- Posted by writealetter
- On March 3, 2021
- 0 Comments
What is a letter of explanation? A letter of explanation offers elaborate details reflecting the truth about any particular event related to the client and your business. Businesses ought to provide explanation letters to the clients during various circumstances.
Writing the perfect letter of explanation
You too can write perfect letters of explanation. Simply elaborate your reason in the most convincing manner and put across your genuine reason.
Here is how to write a letter for explanation. Have a look at the sample.
XYZ Pvt Ltd
Subject: Explanation regarding delay of payment
Firstly, let me thank you for the timely servicing of the air-conditioners in our organization. Since the advent of summer, we were struggling to adjust with malfunctioning air-conditioners. But after your efficient servicing, the situation is much better with all our air-conditioners in work at full swing!
But unfortunately the payment process was not as quick as your delivery of services. Our lasting business relation of 4 years has reflected our prompt payment policies. In this circumstance, there was a slight delay and we owe explanation and apologies also. Our sales and purchasing manager was on an immediate urgency and availed leave for an entire week. This has led to the delay in payment. We were under the impression that all dues and payment for the week are in process. But in contrast, all the payments were procrastinated.
On behalf of the Purchasing Manager and our organization, I would like to offer my sincere apologies. We promise that such a situation will not incur in the future.
Explanation letter for inadequate attendance
Do you know how to write explanation letter? In office, you may often have to give explanations. Write out explanation letter is a clever choice than going inside the cabin of your supervisors and verbally offering the explanations. So, learn to draft good explanation letters. Here are some samples. You can use the same simple format and draft letters. But let your reason be honest and clear. You can state your different reasons and draft new letters.
Name of organization
Subject: Explanation letter for inadequate attendance
This is regarding your concern about inadequate attendance among the employees. According to the monthly report, the attendance of the employees in our organization is low. I have identified the reason. The punching machine on the second floor of our office is not functioning. The news has spread and the employees are reaching late or availing absence to derive the benefits of this situation. I have traced few absentees and forwarding them warning letters. Arrangements for repairing the punching machine is also in process. I assure you that the situation will not repeat in the future and you will get regular reports of good attendance.
For your different reasons, use explanation letters and provide details. This will prevent stringent actions to be taken against you. If you have broken a rule or taken a big decision, it is better to offer a good explanation and prevent dire consequences.