Explanation Letter | Free Samples (Download Now)

An explanation letter is a document in which an individual or organization explains a situation or provides more information about a specific event or incident. The letter may be used to provide additional information or clarification on a matter.

Below we are providing some free samples and templates of explanation letters that you can download easily. We are also describing how to write an explanation letter. So, check the entire article.

Contents

Tips for writing an explanation letter:

Use simple, direct language, and avoid using technical terms that the recipient may not understand.
Accept mistakes or errors that have been made and take responsibility for them.
Provide a plan for resolving the issue.
Use a formal and business-like tone throughout the letter and avoid using overly emotional language.
Cross-check your letter for spelling and grammar errors before sending it.
Address the letter to a specific person.
Send the letter as soon as possible after the event or incident has occurred.
Show that you truly regret the situation and that you will make efforts to avoid similar incidents in the future.
Close the letter by expressing hope for a positive outcome.

Format of an Explanation Letter:

An explanation letter typically follows a formal letter format. Here is an example of the format that can be used:

Date: The date that the letter is written.
Address: The recipient’s name, title, organization, and mailing address.
Salutation: A polite greeting, such as “Dear”, “Respected Sir or Mam”
Introduction: An opening sentence that briefly explains the purpose of the letter.
Body: The main content of the letter, where you provide more information and explanation about the event or incident.
Conclusion: A summary of the main points and an expression of regret or apologies.
Call to action: If appropriate, include a call to action, such as requesting a meeting or asking the recipient to contact you for further information.
Closing: A polite closing, such as “Sincerely” or “Best regards.”
Signature: Your signature, typed name and position or title.
Enclosure: If you are including any documents or attachments with the letter, mention them here.

Here is an example of the format:

[Your Address] [City, State ZIP Code] [Your Email] [Your Phone Number] [Date] [Recipient’s Address] [City, State ZIP Code]
Dear [Recipient’s Name],

Introduction: I am writing this letter to explain the situation that occurred on [date], in which [briefly describe the situation].

Body: [Provide additional details and explanation about the event or incident. Include any relevant information such as the cause of the problem or the steps that have been taken to resolve it.]
Conclusion: I apologize for any inconvenience this may have caused and assure you that steps have been taken to prevent similar incidents from occurring in the future.

Call to action: If you have any further questions or concerns, please do not hesitate to contact me at [your contact information].

Closing: Sincerely,
[Your Name] [Your Title]
Enclosure: [if any]