An explanation letter is a short document used to elaborate on employment or financial documents. When an employee wrongs and goes against company laws, the company’s head seeks an explanation from the concerned person. The letter provides detailed reasons for the matter.
When an employee explanation is demanded, he/she has to take responsibility for his/her actions and state clearly what circumstances caused the mistake. The explanation clearly focuses on the concerned person’s role in the mistake by summarizing some backstory, outlining the plan, and then apologizing clearly.
The company’s head must inquire about the matter and ask for an explanation from the employee. Instead of addressing the matter orally to a concerned person, asking for an explanation letter is more beneficial and suitable.
When the employee asks for an explanation letter, this comes under the official record, and the employee avoids further repeating the mistake. There can be several reasons for asking for an explanation from the employee. It can be because of bankruptcy, negligence from duty, uninformed leave, or resignation without information.
Following is a sample of explanation letters regarding security negligence that will provide a clear idea of how to write it in a letter form to ask for an explanation from a person or employee.
Sample Letter
8th August 20XX
Stephen Lucy
ABC Branch
11-933 Street
(1111) 2345-6788
Subject: Explanation letter for security negligence
Dear Mr. Lucy,
I am Jacob Paul, the manager director of the XYZ company where you are currently pursuing your job. I am writing to ask for an explanation from you regarding your negligence regarding office security.
For the last two months, I have received many complaints against you, and this letter is to seek your explanation regarding your dereliction of duty. I have been informed through reliable resources that you are showing negligence in performing your duty, and last week, the company experienced a big loss due to your attitude.
Gentlemen, this kind of negligence is unacceptable in the company. The company has established its reputation after a lot of hard work. You were given a verbal and written warning, but you didn’t listen to this.
This letter is an official proceeding demanding an explanation from you. Your coworkers have also complained that you show laziness in performing the duty. You have been given a salary for your hard work, but now you are lacking interest in your job.
You are therefore ordered to come tomorrow with an explanation letter of what has been asked of you. The company understands the problem of its employees, but it cannot put a risk to its security because of negligence from your side. Hope that you will follow what has been told you. This time I am demanding an explanation but next time without a second chance, you will be liberated from the job. I want you to visit me in the office tomorrow along with an explanation letter and bring it with you. Thank you.
Regards,
Jacob Paul
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