very sorry that we fell short of your expectations in this instance. We are taking the following steps to address this: [explain the actions being taken].
Sincerely,
[Your Name]
Sample 11: Explanation of Policy Violation
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation of Policy Violation
Dear [Recipient’s Name],
I am writing to explain the circumstances surrounding my violation of company policy [Name of Policy]. I acknowledge that my actions constituted a violation. My understanding is that [Describe your understanding of the policy] I am responsible for [Explain the actions that violated the policy], however at that moment I was [Explain why this violation occurred].
Sincerely,
[Your Name]
Sample 12: Late Payment Explanation
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation for Late Payment
Dear [Recipient’s Name],
I am writing to explain the late payment on invoice [Invoice Number]. The payment was due on [Original Due Date], but was submitted [New Submission Date]. This occurred because [Explain Why the payment was late]. We are ensuring the payment is processed at the earliest possible time.
Sincerely,
[Your Name]
Sample 13: Explanation for Technical Error
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation for Technical Error on [Date]
Dear [Recipient’s Name],
I am writing to explain the technical error that occurred on [Date]. This caused [Technical error]. This occurred because [Explanation of what occurred]. The error will not happen again as we have put in preventative measures [What preventative measures have been put in place]
Sincerely,
[Your Name]
Sample 14: Explanation for an Incident Report
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation for Incident Report on [Date]
Dear [Recipient’s Name],
I am writing in response to the incident report filed on [Date]. The incident occurred because [Explain what occurred in the incident]. After discussing with all parties, we have agreed to [Agreed outcomes from incident and learnings].
Sincerely,
[Your Name]
Sample 15: Explanation for Discrepancy in Records
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation for Discrepancy in Records
Dear [Recipient’s Name],
I am writing to explain the discrepancy in records between [Where discrepancy occurred]. I will be re-submitting [Document to be re-submitted] with the changes on [Date of re-submission]. I was using [Old information], but that was outdated [Updated Information] is what should have been used.
Sincerely,
[Your Name]
Sample 16: Explanation for Damaged Goods
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation for Damaged Goods on Arrival
Dear [Recipient’s Name],
I am writing in explanation for the damaged goods you received on arrival. It seems that the packaging was insufficient, and this caused [Damage]. In future we will be using [Packaging materials] to ensure that damage will no longer occur.
Sincerely,
[Your Name]
Sample 17: Explanation of Incorrect Information
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation of Incorrect Information on [Record/Document Name]
Dear [Recipient’s Name],
I am writing to explain the incorrect information that you found on [Record/Document Name]. When this document was created the details should have been [Old Details] not the [New Details]. The correct information has been updated on the records.
Sincerely,
[Your Name]
Sample 18: Explanation of Lost Documentation
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation of Lost Documentation – [Document Name]
Dear [Recipient’s Name],
I am writing to explain that the [Document Name] has been lost in our records. This may have occurred when [Why the document could have been lost]. We will be requesting that this document be re-submitted to us as soon as possible. If you need to re-submit this to us please send it to [Where the resubmission should be sent]
Sincerely,
[Your Name]
Sample 19: Explanation of Security Breach
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation of Security Breach on [Date]
Dear [Recipient’s Name],
I am writing to explain that there has been a security breach on [Date]. During this breach the following information was accessed [Information that was accessed during security breach]. It occurred because [Explain why and how this occurred]. We will be looking at updating our current security to prevent breaches like this occurring in the future.
Sincerely,
[Your Name]
Sample 20: Explanation of Budget Overrun
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation of Budget Overrun for [Project/Budget Name]
Dear [Recipient’s Name],
I am writing to explain why the [Project/Budget Name] has gone over the current budget. It has exceeded the budget because we needed [What was needed] that cost [Cost of the extra need]. This means that the project will have the benefits of [Benefits of the extra spend].
Sincerely,
[Your Name]
Sample 21: Explanation of Performance Issues
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation of Performance Issues
Dear [Recipient’s Name],
I am writing to explain the performance issues of my department. Recently there has been [What performance issues have there been] and this has been because [Explain the cause of the issues]. We will be focusing on resolving this problem as soon as possible, and have measures in place to get us back on target. [List the measures that are in place].
Sincerely,
[Your Name]
Sample 22: Explanation of Project Termination
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation of Project Termination
Dear [Recipient’s Name],
I am writing to explain the project termination on [Project Name]. After careful consideration the project will be terminating because [Explain why project is being terminated]. The termination will not negatively impact the business as [Explain outcome of termination].
Sincerely,
[Your Name]
Sample 23: Explanation of Software Malfunction
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation of Software Malfunction
Dear [Recipient’s Name],
I am writing to explain the recent software malfunction that was found on the system. It was found that [Explanation of the software malfunction] and occurred because [Why malfunction occurred]. We will be testing the software more regularly to prevent malfunctions like this occurring in the future.
Sincerely,
[Your Name]
Sample 24: Explanation of Inventory Shortage
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation of Inventory Shortage
Dear [Recipient’s Name],
I am writing to explain the recent inventory shortage. We found that [Explain how the inventory was shorted] and this occurred because [Why this occurred]. We will be reviewing our stock levels more regularly. We have also been reviewing our warehouse processes to make sure this does not happen again.
Sincerely,
[Your Name]
Sample 25: Explanation of Employee Turnover
[Your Name]
[Your Title]
[Date]
[Recipient’s Name]
[Recipient’s Title]
Subject: Explanation of Employee Turnover
Dear [Recipient’s Name],
I am writing to explain the reasons for the increase in employee turnover. We have found that staff are leaving because [Reasons why staff are leaving]. We are reviewing the current issues and hope to resolve them as soon as possible. We are implementing feedback sessions to understand the needs of the staff.
Sincerely,
[Your Name]
Conclusion: Writing Effective Explanations
Crafting a compelling explanation letter requires careful consideration of the situation and audience. Remember to be truthful, concise, and professional. By using the samples provided as a guide, you can effectively communicate your perspective and work toward a positive resolution. Each sample highlights the importance of taking responsibility, offering solutions, and maintaining a respectful tone. When tailored appropriately, explanation letters can prove invaluable in resolving issues and fostering trust.
