Do you know why the need for an explanation letter is arising? If not, then let me tell you that, it’s similar to leave letter which explains various situations. There many different situations when the need for this letter arises. Just like any business letter, you need to be very careful about choosing words while writing this letter. Improper words or sentences might be lead the chance of miscommunication.
A well-structured and appropriate letter of explanation helps you to explain your situation easily to the receiver. This letter is generally written in the case when you explain your mistake, an incident or reason of absence. Whatever the reason, you need to compose the explanation letter perfectly.
To compose this letter, here we give some useful tips, templates, and samples that might be helpful.
How to Write an Explanation Letter?
As we know, we write the letter in different situations like applying for a mortgage, late payment of rent, tax returns, payslips and many more. In all situations, you need to compose a different letter as per your needs. But for that, you have to keep in mind certain writing tips that help you to compose a perfect letter.
Writing Tips for Composing Explanation Letter
While composing any letter of explanation letter, you need to keep in below given things. With the help of these tips, one can compose a letter without any mistake to their high authority or concern person.
- Use formal language in this letter.
- Give a brief explanation with details without exalting the fact.
- Explain your situation or problem properly.
- Mentioned the steps that you take to correct your problem.
- Explain your current situation with the detail
- Provide the proper and correct details so that if one asked for some document then you should not found in the false position.
- Make sure do not make any grammatical and spelling mistake in your letter.
Explanation Letter Format
While writing this letter you should follow the proper format, because informal and inappropriate letters may lead to miscommunication. Below we give a format for the explanation letter. So, you should use this format at the time of composing letter.
Explanation Letter Sample to Bank for EMI Delay
Explanation Letter for Negligence
One should take responsibility for their carelessness instead of blaming someone for that. It is a very good act and it is difficult to find someone who accepts their mistake without being adolescent offending.
It is difficult to find someone who accepts his or her mistake. Confession of your mistake makes you a better person and in the professional world to confess your mistake you should write a letter. This type of letter is one type of Example of explanation letter and while writing this letter you should keep in mind below things.
- Don’t mess up everything in your letter.
- Explain your situation and apologize for this.
- Mention that in future you will never make this mistake.
- Don’t need to talk in a circle.
Reply of Explanation Letter for Negligence
Explanation Letter to Employee
A letter of explanation to an employee is generally written by the boss or high authority when the employee violates rules of the company, in case of abstains without permission, nature of criminal and many more.
This letter is used to warn the employee of his or her illegal behavior in the office. This letter is the last option to inform the company’s decision to a particular employee. While composing this letter to an employee as a boss or high authority, you should remember some tips. You can also use our free sample for Explanation Letter to employee.
Writing Tips for Letter of Explanation to Employee
- Speak to the employee privately
- Make sure employee sign this letter
- Compose the letter as soon as possible after incident happen
Template for Explanation Letter to Employee
Sample Letter of Explanation to Employee for Absence
Explanation Letter Sample for Nurses
As human beings we prone to many errors in our daily life. In the medical field especially in nursing mistakes can be natural and easy to cure but sometimes some mistakes are complex and life-threatening.
With the advancement in the medical field, every employee or nurses to report any error they have made in medicine. In this case, nurses explain the reason to her high authority. Therefore, the need for an explanation letter is arising for nurses and explained the why and how the error occurred.
Below we give the Sample Explanation letter for nurses, which will help them to compose letters.
Situations in which you need to Compose Letter of Explanation
- In the case of student loan
- In case other addresses on credit report, you need to compose address explanation letter to concern person.
- Gap in employment
- Declining income
- In the case of Mortgage compose Consumer explanation letter
- Credit inquiries on your credit report
- Late payment of a loan, etc.
Lastly, you have an idea about what is an explanation letter and why you need to compose this letter. In today’s professional world, you should use a letter of explanation as per your situation. But while writing this letter once you should check the above samples and tips that might help you to make your communication effective.