Writing a letter asking for an explanation requires tact, clarity, and purpose. You might need to ask why a payment was late, request details about a policy change, or seek clarification on a decision affecting you. These situations happen to everyone at some point.
The right approach can make all the difference between getting a helpful response or facing more confusion. Each sample letter below shows how to address different situations while staying professional and direct.
Sample Letters of Request for Explanation
Here are fifteen sample letters you can adapt for your own needs when requesting explanations in various situations.
1. Request for Explanation of Billing Error
Subject: Request for Explanation of Invoice #12345 Discrepancy
Dear Accounting Department,
I am writing regarding the invoice #12345 dated March 15, 2025, which shows charges that do not match our agreement.
According to our contract signed on January 10, 2025, our monthly service fee should be $750. However, the current invoice shows a charge of $950. This represents a $200 difference that needs clarification.
Could you please review this discrepancy and provide a detailed explanation of the additional charges? If there have been changes to our service plan, please send documentation supporting these changes.
I have attached copies of both the original contract and the current invoice for your reference.
Thank you for your prompt attention to this matter. I look forward to your response within the next five business days.
Sincerely,
Alex Johnson
Customer ID: AJ2025 Phone: (555) 123-4567 Email: alex.johnson@email.com
2. Request for Explanation of Rejected Insurance Claim
Subject: Request for Detailed Explanation of Claim #INS78901 Rejection
Dear Claims Department,
I received notice dated March 25, 2025, that my insurance claim #INS78901 for medical treatment at City Hospital on February 12, 2025, was rejected. The notification provided only a general reason code (RC-45) without specific details.
As this treatment was recommended by my primary care physician Dr. Lisa Martin, and my understanding was that such treatments are covered under my policy plan #HC5678, I am requesting a comprehensive explanation of why the claim was denied.
Please provide the following information:
1. The specific reason for denial beyond the general code 2. Which policy provision this denial relates to 3. What documentation would be needed to appeal this decision 4. The timeline for filing an appeal
My policy has been active and in good standing since January 2023, with all premiums paid on time.
Thank you for your assistance in clarifying this matter. I would appreciate a response by April 10, 2025.
Respectfully,
Sam Taylor
Policy #: HC5678 Member ID: ST9876 Phone: (555) 987-6543 Email: staylor@email.com
3. Request for Explanation of Employment Decision
Subject: Request for Feedback on Project Manager Position Decision
Dear Ms. Roberts,
Thank you for informing me about the decision regarding the Project Manager position (Ref: PM2025-03). While I respect the outcome, I would value understanding more about the selection process and decision.
Having been with the company for four years and having led three successful departmental projects, I am keen to learn what qualities or qualifications the successful candidate possessed that my application lacked. This feedback would be valuable for my professional development and future opportunities within the organization.
Would it be possible to schedule a 15-minute meeting next week to discuss this? I am available most afternoons between 2:00 PM and 4:00 PM.
Thank you for considering my request. I remain committed to my role and to contributing to our team’s success.
Best regards,
Jordan Smith
Current Position: Team Lead, Marketing Department Employee ID: JS4567 Extension: 234 Email: j.smith@company.com
4. Request for Explanation of Service Interruption
Subject: Request for Explanation of March 28-29 Service Outage
Dear Customer Support Team,
My business relies on your cloud storage services for daily operations. On March 28-29, 2025, we experienced a complete service outage lasting approximately 18 hours (from 3:00 PM EST on March 28 until 9:00 AM EST on March 29).
This outage resulted in significant disruption to our business operations and potential revenue loss. While I received an automated message acknowledging the outage, no explanation was provided for its cause or the steps taken to prevent similar incidents in the future.
As a premium subscriber (Business Plan, Account #BUS-8765), I request a detailed explanation of:
1. What caused the extended outage 2. Why backup systems did not activate 3. What measures are being implemented to prevent similar disruptions 4. What compensation or credit will be provided for the service interruption
Our service agreement specifies 99.9% uptime, which this outage has compromised.
Thank you for your attention to this matter. I look forward to your detailed response.
