How to Write an Explain Letter
Writing an explain letter can be a challenging task, especially when you need to convey a message that may be sensitive or complex. Whether it’s for a job application, a school project, or a personal matter, an explain letter should be clear, concise, and respectful. In this article, we will guide you through the process of writing an effective explain letter.
1. Understand the Purpose of the Letter
Before you start writing, it’s crucial to understand the purpose of the letter. Are you trying to explain a gap in your employment history, a poor academic performance, or a personal situation? Knowing the purpose will help you structure your letter and address the recipient’s concerns effectively.
2. Choose the Right Tone
The tone of your explain letter should be professional and respectful. Avoid using an aggressive or confrontational tone, as this may hinder your chances of getting a favorable response. Instead, focus on being apologetic, understanding, and cooperative.
3. Start with a Greeting
Begin your letter with a formal greeting, such as “Dear [Recipient’s Name]” or “To Whom It May Concern.” This sets a respectful tone for the rest of the letter.
4. Introduce Yourself and the Subject
In the first paragraph, introduce yourself and briefly state the subject of your letter. For example, “I am writing to explain the circumstances surrounding my three-month gap in employment from January 2020 to March 2020.”
5. Provide Context and Details
In the body of the letter, provide a clear and concise explanation of the situation. Be honest and transparent, but avoid sharing unnecessary details. Use bullet points or short paragraphs to make the letter easy to read.
6. Address the Recipient’s Concerns
Acknowledge the recipient’s concerns and explain how you plan to address them. For example, if you’re explaining a poor academic performance, discuss the steps you’ve taken to improve your grades or how you plan to do so in the future.
7. Offer a Solution or Next Steps
If applicable, offer a solution or outline the next steps you will take to resolve the issue. This shows the recipient that you are proactive and committed to addressing the problem.
8. Conclude with a Thank You
End your letter with a thank-you statement, expressing your gratitude for the recipient’s time and consideration. For example, “Thank you for taking the time to read my letter and considering my application.”
9. Proofread and Edit
Before sending your letter, proofread and edit it for any grammatical errors or typos. This will ensure that your letter is professional and polished.
10. Send the Letter
Once you are satisfied with your letter, send it via email or mail, depending on the recipient’s preference. Follow up with a phone call or email if necessary, to ensure that the recipient has received and read your letter.
By following these steps, you can write an effective explain letter that addresses the recipient’s concerns and demonstrates your professionalism and commitment to resolving the issue.
