Explanation Letter for Drinking on Duty

An explanation letter is a formal and concise document used to clarify or provide details about a particular event, action, or situation. It outlines the circumstances surrounding the matter in question and is typically written by individuals who are responsible for, or directly involved in, the incident and are required to provide a justification or account of it.

Alcohol consumption has a significant impact on an individual’s mental state and impairs their ability to perform duties effectively. Therefore, drinking while on duty is strictly prohibited. An employee found exhibiting disorderly or undisciplined behavior at the workplace subject to strict disciplinary action.

What is an explanation letter for drinking?

When an employee is found drinking while on duty, the employer holds them accountable for their actions. In many cases, such employees are immediately dismissed from their positions. However, the employer typically ask the employee submit a written explanation to clarify their side, as every employee has the fundamental right to be heard before any final decision is made.

Consuming alcohol during work hours is strictly prohibited according to company policies. Consequently, the relevant authorities take firm disciplinary action against anyone found violating these rules.

What does a letter of explanation do?

An explanation letter provides an employee with the opportunity to clarify their side of the story. In some cases, it also serves as a form of apology. Regardless of the seriousness of the employee’s actions, a well-written explanation letter can sometimes help mitigate the situation. However, it is essential that the letter is composed in a clear, sincere, and persuasive manner.

Importance of Writing an Explanation Letter

Writing an explanation letter is important because it gives the individual an opportunity to clearly clarify their situation. It is essential to remember that such a letter should not only describe where things went wrong but also explain the reasons behind the issue.

Including an Apology in Your Explanation Letter

Your explanation letter should also contain a sincere statement of apology, so the employer understands that you regret your actions, whether they were intentional or accidental. A typical explanation letter written in response to being caught drinking at the workplace should include the following details:

Opportunity to present your side of the story

While your employer is aware of the incident, they have not yet heard your perspective. Therefore, you are encouraged to share your account and provide a clear and detailed explanation of the entire situation.

Taking responsibility and self-reflection

Do not avoid accepting the reality; instead, focus on your own actions and your role in the situation. Even if your mistake is clear, such as being seen drinking by others, which cannot be denied, show your boss that you acknowledge your wrongdoing. Demonstrating awareness of your mistake can help build trust and show accountability

Expressing regret for violating company rules

The second part of the letter should convey your sincere regret for failing to adhere to the company’s rules. When expressing this regret, be sure to clearly show your understanding that drinking while on duty is unacceptable and acknowledge that it was a serious mistake that should never have happened. This will demonstrate to your boss that you fully recognize the gravity of your actions.

Commitment to avoiding future mistakes

Expressing regret is meaningless unless it is accompanied by a genuine commitment to not repeat the mistake. From an employer’s perspective, simply saying sorry is not enough. What matters is your promise to refrain from drinking at work and to never come to work under the influence again. It is important to convince your employer that you have learned from this experience and will not make the same error in the future.

Taking responsibility and making amends

Anyone who acknowledges their mistake should be willing to take steps to rectify the situation. When your supervisor sees that you are genuinely committed to correcting the error, it demonstrates your sincerity and remorse, which can encourage them to be more forgiving.

Mistakes to avoid in an explanation letter:

Some people try to avoid admitting their mistakes, even when they are clearly at fault. Do not fall into this trap, take full responsibility for your actions.
Never give the impression that you consider drinking while on duty to be a minor issue.
Additionally, avoid blaming others for your own mistakes. Owning up to your behavior is essential for personal and professional growth.

Sample Letter

File: Word (.docx) and iPad
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HR asking an employee

Dear Mr. [name]

I, [Title] [Name], am writing on behalf of [Company] regarding a serious incident. You were hired on [Date] as a security guard for the night shift. On [Date], some employees from [Department Name] visited the office after office hours at [Time], during the hours you were scheduled to be on duty. They reported that you were nowhere to be found, the front doors were left open, and you were discovered lying in the corridor. This situation caused significant concern and surprise among the employees.

Initially, it was assumed that you were unwell. However, upon further investigation, it was observed that you began misbehaving with others, and it was determined that you were under the influence of alcohol.

This incident is extremely concerning, as you were entrusted with the responsibility of maintaining office seurity. Unfortunately, due to negligence, you compromised this duty by leaving the office doors unsecured at night while appearing drowsy on the floor. Such behavior is highly irresponsible and has put the safety and security of the premises at serious risk.

You are requested to meet Mr. [Name] from [Department Name] tomorrow to provide an explanation regarding your behavior. Please be advised that such reckless, irresponsible, and unprofessional conduct will not be tolerated in this office.

Yours sincerely,

Explanation Letter for Drinking Alcohol on Duty