letter of explanation

USAGE SUMMARY

The phrase "letter of explanation" is correct and usable in written English.
You can use it when you need to explain something to someone in writing. For example, if you owe back taxes to the IRS, you may need to send them a letter of explanation to explain why you have not paid them.

✓ Grammatically correct

News & Media

Wiki

Science

Human-verified examples from authoritative sources

Exact Expressions

28 human-written examples

She wasn't home, but I left a long letter of explanation with her babysitter.

The New Yorker

In July , 1964 Salinger wrote Jan a rambling, three-page letter of explanation — a tangle of regret, apology, and misdirection.

The New Yorker

In a letter of explanation sent to all Uefa's 54 national football associations, including the English FA, Platini said he acted as special adviser to Blatter.

The Guardian - Sport

Oozing ood will he made a couple of changes on the renewal-order form & dashed off a letter of explanation with a check.

The New Yorker

She also offered to write a letter of explanation to his clients, or to post his portfolio on her Web site without charge.

The New York Times

If it moves more than a percentage point away from that target, the bank's governor must write a public letter of explanation to the chancellor of the exchequer.

The Economist

Human-verified similar examples from authoritative sources

Similar Expressions

31 human-written examples

As the Justice Department closed cases, F.B.I. agents were sent to hand-deliver letters of explanation to the next of kin.

The New York Times

Despite the fact that the whole town knows that he is dying of cancer, and despite his overly long letters of explanation, everybody blames Mildred, which supplies more confrontation and, thus, further opportunity to admire her toughness.

The New Yorker

In the circumstances, this was an excellent reply — sharp, angry, and appropriate — yet Mr. Kinnock discovered that it was not deemed politically acceptable, and shortly thereafter was dispatching letters of explanation and regret to Falklands widows.

The New Yorker

When the background check revealed Mr. Nicholson's arrest record, he wrote three letters of explanation to LB&B and the Agriculture Department, according to one official who insisted on anonymity.

The New York Times

Donated flags sometimes arrive with letters of explanation.

Huffington Post

Expert writing Tips

Best practice

Ensure your "letter of explanation" is clear, concise, and directly addresses the issue at hand. Provide supporting evidence where possible.

Common error

Avoid simply justifying an action without providing a clear explanation of the circumstances. A "letter of explanation" should focus on the 'why' and 'how' before attempting to defend the action.

Linguistic Context

The phrase "letter of explanation" primarily functions as a noun phrase, often serving as the object of a verb (e.g., write, request, submit). It refers to a specific type of written document intended to provide reasons or context for a particular situation, as exemplified by Ludwig.

Expression frequency: Common

Frequent in

News & Media

35%

Science

30%

Wiki

20%

Less common in

Formal & Business

10%

Encyclopedias

3%

Reference

2%

Ludwig's WRAP-UP

The phrase "letter of explanation" is a common and grammatically correct noun phrase used to describe a written document providing reasons or context for a situation. As demonstrated by the examples analyzed by Ludwig, it appears frequently in news, science, and wiki contexts. When writing or requesting a "letter of explanation", clarity and conciseness are crucial. It's important to remember that the purpose is to inform and clarify, not merely to justify. According to Ludwig AI, the phrase follows standard grammar rules and is highly usable in written English.

More alternative expressions

Phrases that express similar concepts, ordered by semantic similarity:

explanatory letter

Reverses the order of the words, creating a slightly more formal tone.

letter providing clarification

Focuses on the act of clarifying rather than simply explaining.

written justification

Highlights the aspect of justifying a decision or action in writing.

note of clarification

Implies a shorter, less formal explanation.

formal explanation in writing

Emphasizes the formality and written nature of the explanation.

written account of reasons

Focuses on providing a detailed account of the reasons behind something.

document detailing the reasons

Highlights that the explanation is part of a larger document.

written statement clarifying facts

Emphasizes the clarification of facts as the primary purpose.

report elucidating the situation

Suggests a more comprehensive and detailed analysis.

memorandum explaining the matter

Frames the explanation as an internal communication within an organization.

FAQs

How do I write a clear "letter of explanation"?

Start by clearly stating the issue you are addressing. Provide a concise background, explain the reasons behind the situation, and offer any supporting documentation. Be honest, professional, and avoid making excuses.

What's the difference between a "letter of explanation" and a "letter of apology"?

A "letter of explanation" focuses on providing context and reasons for a situation. A "letter of apology" expresses remorse and takes responsibility for a mistake. While a "letter of explanation" might include an apology, its primary goal is to clarify, not to atone.

When is it appropriate to request a "letter of explanation"?

It's appropriate to request a "letter of explanation" when you need clarification on a situation, decision, or event. This could be in response to missing information, policy violations, or any instance where understanding the reasons behind something is crucial.

What should I avoid when writing a "letter of explanation"?

Avoid being accusatory, vague, or defensive. Do not include irrelevant information or make excuses. Ensure the letter is well-written, proofread, and addresses all the key points of the situation.