The explanation letter deals with the particular prototype of the letter that is used for explaining any situation or the circumstances as the answer to something being asked. Most of the time, under any conditions you may be asked for some explanation about something, and you need to be very careful while answer through n explanation letter. Incorrect statement or the inappropriate way to put the statement may lead you to some miscommunication. The explanation letter helps you in a better way to make yourself prepare for an interview.
Explanation letters are usually written for explaining the mistake, an incident, or to explain the reason for absence or negligence. Whatever reason, it may refer the following formats of letter of explanation.
Table of Contents
Explanation Letter – Sample Explanation Letter Writing Tips:
- A brief description should be provided with detail without glorifying the fact.
- Explain the step or the initiatives taken by you to make it correct.
- Emphasize your present situation with the fact.
- Explain the possible end of the situation or the problem.
- Provide the proper and truthful information so that if one asks for the document you should not found you in the false position.
Explanation Letter – Sample Explanation Letter Template
Whom it may concern
I would like to put this into your kind attention that in the present time I am going through with (____________________________ state your problem _________________) and because of this I am unable to (_______________ explain the problem_______)
I have a good history (_____________ provide the detail of yours in regards to the problem_______).
I hope this situation is temporary and I will overcome it soon as (___________ provide the detail of the steps you have taken and your future expectations_________)
Explanation Letter – Sample Explanation Letter Sample, Email and Example/Format
Explanation letter to the bank:
Loan number: XXXXXXXXXX
Subject: [explanation letter for EMI delay]
The bank manager,
I want to put this letter as an explanation to your kind notice that presently I am dealing with massive financial crisis as I have lost my last job due to some specific reason. Right now, I am entirely jobless, and in this situation, I am helpless and unable to pay back the monthly EMI for the loan I had taken from your bank last year for my car. I am trying hard to get another job and make the situation healthy as soon as possible. But you know in this recession it is tough to get another job on a short period.
It does not need anything to say as you know me very well, and I hope you can recognize that I have a very good history for my paying bills. I was never late in my payment. I will pay everything I owe, but now all I can ask for is a little bit cooperation with me so I can overcome the situation real soon. I hope this situation is temporary and will last long in the future and I hope you to cooperate a bit so you can provide me a plan with minimal payment or no payment for the next few months. I know you have some idea of repayment in your account and hope if you consider my problem and handle this with an iron hand that will be really grateful.
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 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.
__________ (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 explain 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 incredibly sorry for my behavior. You were 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)