Casual Explanation Letter Sample

Introduction

An explanation letter is a formal document used to clarify or provide additional information regarding a specific situation. It can be used in various contexts, such as explaining an absence from work, justifying a late payment, or providing details about a particular event. While often perceived as formal and stiff, explanation letters can be written in a more casual tone, particularly when addressing familiar individuals or in less formal settings. This guide provides a sample explanation letter written in casual English, along with key elements and considerations.

Key Elements of a Casual Explanation Letter

Clear and Concise Subject Line: The subject line should briefly and accurately summarize the letter’s purpose. For example, “Explanation for Late Submission” or “Absence from Work on [Date]”.

Friendly and Approachable Greeting: Begin with a warm and friendly greeting, such as “Dear [Name],” or “Hi [Name],” depending on your relationship with the recipient.

Direct and Concise Explanation: Get straight to the point and explain the situation clearly and concisely. Use simple language and avoid jargon or overly formal phrasing.

Sincere Apology (if applicable): If the letter involves an apology, express it sincerely and take responsibility for your actions.

Provide Necessary Details: Include all relevant information to support your explanation. Be specific and provide dates, times, and any other pertinent details.

Polite and Professional Closing: End the letter with a polite and professional closing, such as “Sincerely,” “Best regards,” or “Thanks,” followed by your name and contact information.

Sample Explanation Letter in Casual English

Image Source: template.net

Subject: Explanation for Late Submission of [Assignment Name]

Dear [Instructor Name],

Please accept this letter as an explanation for the late submission of my [Assignment Name]. I sincerely apologize for the delay and any inconvenience it may have caused.

[Insert your explanation here. For example:

“I unfortunately had to deal with an unexpected family emergency that required my immediate attention.”

“I encountered some unforeseen technical difficulties that prevented me from submitting the assignment on time.”

“I had a misunderstanding regarding the due date and mistakenly thought it was [incorrect date].”]

I understand the importance of meeting deadlines and I am truly sorry for not submitting the assignment on time. I have learned from this experience and will take all necessary steps to ensure that future submissions are made on time.

Thank you for your understanding and consideration.

Sincerely,

[Your Name]
[Your Student ID]

Tips for Writing a Casual Explanation Letter

Know your audience: Tailor the tone and language of your letter to the recipient. A letter to a close friend or family member can be more informal than a letter to a professor or employer.

Be honest and upfront: Avoid making excuses or trying to deceive the recipient. Honesty is always the best policy.

Proofread carefully: Ensure your letter is free of any grammatical errors or typos.

Keep it brief and to the point: Avoid rambling or including unnecessary information.

Maintain a professional tone: Even in a casual tone, maintain a professional and respectful demeanor throughout the letter.

Conclusion

Writing an explanation letter in casual English can be an effective way to communicate clearly and concisely while maintaining a friendly and approachable tone. By following the guidelines and tips outlined in this guide, you can craft a letter that is both informative and persuasive.

FAQs

Can I use humor in a casual explanation letter?

While a casual tone is acceptable, humor should be used sparingly and with caution. Ensure that any humor used is appropriate for the situation and the recipient.

What if my explanation is lengthy?

If your explanation requires more than a few sentences, consider breaking it down into shorter paragraphs to improve readability.

Can I use bullet points in a casual explanation letter?

Yes, using bullet points can help to organize your thoughts and make your letter easier to read.

How long should a casual explanation letter be?

The length of your letter will vary depending on the situation. Aim for conciseness and avoid unnecessary information.

Should I always include an apology in a casual explanation letter?

While an apology is often appropriate, it is not always necessary. If your explanation does not require an apology, you can omit it.

This article provides a comprehensive guide to writing explanation letters in casual English. By following these tips and using the provided sample as a guide, you can effectively communicate your message and maintain a positive relationship with the recipient.

Explanation Letter Sample