Regards,
Morgan Lee Owner, Lee Digital Solutions
Account #: BUS-8765 Phone: (555) 234-5678 Email: morgan@leedigital.com
5. Request for Explanation of Policy Change
Subject: Request for Explanation of New Attendance Policy Implementation
Dear Human Resources Department,
I received the company-wide email dated March 30, 2025, outlining changes to the attendance policy effective May 1, 2025. While the email provided an overview of the new policy, several aspects remain unclear to me and my team.
Specifically, we seek clarification on:
1. How the new point system applies to pre-approved medical appointments 2. Whether the policy distinguishes between tardiness of 5 minutes versus 50 minutes 3. How this policy accommodates employees with documented chronic health conditions 4. The reasoning behind changing from our previous absence policy, which had been effective for several years
As a department supervisor, I need to clearly understand and explain these changes to my team members. Many have expressed concerns about how these changes will affect their work-life balance, particularly those with caregiving responsibilities.
Would it be possible to arrange a departmental Q&A session with an HR representative before the implementation date?
Thank you for your help in making this transition smoother for all staff.
Sincerely,
Taylor Washington Department Supervisor, Customer Relations
Employee ID: TW1234 Extension: 567 Email: t.washington@company.com
6. Request for Explanation of Academic Decision
Subject: Request for Explanation Regarding Graduate Program Application Status
Dear Admissions Committee,
I recently received notification dated April 1, 2025, regarding my application (ID #APP20254567) to the Master’s Program in Data Science. The letter stated my application was “placed on hold pending additional review” without further details.
As the regular admission notices were sent out to other applicants, I would appreciate more information about my specific situation:
1. What aspects of my application require additional review? 2. Is there any supplementary information or documentation I should provide? 3. What is the timeline for this additional review process? 4. Who should I contact if I have questions during this waiting period?
Having invested significant time preparing my application and planning my academic future around this program, this clarification would help me understand my current standing and make appropriate plans.
I remain very interested in your program and would appreciate your insights into my application status.
Thank you for your consideration.
Respectfully,
Jamie Garcia
Application ID: APP20254567 Phone: (555) 345-6789 Email: j.garcia@email.edu
7. Request for Explanation of Product Defect
Subject: Request for Explanation of Repeated Failures in Model X200 Laptop
Dear Quality Assurance Department,
I purchased a Model X200 Laptop (Serial #X200-45678) from your flagship store on February 15, 2025. Since then, the device has shut down unexpectedly on multiple occasions despite being fully charged. I have already returned it for repair twice (Service Tickets #ST45678 and #ST56789).
After the second repair on March 20, 2025, I was assured the issue was resolved. However, the problem persisted, occurring three times in the past week alone. This has caused me to lose work and miss important video meetings.
I am requesting a detailed explanation of:
1. The root cause of these persistent failures 2. Why two repair attempts have not resolved the issue 3. Whether this is a known issue with this model 4. What solutions, beyond continued repairs, you can offer
As a loyal customer who has purchased multiple products from your company over the past five years, I expected better reliability from your premium line.
Please contact me at your earliest convenience to discuss this matter.
Sincerely,
Riley Thompson
Order #: OD987654 Serial #: X200-45678 Phone: (555) 456-7890 Email: r.thompson@email.com
8. Request for Explanation of Contract Terms
Subject: Request for Clarification of Section 5.3 in Service Agreement
Dear Legal Department,
My company is currently reviewing the service agreement sent on April 2, 2025, before finalizing our partnership. While most of the document is clear, Section 5.3 regarding “Data Usage and Ownership” contains terminology and provisions that require further explanation.
Specifically, we need clarification on:
1. The definition of “derivative data” as mentioned in paragraph 2 2. The scope of the license being granted to “process and analyze client data” 3. How the confidentiality provisions in Section 8 interact with the data usage rights in Section 5.3 4. Whether our company retains exclusive ownership of all data we provide
As this agreement will govern a significant business relationship, we want to ensure complete understanding before signing. Our legal team has highlighted these points as requiring additional context or explanation.
Would it be possible to schedule a call this week with someone from your legal team who can walk us through these provisions?
Thank you for your assistance.
