An explanation letter is written to explain a situation or a circumstance that occurred to answer something being enquired or to fill a gap in paperwork. This letter can be written at work, in school or in other places.
An explanation letter can be written by a client, employee or student to explain something being asked. This letter is addressed to a higher authority or relevant person inquiring about a situation or circumstance.
An explanation letter is important to inform the relevant party of the reason for the mistake, absence, negligence or incident that they are inquiring about. Such a letter can be used to clear miscommunication that could result from sudden or unclear circumstances.
This letter is also important to prepare for an interview that may follow the inquiry of the circumstances that occurred. This letter is also a formal document for record-keeping for future reference.
Table of Contents
Tips for writing an explanation letter
- Give precise details of the situation or circumstances
- Describe the facts that resulted in the current situation
- Be truthful so that you may not find yourself in a difficult position
- Provide supporting documents if they are available
- Describe what you will do to make the correction
- Keep it direct to the point
Explanation Letter Templates
When your boss requires you to explain a situation it is essential to do this in writing. Here is an explanation letter template for reference. For more guidance, have a look at the sample letters below.
Date (date on which letter is written)
I hereby write with reference to a letter from your ____________ dated ____________ regarding overdue payments for my loan for ____________ months from ____________ to ____________. I write this letter to as an explanation for my delay. I am currently unemployed for ____________ months since to the company I was working declared bankruptcy officially on ____________. Kindly find the letter attached with more details from my formal employer.
I deeply apologize for the inconvenience that I have caused. I have applied for other jobs and attended several interviews since I lost my last job. Currently, I am newly employed since ____________ and I hope to start repaying my dues by ____________ kindly consider giving me a temporary agreement to repay small amounts in the following ____________ months until I am financially stable.
I have a good reputation with you of paying my dues and I will do the needful to pay all my dues by ____________. I hope for your corporation in this matter. Please also find the proposed payment plan attached herewith. Kindly let me know of your decision regarding the repayment plan proposed.
Explanation Letter Samples
To avoid miscommunications about a situation that occurred, it is essential to give details of what happened in writing. Here is an explanation letter that helps you to clear out misunderstandings.
55 Plymouth St.
Kingston, NY 12401
995 Myrtle Dr.
New Windsor, NY 12553
Sub; Explanation letter
Dear Mrs. Duke,
I hereby write this letter to explain a customer’s complaint about the delayed delivery of products to his store for one week. I sincerely apologize for this situation that has resulted in the customer questioning the company’s reputation for making timely delivery. There was a delay in the processing of the requested goods since the factory machine G3A was not functional for three days and the target production was not met on time.
I have followed up with the mechanical department to rectify the problem and the machine is now running effectively. We have also outsourced a consultant expert to service the machines monthly to prevent such a problem from occurring again. I will personally write an apology letter to the customer to apologize for the delay in delivery.
Kindly find the attached documents on the machine G3A’s production for the past one week. I hope that you understand the situation and do the needful.
Thank you for your consideration.
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.
Explanation Letter Email Formats
It is important to explain an unclear or sudden situation in writing. Here is an explanation letter in an email format that you can write to the relevant authority to inform them of the present situation based on facts.
Dear Mr. Cordova,
I hereby write this letter as an explanation letter to my current financial situation that has resulted to delay in payment of my mortgage loan for last month December 2019. I am dealing with a massive financial constraint due to an accident that left me bedridden and unable to work. I apologize for not meeting the agreement of the contract to make a monthly contribution to my loan repayment.
You are aware that I have always met my loan repayments monthly as required. My health situation has improved and I hope to be resuming work in February 2020. I will start making my due payment in February and I will pay everything I owe by March 2020.
Kindly provide me with a temporary agreement to make minimal payments in the following three months until I get things back on track. Since this situation is temporary, I hope that this will not happen again. Kindly consider my situation and excuse me for the delay in payment.
Please see the attached medical records on my health situation for your reference. I sincerely hope for your consideration.
When something unusual or unexpected occurs at work or in school, you may be required to write an explanation letter. When writing such a letter it is essential to use formal language and ensure the content is professional.
Be truthful about the current situation, describe the facts that result in the situation, and what you can do to correct the situation. Provide relevant support documents if available.