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Explanation letter samples (Reply to show cause notice) for mistake, negligence and absence.

Learn, how to write an explanation letter with examples


What is a 'Show Cause Notice' ?

A show cause notice means an order issued by a competent authority, organization or court asking a person or group of people to give a 'Cause' in writing and explain why disciplinary action should not be taken against him or them, those involved in poor performance, incidents, misconduct and wrongdoing.

Here are few samples of explanation letter:

  1. Response to show cause notice for negligence.
  2. Explanation for being remain absent without leave.

When a show cause notice is given to an employee or other, they have to present their justification through a letter of explanation. These letters are usually written to explain the cause of mistake, absence, an incident or negligence.

Show cause notice reply format


#Sample 1. Reply to show cause notice for negligence (When mistake is not made by your side)

To,

Chief Manager,

XYZ Private Limited,

City, State.


Subject: Regarding clarification.

Ref: Your letter-123, dated -15.02.2020 / your email received on 15 February 2020.


Sir,

Through the referenced letter, I was informed that as a Site engineer I had failed to perform my duty as expected. it is not true.

During the team visit to the headquarters as directed by the Managing Director, I supervised the work from 5 January to 8 January. Later I was followed up and some issues were resolved with the help of client on the project site, such as pre-boundary issue and drawing related.

I was not able to do a out station site inspection on 15 January due to my examination. So I also requested to reschedule the trip. I had also informed my office about my upcoming exam to avoid such problems. Since 2015, I have held many responsibilities and managed many projects during this period.

Therefore, you are requested not to take any action for negligence under the circumstances mentioned above.

Thanking you.


Yours faithfully,

Name ...........,

Site engineer,

XYZ Private Limited,

City, State.

Date .......


#Sample 2. (Explanation for absence without leave)

To,

H.R Manager,

ABC Limited,

City, State.


Subject: Regarding the explanation of my absence.

Ref: Your letter-321, dated -19.02.2021 / your e-mail received on 19 February 2021


Sir,

I have to inform you that I was unable to appear in office on February 18, 2020 because, I found myself in circumstances that were beyond my control. For that reason, I had no choice but to take time off work without telling you.

Actually, one of my friend had an accident yesterday who lives alone in this city. Due to the injury, he had to undergo an operation which took more time. On the other hand, I contacted Mr. Rakesh Kumar (office manager) to let him know that I would not be available.

I apologize for being absent from work without informing the office. I assure you that such behavior will never show again.

Thanking you.


Yours faithfully,

Name ......

Accountant,

ABC Limited,

City, State.

Date .......


Note :-

You can modify these letters as per your requirement.


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