Best regards,
Casey Wilson Chief Operations Officer Wilson Enterprises
Reference #: AGR-2025-0402 Phone: (555) 567-8901 Email: c.wilson@wilsonent.com
9. Request for Explanation of Denied Permit
Subject: Request for Explanation of Building Permit Denial (Application #BP2025-0134)
Dear Building and Planning Department,
I received notice dated April 3, 2025, that my application for a building permit (Application #BP2025-0134) for a home addition at 123 Oak Street was denied. The notice cited “non-compliance with local zoning ordinances” but did not specify which ordinances or how my plans failed to comply.
Having worked with an architect who assured me the plans met all local requirements, I request a detailed explanation of:
1. Which specific zoning ordinances the proposed addition violates 2. What modifications would make the plans compliant 3. Whether there is an appeals process or variance option available 4. Who I can speak with directly about revising and resubmitting the application
The proposed addition is important to accommodate my growing family, and I am willing to make reasonable modifications to ensure compliance with all regulations.
Thank you for providing this clarification. I hope to work cooperatively with your department to find a solution.
Sincerely,
Dakota Brown
Property Address: 123 Oak Street Application #: BP2025-0134 Phone: (555) 678-9012 Email: d.brown@email.com
10. Request for Explanation of Scholarship Decision
Subject: Request for Feedback on Marshall Scholarship Application
Dear Scholarship Committee,
Thank you for your letter dated April 5, 2025, regarding my application for the Marshall Academic Excellence Scholarship (Application #MAS2025-789). While I accept the committee’s decision, I would value understanding the factors that influenced it to help with future scholarship applications.
As a first-generation college student maintaining a 3.8 GPA while working part-time, I invested considerable effort in my application. Feedback on my submission would be extremely helpful for my academic and professional development.
Specifically, I would appreciate knowing:
1. Which areas of my application were strongest 2. Where my application could have been improved 3. What distinguished successful applicants this year 4. Any advice for future scholarship applications
I understand the committee reviews many applications and may have limited resources for providing feedback. Even brief comments would be valuable to me as I continue pursuing educational funding opportunities.
Thank you for considering this request.
Respectfully,
Avery Martinez
Student ID: AM987654 Application #: MAS2025-789 Phone: (555) 789-0123 Email: a.martinez@university.edu
11. Request for Explanation of Delivery Delay
Subject: Request for Explanation of Order #ODR123456 Extended Delay
Dear Customer Service Team,
I placed an order (#ODR123456) for home office furniture on March 1, 2025, with a promised delivery date of March 15-20, 2025. Today is April 7, and I have not received my order or any proactive updates about its status.
When I check my order online, it simply shows “processing” without further details. My attempts to get information through your chat service have resulted only in generic responses about “shipping delays.”
As I have already waited nearly twice the expected delivery timeframe, I request a detailed explanation of:
1. The specific reason for this extended delay 2. The current location of my order 3. A definite date when I can expect delivery 4. What compensation you offer for this significant inconvenience
I specifically ordered these items for a home office setup needed for a new remote position starting April 15. This delay is now affecting my work preparations.
Please provide a substantive response rather than a form letter. I need to make alternative arrangements if delivery cannot be guaranteed soon.
Thank you for your prompt attention to this matter.
Regards,
Quinn Nelson
Order #: ODR123456 Customer ID: QN56789 Phone: (555) 890-1234 Email: q.nelson@email.com
12. Request for Explanation of Account Freeze
Subject: Urgent Request for Explanation of Account Freeze (Account #BNK-9876543)
Dear Financial Security Department,
On April 5, 2025, I attempted to access my checking account (#BNK-9876543) and discovered it had been frozen. I received no prior notification of this action, and when I called customer service, I was told only that there was a “security concern” and that I needed to contact your department directly.
This sudden account freeze has left me unable to pay my monthly bills or access my funds for daily expenses, creating significant hardship.
I urgently request an explanation of:
1. The specific reason my account was frozen 2. What information or documentation you need from me to resolve this issue 3. The typical timeframe for resolving such matters 4. How I can access emergency funds in the meantime
I have been a customer of your bank for over eight years with no previous security issues. All recent transactions were routine and made by me personally.
Please contact me as soon as possible with this information. This situation requires immediate attention as it affects my financial stability.
