If every mistake is followed by an explanation it makes things easier for the one making the mistake and the one bearing the blunt of it. One must remember one thing that after committing a mistake apologizing for it and giving an explanation for it does not make the person giving the explanation any smaller. In fact s/he rises in the eyes of the person who is being given the explanation to.
An Explanation Letter is the one that is written to explain a certain behavior that was not expected or justified. Since an Explanation Letter is to amend a mistake the tone should be submissive in nature and not authoritarian. The words and adjectives used in the letter should indicate that the person writing the letter is sorry for her/his behavior.
An Explanation Letter should preferably be hand written to give it the personal touch but a typed one also will do what it is intended to do. An explanation should be given as soon as the mistake or its need is realized. A late explanation is as good as not giving one.
DOS AND DON’T’S OF EXPLANTATION LETTER
- An Explanation Letter should be written as soon as its need is realized
- The words and adjectives in the letter should be very carefully chosen to ensure that it helps in improving the situation
- The tone of the letter should not sound authoritative instead it should be submissive and apologetic in nature
- It should preferably be hand written to give it the personal touch that it needs
- Before submitting the letter please check for any grammatical or punctuation errors. A grammatically incorrect letter does not leave the impact that it is expected to
- Since an Explanation Letter is semi formal in nature, it should directly be addressed to the person to whom it is being given
- The Explanation Letter should very clearly talk about the incident for which the explanation is being given so that it can be easily related to
- There is no need for a “subject line” in the Explanation Letter as then it will loose its semi informality
SAMPLE EXPLANATION LETTER
__________ (Name of the person who is being given the explanation)
Dear ___________ (name)
I have been thinking about the incident that took place on _________ (date) at __________ (place/venue). I have been trying hard to forget about it but it has been bothering me since then.
I realized my mistake and would like to give an explanation for the same. As you are aware that my family has been going through financial crisis and when at the dinner you asked me for my share of the contribution towards the community function, I reacted the way I did. I am extremely sorry for my behavior. You were just doing your duty and I snapped at you.
I am sure this incident will not affect our relationship and I hope you will forgive me and forget about this incident.
I assure you that such behavior will never be displayed again.
(Name of the person writing the letter)