Negligence at work is something that the employer never accepts. Negligence affects the company in many ways. It makes the company and co-workers of the employee suffer a lot. For example, when an employee shows tardiness, it affects the company in many ways. The late arrival of the employee compels the company to hand over the responsibilities of the late employees to those who are present. In this way, lots of people face inconvenience. So, employees are required not to show negligence at work. When they show negligence, they are sent a warning or reprimand letter.
Why is an explanation letter written?
When an employee is written a warning letter, he is often asked to submit the explanation of that action that he is being reprimanded for. The purpose of this explanation is to make the employee tell what caused him to show negligence. When an employee explains why he has shown negligence. In this way, the employee is given the chance to clear his position.
Companies usually ask the employee to write an explanation letter because they want to make sure that the employee made the mistake and was not expected to do that. The company also wants the employee to admit that he has committed the mistake so that when a company has to terminate the employee, it can do it on solid grounds.
What are the benefits of writing the explanation letter as a reply?
Many employees feel themselves to be on edge when they receive a letter asking them to explain. This is because they feel that they have been asked to do something intimidating. However, one should never be afraid of writing an explanation letter since it has a surfeit of benefits. We are here going to discuss a few of them:
- If an employee is embarrassed because of his negligence and wants to apologize for this act, the explanation letter allows him to do so. If an employee can effectively write an apology statement, he can reap fruitful results.
- Sometimes the apparent negligence from the employee is not negligence. Rather, it happens because of something in which the employee has no fault. So, writing the explanation letter makes an employee clear his position well.
- Like any other document, this explanation letter is also attached to the file. So, when an employee can write a good explanation, it becomes a part of the record.
- If an employee has already been given two warnings and is afraid he might get laid off for an act of negligence, he can write an explanation letter in reply to reverse the warning.
- Many a time, the explanation letter is taken as a positive gesture from the employee. When an employee writes a reply letter to his employer, he indicates that he is concerned about the reprimand letter that he has received as a result of negligence on his side. This makes him come off as a responsible person.
This is a sample letter of explanation that is being written to an employer to explain the negligence that the employee has shown. This letter is usually written as a reply to a warning or reprimand letter sent to the employee upon his negligence.
Sample letters:
#1
This is in response to your explanation letter for negligence regarding the incident that took place on the 12th of January. We appreciate your honest explanation. We sincerely hope that you will be more careful in future.
You have admitted your mistake and provided reassurance that such a mistake will not happen again. However, the management wants to make sure we don’t have to come across such situations in the future. For this purpose, you will undergo an additional training program under the supervision of XYZ. It will help you improve your technical skills to deal with related issues in a better way.
Additionally, we will also be monitoring your performance closely over the next two months. You will provide a weekly progress report about your tasks every Friday.
Please feel free to reach out if you want to discuss more details. I thank you for your cooperation.
#2
We have received your explanation letter regarding your safety negligence that resulted in the injury of our support staff on the 24th of May. We regret to inform you that the management is unsatisfied with your explanation and is considering disciplinary action against you.
According to our investigation and witness reports, the incident was your blatant negligence. However, your explanation has discrepancies regarding what happened that day. Your verbal and written explanations also contain contradictory statements. As a result, the management has decided to proceed with an appropriate disciplinary action.
We are providing another opportunity to come forward with a true version of the events that led to the unfortunate accident on the 24th of May. We would appreciate it if you own up to your mistakes and admit your negligence. A true statement will help the organization identify the reasons that may cause such issues in the future. Therefore, the company will be able to take steps to avoid it.
However, if you fail to provide a better explanation, we will be compelled to suspend you from your job.
We would appreciate your attention to this matter.
#3
Date: ——————
RE: Reply of explanation [X]
Dear (name of the employer),
I have received a reprimand letter from the company related to my negligence from the duty. I was asked to write the explanation letter in that reprimand letter. Therefore, I am writing this letter of explanation as a reply to the reprimand letter I received yesterday.
I know my negligence of work is unacceptable and I am sorry about it. I know that there is no justification for showing negligence. I want to tell you that I am going through a hard time.
My wife has been extremely ill from last week. I go straight to the hospital after work. I also visit the hospital in the morning before coming to work. Because of this, I often get late for work. Furthermore, there is a lot of stress due to my wife’s illness and it has disturbed me mentally. I am unable to focus on my work. I am also trying to shoulder the immense financial burden that has made me so much depressed
I am again apologizing for my negligence at work. I will correct my behavior and will never show this negligence at work. Please accept my heartiest apologies for showing negligence.
Regards,
Your name
Company name
Position in the company
File: Word (.docx) 2007+ and iPad
Size 19 KB
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