Sincerely,
Hayden Rivera
Account #: BNK-9876543 Phone: (555) 901-2345 Email: h.rivera@email.com
13. Request for Explanation of Membership Cancellation
Subject: Request for Explanation of Community Center Membership Termination
Dear Membership Services,
I received an email on April 6, 2025, stating that my family membership at the Downtown Community Center (Member ID: DCC-34567) had been “terminated due to policy violations.” This notification was sent without prior warning or specific details about the alleged violations.
My family has been active members for three years, participating in various programs and always striving to follow all center policies. We are completely unaware of any rules we might have broken.
I respectfully request:
1. A detailed explanation of which specific policies we allegedly violated 2. When these violations supposedly occurred 3. Why we received no warning before termination 4. What appeal process exists for membership reinstatement
This sudden cancellation has particularly affected my children, who were midway through swimming lessons and youth programs at the center. They are upset and confused about why they can no longer attend their classes.
Thank you for your prompt attention to this matter. I hope we can resolve this misunderstanding quickly.
Sincerely,
Jordan Patel
Member ID: DCC-34567 Phone: (555) 012-3456 Email: j.patel@email.com
14. Request for Explanation of Rejected Proposal
Subject: Request for Feedback on Community Garden Proposal (Ref: CGP-2025-12)
Dear Neighborhood Council,
Thank you for reviewing our community garden proposal (Reference: CGP-2025-12) submitted on March 10, 2025. We received notification on April 4 that the proposal was not approved, but the letter provided only a general statement that it “did not meet current community priorities.”
Our volunteer group spent three months developing this proposal with input from local residents, and we believe a community garden would benefit many families in our neighborhood. To improve future proposals and better align with community needs, we request more specific feedback:
1. Which aspects of our proposal did not align with community priorities? 2. Were there concerns about the proposed location, budget, or management plan? 3. What changes might make a revised proposal more successful? 4. When would be an appropriate time to submit a revised plan?
We remain committed to this project and to working collaboratively with the Council to create valuable community resources.
Thank you for providing this additional insight.
Respectfully,
The Oak Street Community Action Group Represented by: Robin Chen, Coordinator
Proposal Reference: CGP-2025-12 Phone: (555) 123-4567 Email: oakstreetcommunity@email.org
15. Request for Explanation of Service Quality Issues
Subject: Request for Explanation of Ongoing Internet Service Disruptions
Dear Customer Relations Manager,
I am writing regarding persistent issues with my home internet service (Account #NET-123456) over the past two months. Despite three service calls (Reference numbers: SC-45678, SC-56789, and SC-67890), the problems continue without resolution.
The issues include: • Daily service drops lasting 5-45 minutes • Speeds consistently below 25% of the 500 Mbps package I pay for • Video calls frequently freezing during important work meetings
Each time a technician visits, I am told a different cause, ranging from “neighborhood node issues” to “internal wiring problems” to “router configuration.” Yet after each visit, the problems persist with no improvement.
I request a clear explanation of:
1. The actual root cause of these ongoing issues 2. Why three service calls have failed to resolve the problem 3. What concrete steps will be taken to permanently fix the situation 4. What compensation will be provided for two months of substandard service
As someone who works from home, reliable internet is essential, and I have been paying $89.99 monthly for service that has been largely unusable.
I would appreciate a response from a manager who can address this situation comprehensively rather than scheduling yet another ineffective service call.
Thank you for your attention to this matter.
Sincerely,
Cameron Wright
Account #: NET-123456 Service Address: 456 Pine Avenue Phone: (555) 234-5678 Email: c.wright@email.com
Wrapping Up
Writing an effective letter requesting an explanation starts with being clear about what you need. State the issue plainly, provide relevant details, and ask specific questions. Always remain professional and give the recipient a reasonable timeframe to respond.
The samples above show how to adapt your approach based on the situation and relationship. Whether dealing with billing errors, service issues, or policy questions, a well-crafted request letter helps you get the answers you need while maintaining positive relationships.
Keep copies of all correspondence and follow up if you don’t receive a response within the stated timeframe. With the right approach, these letters can help resolve misunderstandings and provide the clarity you seek.