Explanation Incident Report Letter

[YOUR NAME]
[YOUR POSITION]
[YOUR COMPANY NAME]
[YOUR EMAIL]

[DATE]

[RECIPIENT'S NAME]
[RECIPIENT'S POSITION]
[RECIPIENT'S COMPANY NAME]
[RECIPIENT'S ADDRESS]

Dear [RECIPIENT'S NAME],

I am writing to provide a detailed explanation regarding the incident reported on [DATE OF INCIDENT]. As [YOUR POSITION] of [YOUR COMPANY NAME], it is my responsibility to ensure transparency and address any concerns that arise from our operations.

The incident in question occurred due to [BRIEFLY DESCRIBE THE REASON FOR THE INCIDENT], which was unforeseen and unintentional. Upon discovering the issue, we took immediate steps to mitigate the impact, which included [LIST ANY IMMEDIATE MEASURES YOUR COMPANY TOOK].

We have conducted a thorough investigation to understand the root cause of the problem. Our findings indicate that [BRIEFLY EXPLAIN THE FINDINGS OF THE INVESTIGATION]. We have implemented [DESCRIBE ANY CORRECTIVE ACTIONS YOUR COMPANY HAS TAKEN] to prevent such occurrences in the future.

We understand the importance of maintaining trust and integrity, especially during challenging times, and we appreciate your understanding as we navigated through this incident. Please find attached relevant documents and evidence that support our explanation. We are committed to ensuring such discrepancies do not occur in the future and are continually improving our processes.

We value our relationship with [RECIPIENT'S COMPANY NAME] and are eager to move past this incident, continuing to work together towards mutual growth and success. Should you have any further questions or require additional information, please feel free to contact me directly at [YOUR EMAIL].

Thank you for your attention to this matter and your continued partnership.

Sincerely,

[YOUR NAME]