Explanation letters are crucial for addressing concerns or clarifying situations. They help resolve misunderstandings and maintain positive relationships. Focus on being concise, truthful, and respectful in your writing. Provide supporting details.
Crafting a strong explanation letter requires clear communication and a focus on facts. Begin by acknowledging the issue, then providing a detailed explanation with evidence. Show empathy and a desire for resolution. Maintain professional tone.
Explanation Letter Sample (Invoice Discrepancy)
Here’s a sample letter addressing a discrepancy in an invoice. Remember to adapt it to your specific situation:
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Explanation Regarding Invoice #[Invoice Number]
Dear [Recipient Name],
I am writing to address a discrepancy on invoice #[Invoice Number], dated [Date of Invoice]. The invoice reflects a charge of $[Amount] for [Service/Product]. However, our records indicate that [Explanation of discrepancy – e.g., the agreed upon price was $[Different Amount], or the quantity delivered was different]. We apologize for any inconvenience.
Attached, please find [Supporting document – e.g., a copy of the original agreement/purchase order], which supports our claim. We believe a corrected invoice reflecting $[Correct Amount] would be appropriate.
We value our relationship and wish to resolve this matter promptly. Please contact me at [Your Phone Number] or [Your Email Address] to discuss this further.
Sincerely,
[Your Name]
[Your Title]
In Summary: Explanation letters require clarity, honesty, and a professional tone. Always provide supporting evidence and express a desire for resolution. Adapt sample letters to fit your specific situation for the best result.