The key to creating an effective letter of explanation is to make it brief, straightforward, and informative. Because someone else will need to comprehend your issue, be as precise and detailed as possible in your writing. Include no extraneous material or responses to queries that the underwriter did not ask. Always follow up by phone or e-mail if necessary.
A satisfactory letter of explanation is one that addresses all of the issues raised in the investigation report and closes any open questions. It should also include suggestions for future monitoring or other steps that could help prevent further problems with your coverage. If possible, provide copies of any documentation that supports your position.
In general, if you write a thorough and professional letter of explanation, we should be able to process your claim without delay. However, since claims can sometimes take months to years to resolve, please call us if you have not heard from us within 60 days of sending your letter of explanation.
How to Write an Explanation Letter
Stick to the facts and leave out any extraneous details. Consult with your mortgage specialist. Inquire whether the letter is full and complete. Don't argue if they recommend you submit extra supporting documents. If so, what should you include? Include a note asking for more time if necessary.
It's best to write a brief but comprehensive letter. Explain why you are requesting a delay in the payment of your mortgage account and what additional information or documents you will need to process your request effectively. You should also include contact information for your lender in case they have any questions regarding your request.
Don't forget to sign your letter! The signature line on the bottom of your letter should be written by you personally. If you have a business name instead, include it here too. Make sure that you provide contact information too. This can be your phone number or email address.
Your letter should be sent to the correct address listed on your statement. If you need to contact your lender directly, the mailing label on your monthly statement should have their phone number on it. You can call them up anytime, day or night.
If you send the letter by mail, you should write a clear, concise message and include all the required information. Your letter should not contain any errors or omissions.
Explanation Letter Formats It is critical to clarify an ambiguous or unexpected circumstance in writing. Here is an email format explanation letter that you may send to the appropriate authorities to tell them of the current situation based on facts. Be sure to include all relevant information such as who, what, when, where and why.
Formatting is very important for clarity and readability. Using correct grammar and spelling will ensure that your audience understands your message clearly. Also, it is helpful to introduce any previous correspondence or conversations that may have taken place regarding the issue in question. This shows that you are aware of what has been discussed already and that you are following up on issues raised previously.
The best way to format an explanation letter is with the help of a template. There are many online sources where you can find letter formatting templates for various situations. For example, if you were to write an explanation letter because you did not receive a promotion at work, then a sequence of events/issues template would be useful to identify possible reasons why you might not have been selected and what you can do next to improve your chances of being promoted in the future.
It is also acceptable to use quotation marks around phrases that contain language that may be considered offensive or discriminatory.