What is Explanation Letter and How to Write It!

What is Explanation Letter and How to Write It!

Explanation Letter

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

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.









Dear Sir/Ma’am,

I am composing this letter to put your kind attention that nowadays I am going through with (state your problem) and because of this I am unable to (mentioned your problem).

I have a good history (give all the details of yours in regards to the problem).

I hope you understand my situation that is temporary and I will overcome it as soon as possible. (Mention the steps that you have taken with future needs)

Thanks & regards,

Name & Sign.

Explanation Letter Sample to Bank for EMI Delay

From,John William,

ABC Bank,

Loan Number:

Date: 25th November 2019

Subject: Letter of explanation for EMI delay


The Bank Manager,

ABC Bank.

Dear Sir,

I am writing this letter to explain to you that in recent days I am dealing with huge financial crises because I lost my job due to a specific reason. Right now, I am jobless and in this situation, I am unable to pay the monthly EMI for the loan that I had taken from your bank for my car.

I am trying hard to get another job and make the situation healthy and smooth as soon as possible. You know that in this recession it is hard to get another job in 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 bills.

I was never late in my payment, but now all I will ask you for a little bit of corporation with me so that I can overcome this situation very soon. I hope this situation is not permanent and I hope you cooperate with me and suggest me a plan with minimum payment or no payment for the next few months.

I hope you will consider my situation and handle this with an iron hand that will thankful for me.

Thanks & Regards,

Yours Sincerely,

John William

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

From,Mr. Smith

Date: 22nd November 2019


Mr. Charles

1799, Daylene Drive,

Pontic, MI 48342.

Dear Mr. Charles,

I am writing this letter to alleged negligence. I received the notice not to hand over an important assignment to my colleague to finalize.

I would clarify that on 15th November 2019 at 4:45 PM I sent my task to my colleague. I also have a copy of the mail that I sent you in email. After that, I go to her place and informed her about it. I was due to meet another client that day at 5:30 PM. So, I rushed out office for a meeting. Because of some reason, the mail reached her after working hours. I understand that this put us in trouble for failing to complete client work within the given deadline because if technical bug.

Please have a look at the attached proof and give me a replay as soon as possible.

Yours Faithfully,

Mr. Smith

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





Dear Name,

I am composing this letter as the last option to get in touch with you and inform you that (the reason why you should write this letter).

I called and mailed you many times but you still unanswered. If you do not report to work then it will directly affect your position.

Kindly start work on it as soon as possible.

Thanks & regards,

Name & Sign.

Sample Letter of Explanation to Employee for Absence

Sample Letter of Explanation to Employee for Absence

From,Mark George,

Senior Marketing Manager


David Dsouza

Date: 15th October 2019


Dear David,

I am composing this letter, as this is the last option for me to get in touch with you and inform you that your absence from work without permission may cause you a lot.

I tried to contact you over call and mails but you don’t bother to give replay for my call and mail. If you do not present at your work as soon as possible then it will be the end of work in the organization and you will be terminated from your position.

We will close your bank and PF account within the next 6 months as per company policy.

Kindly think about it.

Thanks & regards,


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.

From,Ms. Julie

Date: 17th December 2017


Mr. Julius


Dear Sir,

I am composing this letter to inform you that on 16th December 2017, one of our staff members made an error in their work. This staff member has been scolded and the costs will be considered accordingly.

Because of these circumstances, many other events occurs which will be handled more carefully. We guarantee that this will never happen again and we have taken the responsibility to ensure that it doesn’t.

Our whole team like to apologize for this mistake. Thank you for your invaluable support.

Thanks & Regards,

Ms. Julie

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.

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