How to Write an Explanation Letter for Mistake

“To err is human.” This is not just a saying – it is something that is as honest as anything can be. Making mistakes is human nature. Correcting those mistakes isn’t. Making mistakes is not a problem unless you make a habit out of it – or not take measures to correct it. If you’ve made a mistake at the workplace, the best way to make amends is to write an explanation letter to your employer and apologize.

An explanation letter is not just an apology. An explanation letter requires you to detail why a particular mistake took place and in what circumstances. When writing an explanation letter, you will also need to chart out how you intend to make sure that the same mistake is not repeated. Needless to say, the tone of your explanation letter must be apologetic, and aimed at finding a resolution to the problem at hand. Remember that by offering an explanation for a mistake that you have made does not mean that you are in any way at a disadvantage. On the contrary, you can save yourself from repercussions that might transpire because of your oversight.


Sample Explanation Letter for Mistake


September 16, 2016

Mr. Richard Pole
Managing Director
Core Corporate Solutions
55 Elm Avenue
Broadway, VA 44521


Dear Mr. Pole:

Please accept my heartfelt apology for the gross mistake that I made during the Annual General Meeting this afternoon. Not having a reputation for tardiness or inaccuracy, today’s blunder was a one off thing which I am sure will never be repeated.

Please allow me to explain what happened. The presentation compact disc with which I had to work was mysteriously exchanged with the one that was erroneously displayed at the meeting. While I do not have clues to whether it was a genuine mix-up or a deliberate attempt to malign my reputation at the AGM, I do intend to investigate the matter and will not let it go until I find out what happened exactly.

My reputation as a professional individual at Core Corporate Solutions does not allow for such mistakes and I am truly apologetic for what happened earlier today. If required, I can hold another presentation at the convenience of the board members.


Thank you for your support in this matter.


Gerald Butler

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