How to Write an Effective Explanation Email: Sample Templates and Tips

Are you struggling to write an effective explanation email that can clearly convey your message to the recipient? Look no further as we have got you covered with a comprehensive solution! In this article, we are going to provide you with a proven explanation email sample that you can customize to suit your needs. With the help of our sample, you can learn how to grab the reader’s attention, maintain their interest, and inspire them to take action.

We understand that it can be a challenging task to put your thoughts into words and explain your ideas or concerns to someone. That’s why we have created a thorough guide that includes effective email templates, tips, and tricks. You can easily personalize these templates according to your requirements and send a well-crafted email with confidence.

Our explanation email sample is applicable to various scenarios. Whether you’re writing to your boss, clients, colleagues, or prospective customers, our templates can help you communicate your message effectively. You can also modify these templates to match the tone and style of your organization.

In addition to the explanation email sample, we have also included key pointers that can assist you in drafting an impactful email. These tips include elements such as the length of the email, using an appropriate tone, avoiding grammatical errors, and maintaining a clear structure.

Overall, our comprehensive guide and explanation email sample can help you get your message across in an effective and concise manner. So, take a look at our examples, edit them as needed, and craft an influential email that leaves a lasting impression.

Best Structure for an Explanation Email

Every email we send should have a purpose, and certain structures work better for certain types of emails. Here’s my recommendation for the best structure for an explanation email.

The first paragraph should establish the context and reason for the explanation. A clear and concise introduction helps the reader to understand what the email is about. Your opening should include relevant details that set up the explanation. You should also make sure the tone and language used here matches the situation or problem you’re addressing. Keep your sentences short and to the point.

The second paragraph should provide the explanation in a step-by-step or chronological order. Divide the explanation into sub-sections if necessary. Use lists and bullet points to make the explanation easy to follow. Your explanation should build on the context established in your opening, and provide clear answers to any questions the reader may have. Try to anticipate any questions in advance and include them in your explanation.

The third paragraph should summarize the explanation in a few sentences. This will help the reader to re-focus on the main points and retain the information you’ve provided. Reinforce the key points and any additional details or implications that may arise from the explanation. You should also provide any action items or recommendations necessary. This is an opportunity to clarify any potential confusion or summarize any complex ideas.


In conclusion, the best structure for an explanation email is to establish context, provide a clear step-by-step explanation, and summarize in a concise and informative manner. Keep the language clear and to the point, and try to anticipate any questions or concerns the reader may have. This structure will ensure your emails are effective, helpful and easy to understand. Use this structure whenever you need to explain a complex idea or situation, and your emails will be both persuasive and actionable.

Email Explanation Samples

Regarding Delayed Project Schedule

Dear Emily,

I wanted to write to you to explain the recent delays in project schedule. As you may know, we have been facing unforeseen challenges in procuring the necessary raw materials from our suppliers, which has impacted our production cycle.

We are doing everything possible to expedite this process and minimize the impact on the project timeline. We have already started exploring alternative sources of materials and have reached out to our supply chain partners for their support.

We understand that the delay is frustrating and apologize for any inconvenience this may have caused. We will keep you updated on the progress and hope to get the schedule back on track soon.

Thank you for your patience and understanding.



Regarding Late Payment

To Whom It May Concern,

Please accept my sincere apologies for the late payment of the invoice. This was due to some unforeseen financial issues that we faced last month, which impacted our cash flow and payment cycles. However, I want to assure you that the payment has now been processed and should reflect in your account within the next 48 hours.

We highly value our business relationship with you and understand that timely payments are critical to maintaining this relationship. We have already taken steps to put measures in place to ensure timely payments in the future, and this will not happen again.

Once again, I apologize for any inconvenience caused and assure you of our commitment to prompt payments going forward.

Thank you for your understanding and cooperation.

Best regards,


Regarding Policy Change

Dear Employees,

I want to take this opportunity to inform you about the recent change in our company’s social media policy. As we continue to grow and evolve as an organization, we have recognized the need to align our social media practices with the company’s values and objectives.

Starting from next Monday, we will be implementing some changes in the way we use social media, including restrictions on posting personal opinions on social media platforms about our company or industry, and requiring pre-approval for certain types of content. We have shared the updated policy handbook with you via email, and we urge you to review it and seek clarification if needed.

We want to emphasize the importance of maintaining a professional and positive image of our company, and this policy change is a step in that direction. We appreciate your cooperation in this regard and would like to hear your feedback and suggestions.

Thank you for your understanding and compliance with the updated policy.

Best regards,


Regarding Cancellation of Meeting

Dear Team,

I’m writing to let you know that our scheduled meeting for tomorrow has been canceled. Unfortunately, due to some urgent business matters that require my immediate attention, I won’t be available to attend the meeting.

I understand that you may have prepared for this meeting, and I apologize for any inconvenience caused. However, I want to assure you that we will reschedule this meeting as soon as possible, and I will keep you updated on the revised date and time.

In the meantime, please feel free to reach out to me or any of the team members if you have any urgent matters that need to be addressed. We value your time and appreciate your understanding and flexibility.

Thank you for your cooperation,



Regarding Customer Complaint

Dear Valued Customer,

I was dismayed to learn about your recent negative experience with our company, and I am writing to apologize and rectify the situation. We take all feedback seriously and strive to ensure that every customer interaction results in a positive experience.

I would like to assure you that we are investigating this matter thoroughly and taking necessary measures to prevent similar incidents in the future. We have already reviewed our processes and procedures and are working with our staff to ensure that they are aware of our commitment to delivering excellent customer service.

