Explanation Letter Format

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

[DATE]

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

Dear [RECIPIENT NAME],

I am writing to address and clarify the situation regarding [ISSUE/EVENT] that occurred on [SPECIFIC DATE]. This letter aims to shed light on the circumstances and to ensure that there are no residual misunderstandings or concerns.

Recently, it came to our attention that there might have been some misconceptions surrounding the actions taken by our team concerning [SPECIFIC ACTION OR DECISION]. I would like to outline the sequence of events and the rationale behind our decisions in detail.

Initially, the decision to [DESCRIBE DECISION] was made after a thorough analysis of the situation and consultation with relevant stakeholders. This decision was driven by [REASONS BEHIND DECISION], and we believed it to be in the best interest of all parties involved.

Throughout this process, we adhered strictly to the guidelines set forth by [RELEVANT GUIDELINES OR POLICIES], ensuring that every step was documented and transparent. Despite our intentions and adherence to these standards, we understand that the outcomes may have not met the expectations or caused unintended concerns among our stakeholders.

To provide further clarity, I have enclosed several documents that include [LIST DOCUMENTS]. These documents illustrate the careful consideration and due diligence exercised throughout the decision-making process.

I trust this letter helps to clarify the situation and provides a comprehensive view of the actions taken. Our goal was always to act responsibly and maintain the trust and integrity of our relationship.

Should you have further questions or require additional discussion, I am available at [EMAIL] or [PHONE]. I am more than willing to provide any further information or engage in a discussion to clear any lingering doubts.

Yours sincerely,

[YOUR NAME]
[YOUR POSITION]