Sample Explanation Letter for Absence of Duties ( How to Write)

Explanation Letter for Absence of Duties

If you have been absent from work for some reason and you feel that you must put forward the reasons because of which you could not make it to office then you can always write a formal letter of Explanation for the Absence of Duties. This Explanation letter for absent from duty is a simple letter that includes the reason because of which you were not available at work.

In this post, we bring to you a formal Absent from Work Explanation Letter format along with the important guidelines that you can always use for creating one such letter the right way.

Tips to write a letter of Explanation for the Absence of Duties

Here are the significant tips to keep in consideration while drafting an explanation letter for absence of duties:

  • State the reason for your absence.
  • Explain the situation.
  • Always be genuine with what happened.
  • Ask for apology.
  • Keep the tone formal.
  • Promise that the behavior will not get repeated in the future.

Explanation Letter for the Absence of Duties


Ana Brown

54, Henry Hills

New York

Date: July 11, 2023


Mr. Richard Smith

Production Manager

Zenith Technologies

New York

Dear Mr. Richard,

I cannot stop thinking about the incident that took place on June 4th, 2023 at the factory. I have been trying to get over it but it is coming back to again and again.

I realized that it was my mistake and things would have gone really difficult because of me. Therefore, I thought of writing this explanation letter to you so that you can understand my situation better. As you are aware that from last one month I have been struggling with the loss of my brother and it has been a really rough patch for me for the same reason. I could not make it for the final run through of the product on June 4th, 2023 because I got occupied with his rituals which were apparently on the same date. June 4th, 2023 being a Sunday, I did not realize that I have to report to the factory to ensure that the run through is smooth.

All I wanted to say was it was an honest mistake and I will be more careful in the future. I know that I am shouldering an important responsibility and I cannot let my personal issues come in between. I hope you will understand my situation and will give me a benefit of doubt this first and last time. And I would appreciate that our association would still remain the same despite this incident.

Thanking you.


Ana Brown