---

A letter of explanation or explanation letter is also sometimes referred to as a letter of clarification. The purpose of such a letter is simply to clarify or explain in more detail, and with additional background, some previous actions you have taken. Explanation letters can be used in just about any situation imaginable. The example below is an actual letter of explanation that was used to explain a late admission application for dental school. As usual, I advise you to try to keep it clear and concise, and limit it to one page.

(print Letter of Explanation on personal stationery) 1415 Swanson Way Gainesville, FL 32611 March 12, 20xx Christine Johnstone Director of Admissions – Dental New Southwest University 1500 University Blvd. Fort Lauderdale Florida 33310 Dear Ms. Johnstone: I recently spoke with Sarah Radcliffe in your office and I realize that my chances of getting in this year are somewhat limited. Nevertheless, I am writing this letter in the hope that you will seriously consider me for late admission into the NSU program for this year. I was interviewed two cycles ago and was accepted, but unfortunately I had to withdraw one month prior to starting due to illness. At the time I did not give a reason for withdrawing because I had something wrong with me but I had no idea what it was. All I knew then was that I was shaking badly with frequent tremors and was experiencing chronic fatigue. I went from doctor to doctor trying to get a diagnosis but all test results were coming back negative. I was feeling so badly during that period that I knew I was not well enough to go to school. In fact, I was in a state of mind in which I seriously started questioning whether dentistry was a realistic career for me due to my uncertain health status. It took many months before I was finally diagnosed with Lyme’s Disease. However, I am now fully recovered and would very much like to pursue dentistry as soon as I possibly can at X school. When I spoke to Sarah Radcliffe I was advised that my DAT is outdated. Consequently, I am now studying to retake it, something I plan to do in May. I am also aware that you are considering adding people to the waitlist right now. I would really appreciate it if you would consider me for inclusion on the current list based on my old scores until I can get my new scores to you. NSU has always been my number one choice to study dentistry because of its focus on applications of the very latest technologies. I believe that I would be a perfect fit for your school. If you or your staff require any clarification of my situation, please don’t hesitate to contant me by phone at xxx-xxx-xxxx. Thank you so much for your time and consideration. Sincerely, Barbara Ralston

---

Friendly letters, written in longhand or sometimes typed, were once a common part of life. These days, with e-mail, texting, Skype, and the like, the traditional friendly letter has become almost outmoded. Nevertheless, one could still use the sample letter below as a guide to communicating with friends, in general. The one below, for example, could easily be the text of a long e-mail to a former colleague.

(print or hand write Friendly Letter on personal stationery) 701-235 Sherbrooke St. Montreal, QC H3C 1L4 January 11, 20xx Dear Frank, All the best to you for the New Year! How are things going in the Land of the Rising Sun? I must say, I really envy you getting that Tokyo gig with the company. Somehow they overlooked me on that one and I am forced to slug it out here through another frigid and snowy Montreal winter. Brrrr! I heard through the grapevine that business is going well there. Rumor has it that you guys are just about to close a big deal with the Japanese government for an M-750 Simulator. Great news! Good for the company and good for you. Keep up the great work! Did you hear about Margie Bronson suddenly leaving the company just before year-end? It was a bit of a shock to say the least. She gave one week’s notice and was gone. Nobody knows for sure what’s up with her but rumors have been flying fast and furious that she went through a bit of a personal meltdown and has now gone underground to lick her wounds for a while. There could be some truth to that since her long time relationship ended recently and three months ago she was passed over for that director position that was up for grabs. I’ll keep you posted when we find out more. As for me, I am quite busy these days on the Branscombe Systems Project. We are entering Phase Two now, and that is expected to run for three years, at least. Frank Schindler is Senior Project Manager and I am Team Leader of the Embedded Systems Group. I am enjoying it so far. Whether I’ll feel the same way in three years, I’m not sure. By then I might be ready to join you in Japan. I’m still kicking butt in the squash court and am managing to get in two or three matches per week. What about squash in Japan? Have you been able to play any over there? Are there even any squash courts? I suppose since you are in Tokyo there must be some. Let me know. I have to go now and attend to family duties. Jonathon needs some help with his homework and Angie wants me to fix something in the kitchen. You single guys traveling the world sure are lucky! Keep me posted whenever you can. I really enjoy receiving your letters and getting the details of your life in Japan. Your squash buddy, Dave

---

Condolence letters, or letters of condolence, are also known as sympathy letters. Sending such letters is appropriate in various personal and business situations in which some sort of loss or tragedy has occurred, such as a death. They should always be sincere and heartfelt. Personal condolence letters should usually be handwritten.

(Ideally, personal Letters of Condolence should be handwritten) 175A Fairmont Ave. Toronto, ON M5W 1F2 August 18, 20xx Dear Leonard: I would like to express my sincere condolences on the recent passing of your father. Pamela and the children also send their thoughts and prayers to you and your family at this difficult time. Although I didn’t know your dad that well, on the half dozen or so occasions that I spent time in his company over the years, I did come to realize his great kindness and compassion towards those less fortunate than him. And I do know that he was very highly respected throughout this community and profession, and his good works changed the lives of many. You were truly fortunate to have such a man as a model in your life. As you know, it was not that long ago that my own father passed away, so I have some idea of what you and your family are going through. I realize that no words of comfort are quite enough to replace the loss. Please pass my deepest sympathies on to your mother, and brother, and sister, and to all of your father’s grandchildren. Yours in sympathy, Gord Henderson