Explanation Letter, Sample & Format

Explanation LetterAn Explanation letter is written to give an explanation or to justify a condition or situation. A company could write it in response to a complaint received, or it could be a personal letter from one individual to another to help further understanding on the matter. It should be politely written to avoid further conflict.


Myra AU

Customer Service Manager

Oriental Carpets

102 Maple Drive
Alexander City, AL 32710

August 30, 2010


Henry Mayor

117 Floral Point
Memphis, MS 31764

Dear Sir

RE: Explanation of the Received Complaint against the Poor Product Quality

Thank you for your feedback and concern about one of our products which you have recently purchased from us. I am writing in response to your letter dated August 18, 2010.

After some investigations, we are ready to explain to you the situation better. Thank you for your patience.

The 200cm x 160cm oriental piece carpet with product code, OC8930 that you bought is an ex-stock; the manager of the store had mentioned that clearly to you which accounted for its huge discount.

The fading of colors on the carpet is due to the unfavorable moisture and temperature in the location it is placed. Too much moisture can cause the colors to fade over the time. The carpet needs to be kept in the sunlight weekly; if the room temperature is not consistent at 25 degrees C, to dry up the excessive moisture, as listed in the maintenance booklet, pg 2.

We can restore your carpet condition to new if you would like to bring it in. If you apply the proper maintenance on the carpet after that, you will be satisfied with our products.

Thank you.

Yours sincerely,

Myra AU

Customer Service Manager

Oriental Carpets

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