I write to you today in response to a letter I received from you, dated, about of late payments on my loan from. Here is a template for a formal letter of explanation: Here are two templates to help you write an explanatory letter: Formal template If you need to write a letter to explain a situation to someone in an academic or professional setting, a template might help guide your process. Related: The Difference Between Accountability and Responsibility Explanation letter templates Offering ways to repair the current situation is also important. For example, someone who missed a deadline might say they will start keeping a monthly or weekly checklist with deadlines to help prevent them from missing another one. It's important to include how you plan to handle the situation differently in the future to prevent it from happening again. Taking responsibility refers to expressing acknowledgment for any personal choices you made that may have contributed to the misunderstanding or mistake, rather than suggesting someone else was responsible for it. It's also important to reference your role in the situation and what preventative steps might have helped. Including answers to these questions can provide detailed information about the situation and help the explanation stay concise. Consider including information to answer questions like: To begin writing this type of letter, you might explain the situation or circumstance and any contributing factors. Related: How To Write a Good Letter: Formal and Informal Letter Tips and Examples 2. The type of letter you choose can depend on the communication style of your work environment, relationships or partnerships. Letters that are typed, printed and mailed are typically more formal, while emailed letters are usually more informal. Choose letter formatĬlients, team members or students may use print or email for their letters. The general structure is similar, though, and these steps can help you write your own explanatory letter: 1. For example, someone writing a letter about a miscommunication at work might include different context and details than someone writing a letter about a change in finances to a financial lender. The approach used to write letters of explanation may vary depending on the situation. Related: Q&A: Why Is Communication Important? How to write an explanation letter in 3 steps Sometimes individuals might need to add other documents to their letters for reference. Specific reasons for wanting these can include address changes, gain or loss of jobs and late or missing payments. Financial lenders might require explanatory letters about their client's finances, especially if it may affect future payments. These letters can also help in personal situations like mortgage or loan payments. In this scenario, the written documentation from the team member might help resolve the miscommunication and prevent it from happening again in the future. The team member may use the letter to explain their perspective of the situation and any reasoning that contributed to their understanding of the task. For example, a team member who misinterpreted something might write a letter explaining their confusion about their task. Writing a letter of explanation can provide many benefits to the individual writing the letter because it allows them to share their point of view in situations. Related: Everything You Need To Know About Written Communication Why write an explanation letter? They might also become documented as part of an official record for future reference. These letters can help clarify miscommunications between peers, supervisors, instructors or business partners. For example, a professional might use this type of letter to explain the reason they missed a deadline or lost a client. Clients, contractors, team members or students may write this type of letter to provide information and inform other individuals about situations. What is an explanation letter at work?Īn explanation letter at work is a formal printed letter or email written to explain something that occurred, to answer an inquiry or provide missing information. In this article, we discuss what an explanation letter is and why these letters are valuable, and we provide steps, templates and examples to help you write one. Writing a letter of explanation can provide many benefits for addressing situations that come up in professional or academic environments. Written communication can be a clear and concise method for resolving conflicts and preventing misunderstandings.
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