Know what is Letter of Explanation?

study abroad While doing this, you come across some situations when you need a letter of explanation. The Letter of Explanation is required at the time of taking admission, to retrieve the missing information. Most of the students are not aware of the letter of explanation kya hota hai, where it is needed. Our blog gives you a letter of explanation what hota hai? Will give information about

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What is letter of explanation?

The letter of explanation is either in the form of a written letter or email. If understood in common language, there is a need to write a letter of explanation to answer a question or to get missing information. A letter of explanation also helps in clearing up misunderstandings between co-workers, supervisors, instructors or business partners.

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Why is a Letter of Explanation needed?

A letter of explanation can provide many benefits as it gives you a chance to express yourself in adverse circumstances. For example, if students have any doubts about any policy or visa related to the university, then a letter of explanation is written. Below are the points to know the letter of explanation kya hota hai more thoroughly-

  • provide additional information
  • reminders of useful information
  • missing documents
  • finished document
  • Non-compliance with conditions and requirements
  • Special Requests
  • Clarification or response to questions or concerns of officers
  • taking longer to complete a program of study
  • take a break from studies
  • gap in studies
  • frequent changes in schedule
  • Unauthorized work
  • Part-time enrollment if not authorized
  • and many other unique situations

Negative content in credit report

When you apply for a loan and find something negative in your credit report that makes the lender suspect that you will not be able to repay the loan on time, you need a letter of explanation. In this letter of explanation, you will have to give the reason for the credit negativity, date of occurrence, name of the creditor and your account number.

living without rent

Rent or mortgage history shows that you pay your rent on time. If you live in your parents’ house where you do not have to pay rent. In such a situation, the owner of the house (parents) will have to tell this in the letter of explanation that you live at their house without paying rent, as well as the time and reason for not paying the rent. At the end the signature of the parents will also be there. This is also needed when you are looking for a home to live abroad.

Long gap (break) in employment history

You need a fixed income for any type of loan, so being unemployed for a long time can make it difficult for you. VA and Jumbo loans require a letter of explanation for the employment gap you have had in the past 2 years. In this, you have to give the reason for employment gap like maternity leave, family crisis, business failure, study gap etc. If you were able to meet your financial responsibilities even in the employment gap, then you have to tell that too.

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Letter of Explanation for Study Permit

You need a letter of explanation at the time of your admission abroad. This letter explains your individual situation regarding the denial of your study permit. Your letter should be in the standard format—address it to “Dear Immigration Officer,” and end with your signature and your name.


Visa refusal occurs when the visa officer is not satisfied with the reason for your visa application. After your visa application has been refused, they will give you a letter explaining the reasons why your application was rejected and inviting you to reapply.

Reasons for rejection of application

  • If you do not have a valid reason to visit a country.
  • If you have not specified your visa type properly.
  • If you have not used the visa issued earlier without any valid reason.
  • If you do not have a good character certificate.

How to write letter of explanation?

The method of writing a letter of explanation depends on the situation. For example, the off explanation written for a loan is different from the off explanation written for the organization. Although the general format of both is the same. The following formats are given in the letter of explanation kya hota hai.

Choose letter format

You have to choose your format whether you want to give letter of explanation online through email or through offline letter. The format of an email is considered informal, while a letter is considered formal. The format you choose depends on your work environment, relationships or partnerships.

explain the situation

In the letter of explanation, you need to specify the situation, circumstances and contributing factors, such as-

  • What happened?
  • How did it happen?
  • Were there contributing factors?
  • What is the current situation?

take responsibility and accountability

In this, you will have to take responsibility for your mistake or misunderstanding. You also have to point out that this will never happen in the future. For example, if you break an important rule of the university, then in such a situation you will have to apologize for it in your letter of explanation and assure that it will not happen again and also tell how you will do it.

Explanation letter templates

If you want to write an explanation letter, then the explanation letter templates will help you in this. In the letter of explanation kya hota hai the templates are given below-

formal template

[Sender’s name]
[Sender’s address]
[Sender’s phone number]
[Sender’s email]
[Recipient’s name]
[Recipient’s address]
[Recipient’s phone number]
[Recipient’s email]

Subject: [insert subject of the letter]

Dear [recipient’s name],

I write to you today in response to a letter I received from you, dated [insert date]about [insert number] of late payments on my loan from [insert date to date], I am writing this letter today to explain to you the reasons for my delay. Recently, I became unemployed when the company I worked for officially closed on [insert date], before reaching the point of bankruptcy. For your reference, I have attached a letter from my employer that includes details about the situation.