As a gesture of goodwill, we will be offering a 20% discount on your next purchase with us, and rest assured that we will continue to uphold high standards of quality and service in all our interactions with you.

Thank you for bringing this issue to our attention, and please feel free to reach out to us if you have any further concerns or suggestions.

Best regards,


Regarding Resignation of Employee

Dear Team,

I wanted to inform you that we have received a resignation letter from one of our long-serving employees, John. While we understand that this may come as a surprise, we want to assure you that we will do everything possible to ensure a smooth transition and minimize any disruption to our operations.

We are grateful for John’s contributions to our company and wish him all the best in his future endeavors. We have already begun the process of looking for a replacement, and we will keep you updated on any developments.

In the meantime, we would like to assure you that we will continue to provide you with the support and resources necessary to enable you to fulfill your roles effectively. We value your dedication and commitment to our organization and appreciate your cooperation during this time of transition.

Thank you for your understanding and support.

Best regards,


Regarding Request for Extension

Dear Professor,

I am writing to request an extension on the deadline for my upcoming term paper, which is currently due on Friday, April 30th. The reason for my request is that I have been facing some unexpected personal challenges that have impacted my ability to complete the paper on time.

I truly believe that an extension will enable me to submit a high-quality paper that reflects the effort and dedication that I have put into this course. I have already completed a significant amount of research and preparation and would be extremely grateful for an additional week to finalize and submit my paper.

I fully understand that your schedule may be busy and appreciate your consideration of my request. Please let me know if you need any additional information or clarification.

Thank you for your understanding and support,



Tips for Writing Effective Explanation Emails

Whether you’re explaining a new policy to your team or responding to a client’s request for further clarification, writing an efficient and comprehensive explanation email is crucial. While there’s no one-size-fits-all approach to crafting such messages, adopting the following tips can improve the clarity and effectiveness of your communication.

  • Start with a clear purpose: Before you even begin to write, make sure you know exactly why you’re sending the email and what you want to convey. Sometimes, it can help to jot down a quick outline or a few bullet points to ensure that you stay focused on the main message.
  • Use simple language and a conversational tone: Avoid technical jargon or unnecessarily complex vocabulary that could confuse your readers. Aim for a friendly and approachable tone that makes your message easy to understand.
  • Provide sufficient context: Depending on the topic, your readers might need some background information to fully grasp what you’re explaining. Be sure to include any relevant details or links to external resources that could help clarify the topic at hand.
  • Break down complex information: If you are discussing a complex topic, consider breaking down your explanation into smaller, more manageable chunks. Using subheadings or bullet points can help readers easily follow along and understand the key points that you’re trying to convey.
  • Anticipate and address potential questions: Think about what questions your readers might have after reading your email. Addressing these ahead of time can prevent unnecessary back-and-forth and help ensure that your message is succinct and complete.
  • Close with a call-to-action: End your email with a clear call-to-action that outlines what you’d like the recipient to do next. Whether it’s reviewing a new policy or following up with you for additional information, make sure that your message ends with a clear next step.

By incorporating these tips into your explanation emails, you can ensure that your message is clear, effective, and easily understood by your intended audience.

FAQs about Explanation Email Sample

What is an explanation email sample?

An explanation email sample is a template that provides a basic structure and content for writing an email that explains a situation, an incident, or a decision to the recipient.

When should I use an explanation email sample?

You should use an explanation email sample when you need to provide a clear and concise explanation of a situation that may be confusing, ambiguous, or controversial to the recipient. Examples include explaining a mistake, a delay, a policy change, or a complaint.

What are the benefits of using an explanation email sample?

The benefits of using an explanation email sample include saving time and effort, ensuring consistency and professionalism in tone and language, avoiding miscommunication and misunderstandings, and providing a clear and effective message to the recipient.

What are the essential elements of an explanation email sample?

The essential elements of an explanation email sample include a clear and concise subject line, a brief introduction that sets the context and purpose of the email, a detailed explanation of the situation, incident, or decision, a clear and relevant conclusion, and a polite and professional tone throughout the email.

How should I organize my explanation email sample?

You should organize your explanation email sample in a logical and coherent way, starting with the main point and supporting it with relevant details and evidence. You can use headings, bullet points, or paragraphs to structure your email, but make sure that it is easy to read and understand.

What tone should I use in my explanation email sample?

You should use a polite, respectful, and professional tone in your explanation email sample, even if the situation or incident is stressful or challenging. Avoid using emotion, sarcasm, or blame, and focus on providing a clear and objective explanation of the situation.

How long should my explanation email sample be?

Your explanation email sample should be as long as necessary to provide a clear and detailed explanation of the situation, without being too long or overwhelming to the recipient. Aim for a length of 300-500 words, depending on the complexity and relevance of the situation.

Should I personalize my explanation email sample?

Yes, you should personalize your explanation email sample by addressing the recipient by name, using a friendly and respectful tone, and providing specific details and examples that are relevant and meaningful to the recipient.

How can I make my explanation email sample more effective?

You can make your explanation email sample more effective by focusing on the recipient’s needs and concerns, anticipating and addressing potential questions or objections, providing relevant and credible evidence or supporting documents, and offering a clear and reasonable solution or next steps.

Wrap it up!

And that’s a wrap, folks! Hopefully, this explanation email sample has helped you out in writing your own. Remember, it’s important to be clear, concise, and friendly in your correspondence. If you have any questions or suggestions, feel free to leave them in the comments below. Thanks for reading, and be sure to visit us again soon for more helpful writing tips!