As human beings, we are far from perfect. Even though perfection is something that is expected of us especially at the workplace, it is not always possible. Mistakes are inevitable. But what one cannot do is make a mistake and not repent. Because mistakes at the workplace can easily translate into disasters and financial losses. So if you have made a mistake that can have terrible consequences, you cannot just let it be. You have to apologize and provide an explanation.
An explanation letter does not only provide details of what happened – it also tells an employer how you will make sure that it doesn’t happen again. Also, you will need to provide suggestions on how to fix the problems that arose because of your mistake and how you will proactively get involved in making sure that no harm comes to the company or any of its employees.
Depending on company policy, you may or may not be held financially responsible for a mistake that you made, but if you are, then you may consider offering to pay for it – if the damages were of a financial nature. This may diffuse the situation, even if your boss or manager does not actually ask you to pay up. To see how you can write an explanation letter of this sort, have a look at the sample below:
Partners in Business
July 24, 2016
Mr. Boris Shore
Partners in Business
963 Dairy Avenue
South Burlington, VT 44562
Dear Mr. Shore:
Words cannot express how regretful I feel about the accounting fiasco that transpired due to my negligence. I am aware of the magnitude of this mistake and I understand and accept that it was because of my carelessness that this happened.
The basis of the job of an accountant is to be vigilant and accurate but due to my faltering attention, I could not live up to its demands. As soon as I realized that I had accidentally transferred $500,000 in a client’s account instead of $50,000, I informed my supervisor and was asked to contact the client for a reversal. Since the client was oversees and did not have access to his online account, this took longer than I thought. I am aware of the problems that the company had to face during the 5 days when this reversal hadn’t been made.
I have now put in a check on transfers (a feature that I had disabled because it took more time to make transfers when I had it on) and assure you that a similar incident will not take place again. I will also make sure that my attention is constantly on my work so that another incident of carelessness does not transpire.
Thank you for being understanding throughout this. I vow never to let a similar thing happen again.
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