I apologize for any inconvenience my overdue payments may have caused. I have been applying for jobs and interviewing to resolve this unfortunate situation. Recently, [insert name of company] hired me on [insert date] and I plan to start [insert date], I plan to resolve any overdue payments between [insert date] and [insert date], I have attached a proposed payment plan for your reference and kindly ask that you consider it.


[insert name]

Informal Templates

Subject: [insert subject of letter]

Dear [insert name],

I am writing to you today about the [insert type] miscommunication on our team. I understand our [insert name] campaign did not meet the needs of our [insert name] client. While we worked as a team, we referenced notes from meetings with them and tried to optimize the deliverables to meet their needs. One thing we struggled to understand in our notes was [insert what was hard to understand],

As a team leader, I came to the understanding that what the client meant was [insert what you thought the client meant] based on [why did you come to that reasoning], Currently, the status of the campaign deliverables is [insert information about the status], My team is working hard to resolve this situation and should have everything updated by [insert date],

I take responsibility for the client’s dissatisfaction because I am the leader of my [insert title] team. Next time, I will directly reach out to the client for clarification to prevent this from happening again. If there are further ramifications for my role in this circumstance, I understand but hope you will kindly consider my apology and plan for managing future campaigns.


[insert name]

Examples of Explanation Letters

When we try to understand something, we are helped to understand that thing quickly and easily with the help of examples. Examples of explanatory letters are as follows:

formal example

Peter Poul

12345 Brean Way

Cincinnati, Ohio 42091

(010) xxxxxxxxxx

June 3, 2021

Myles Moss

54322 Hillside Dr.

Cleveland, Ohio 42190

(101) 345-789

Subject: Waterworks customer complaint

Dear mr. Moss,

I write to you today to explain the recent customer complaint you received on our Waterworks account. I understand there was a delayed delivery of print marketing materials for one of their events. I apologize for this situation that led the customer to question our ability to deliver ordered materials on time. There was a delay in the delivery because our color printers were out of ink and the ink wasn’t able to be delivered in time for us to provide the materials to the client as scheduled.

I have followed up with the administrative and supplies staff to determine how to better request materials earlier in the production process to prevent this from happening again. I plan to write an apology letter to the client and hopefully resolve this situation. I have attached documents for your reference regarding this situation. Once again, I apologize and acknowledge the mistakes made and hope to prevent them from happening in the future by working more closely with administrative and supply staff. If you have questions regarding the attached documents, let me know. Thanks.

Sincerely, Peter Paul

Informal example

Subject: Research paper

Dear Ms. Peterson,

I am writing to you today about the research paper that was due on Tuesday of this week. I understand I did not turn my assignment in when it was due and apologize for any inconvenience this might have caused. I had been working on it since you assigned it, and even used the designated class time you gave us, but I still wasn’t able to finish it on time.

I know that my extracurricular activities might have influenced my lack of efficiency while working on this paper. In the future, I plan to create assignment timelines for myself and prioritize meeting those goals to make sure I turn my work in on time. I also plan to prioritize meeting my goals before engaging in my extracurricular activities.

I acknowledge and accept full responsibility for not turning in my paper on time. I have turned my paper online and attached a copy here for your reference. I understand if you have to give me late points or no points, but hope you consider giving me some points for this assignment. Thank you.

Sincerely, Avery Tillman

Read also: What is UCAS?


What is letter of explanation?

The letter of explanation is either in the form of a written letter or email. If understood in common language, there is a need to write a letter of explanation to answer a question or to get missing information.

Why is a Letter of Explanation needed?

The need for a letter of explanation is mentioned below- providing additional information, reminders of useful information, missing documents, expired documents, etc.

What is letter of explanation called in Hindi?

Letter of Explanation is called Explanation letter in Hindi.

Hope you have got all the information related to Letter of explanation kya hota hai from this blog. If you want to study abroad then our Leverage Edu from experts 1800 572 000 Call and book a free 30 minute session today.

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