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How To Create Effective Explanation Letters and the Sample

At some point in your professional life, you may need to write an explanation letter to clarify a situation or to provide information to a recipient. An explanation letter is a formal document used to explain a particular circumstance or event. It is an important tool that can help you clear up misunderstandings, rectify wrong impressions, and demonstrate your professionalism.

In this article, we will discuss how to create an effective explanation letter and provide a sample letter to guide you through the process.

Step 1: Determine the Purpose of the Explanation Letter

Before you begin writing an explanation letter, it's essential to determine the purpose of the letter. You need to clarify why you are writing the letter and what you want to achieve. Are you trying to provide additional information about a specific incident? Do you need to clear up a misunderstanding? Are you responding to a request for clarification?

Once you have identified the purpose of the letter, you can structure the letter appropriately.

Step 2: Gather the Relevant Information

After you have identified the purpose of the letter, you need to gather all the relevant information. This will help you ensure that your letter is accurate and informative.

Gathering the relevant information involves researching the facts, reviewing any relevant documentation, and speaking with relevant parties, if necessary. It is crucial to ensure that all the information is accurate and up-to-date before you begin writing the letter.

Step 3: Structure the Letter

The structure of an explanation letter is essential. It should be clear, concise, and well-organized. The letter should include the following elements:

  • A brief introduction that outlines the purpose of the letter and provides context for the explanation.
  • A clear and detailed explanation of the incident or circumstance in question.
  • Any relevant documentation, such as invoices or receipts, to support your explanation.
  • A statement of your intentions or proposed solution, if appropriate.
  • A closing paragraph that reiterates the purpose of the letter and expresses appreciation or offers further assistance, if necessary.

Step 4: Use Clear and Concise Language

An explanation letter should be written using clear and concise language. Avoid using technical jargon or complicated language that the recipient may not understand. Use simple sentences and avoid using long paragraphs.

Ensure that your letter is easy to read and understand. Use bullet points or numbered lists to break down complex information into smaller, more manageable sections.

Step 5: Edit and Proofread the Letter

Before sending your explanation letter, it's essential to review and edit the letter carefully. Look for spelling and grammar errors, and ensure that the letter is well-structured and easy to read.

It is also important to check that all the relevant information has been included and that the letter achieves its intended purpose.

Sample Explanation Letter

[Your Name]

[Your Address]

[City, State ZIP Code]


[Recipient's Name]

[Recipient's Address]

[City, State ZIP Code]

Dear [Recipient's Name],

I am writing to provide an explanation regarding the incident that occurred on [date]. On that day, [describe the incident or circumstance in question].

I would like to assure you that this incident was an isolated event and does not reflect the level of service that we strive to provide. We take all complaints and feedback seriously and have taken steps to ensure that this does not happen again.

To support my explanation, I have attached [relevant documentation, such as invoices or receipts].

Once again, I would like to apologize for any inconvenience caused by this incident. Please let me know if you require any further information or assistance. I am committed to ensuring that our customers receive the highest level of service and satisfaction.

Thank you for your understanding.


[Your Name]


Writing an explanation letter can be challenging, but it is an essential tool that can help you clear up misunderstandings and maintain your professional image. By following the steps outlined in this article, you can create an effective explanation letter that achieves its intended purpose.

Remember to start by determining the purpose of the letter, gathering all relevant information, structuring the letter appropriately, using clear and concise language, and editing and proofreading the letter carefully before sending it.

An explanation letter can help you build and maintain professional relationships, especially when you are dealing with a difficult or sensitive situation. By providing a clear and detailed explanation, you can demonstrate your commitment to excellent customer service and ensure that your recipients have all the information they need to make informed decisions.

In short, an effective explanation letter can be a powerful tool in your business toolkit. By taking the time to craft a well-written letter, you can build trust, clear up misunderstandings, and maintain your professional reputation. Remember, the key to success is to be clear, concise, and honest in your communication.