Sample Letter of Explanation: Free & Effective

In this article, I’m excited to share a comprehensive guide on crafting an effective letter of explanation, complete with personal tips and a ready-to-use template.

Key Takeaways

  • What is a Letter of Explanation? A strategic tool to clarify or provide additional information.
  • When to Use: Often required in financial, employment, or legal contexts.
  • Structure: Follow a clear and concise format with an introduction, body, and conclusion.
  • Content: Be specific, honest, and factual in your explanations.
  • Tone: Maintain a professional and neutral tone throughout the letter.
  • Template Provided: A customizable template to kickstart your letter-writing process.
  • Personal Tips: Insights from my experience to enhance your letter’s effectiveness.

Step 1: Understand the Purpose of Your Letter

Before you begin writing, clearly understand why you’re drafting this letter. Are you explaining a gap in your employment, a discrepancy in your financial records, or something else? This clarity will guide your content and ensure your letter is on point.

Tip from Experience: Always tailor your letter to the specific situation. Generic explanations can weaken your credibility.

Step 2: Start with a Professional Format

Use a formal letter format with your contact information, the date, and the recipient’s details at the top. Follow this with a subject line that succinctly describes the letter’s purpose.

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Example: “Subject: Explanation of Employment Gap Between June 2021 – December 2021”

Step 3: Craft a Clear Introduction

Begin with a polite greeting, then introduce the purpose of your letter. Be brief but precise about what the letter will address.

Personal Insight: Starting with a concise introduction sets the right tone and shows respect for the recipient’s time.

Step 4: Provide a Detailed Explanation in the Body

This is where you delve into the specifics. Explain the situation clearly and logically. If you’re addressing multiple points, consider using bullet points or numbered lists for clarity.


  • Explanation of employment gap
    • Reason: Pursued advanced training in [specific field]
    • Outcome: Acquired [specific skill], enhancing my expertise

Tip from Experience: Back up your explanations with facts or figures when possible to add credibility.

Step 5: Conclude with a Positive Note

End your letter by thanking the recipient for their understanding or time. Offer to provide further information if needed.

Example: “I appreciate your understanding and am happy to provide any additional details required.”

Step 6: Proofread and Edit

Ensure your letter is free from errors. A well-written letter reflects your professionalism and attention to detail.

Personal Tip: Sometimes, stepping away for a few hours before revisiting your letter can provide new perspectives for improvements.

Letter of Explanation Template

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]

[Recipient’s Name]
[Recipient’s Title]
[Company’s Name]
[Company’s Address]
[City, State, Zip Code]

Subject: [Purpose of the Letter]

Dear [Recipient’s Name],

I am writing to provide an explanation regarding [briefly state the purpose]. This letter aims to offer clarity and context to [specific situation or discrepancy].

[In this section, detail the circumstances that led to the situation or discrepancy. Be specific and factual, providing a chronological account if necessary.]

[Conclude with a statement expressing your willingness to provide further information and your appreciation for the recipient’s understanding or time.]

Thank you for your attention to this matter. Please feel free to contact me at [your phone number] or [your email address] if you have any questions or need additional information.


[Your Name]

Final Thoughts and Invitation for Comments

Crafting a letter of explanation is about striking the right balance between providing sufficient detail and maintaining brevity. My journey in writing these letters has taught me the power of clarity and precision. Each letter is an opportunity to bridge understanding, and I hope this guide empowers you to do just that.

I would love to hear about your experiences or any additional tips you might have. Have you ever written a letter of explanation? What challenges did you face, and how did you overcome them? Please share your thoughts and questions in the comments below.

Frequently Asked Questions (FAQs)

A professional and inviting office setting with a person sitting at a desk, writing a letter

Q: What Is a Letter of Explanation?

Answer: A Letter of Explanation is a personal document you provide to clarify a specific situation or address potential concerns. It’s often used in financial contexts like mortgage applications or credit inquiries, but it can also be useful in professional or educational settings. 

For instance, when I applied for my mortgage, I was asked to explain a gap in my employment history. This letter was my opportunity to provide context and reassure the lender about my financial stability.

Q: How Detailed Should a Letter of Explanation Be?

Answer: It should be detailed enough to clearly address the specific issue or concern, but also concise. When I wrote mine for a loan application, I made sure to include relevant dates and factual details about my employment gap, without going into unnecessary personal stories. 

The key is to be direct and to the point, providing just enough information to clarify the situation.

Q: Who Needs to Write a Letter of Explanation?

Answer: Anyone who faces a situation where clarification is needed might need to write one. For example, I had to write one during my home loan process. It’s also common in immigration processes, credit report discrepancies, or job applications. 

Basically, if there’s a gap, inconsistency, or something in your profile that might raise questions, a letter of explanation is your chance to clear things up.

Q: Can a Letter of Explanation Impact Loan Approval?

Answer: Absolutely. In my experience, a well-written letter can make a big difference. For instance, when applying for my mortgage, the letter I provided played a crucial role in explaining my financial history and assuring the lender of my creditworthiness. 

It’s a chance to present your case and potentially sway the decision in your favor.

Q: What Tone Should I Use in a Letter of Explanation?

Answer: The tone should be formal and respectful, but also sincere. When I wrote mine, I aimed to be straightforward and professional, yet personal enough to convey my honesty and commitment to resolving any concerns. 

Remember, the goal is to build trust with the reader, whether it’s a lender, employer, or official.

Q: How Long Should a Letter of Explanation Be?

Answer: It should be as brief as possible while still providing all necessary details. For my mortgage explanation letter, I kept it to one page. 

This length is usually sufficient to cover the essentials without overwhelming the reader with too much information. Stick to the facts that directly relate to the concern or query raised.

Q: What Should I Avoid in a Letter of Explanation?

Answer: Avoid being vague, overly emotional, or providing irrelevant details. In my letter, I focused solely on the facts related to my employment gap, avoiding any emotional appeals or unrelated personal information. 

It’s also crucial to proofread for grammar and spelling errors, as these can undermine your credibility.

1 thought on “Sample Letter of Explanation: Free & Effective”

  1. An invaluable resource for crafting clear and impactful letters of explanation, blending practical advice with real-world examples. It’s a must-read for anyone looking to master this essential communication skill.

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