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Complete Guide To Writing A Perfect Explanation Letter – Sample & Format

LETTER OF EXPLAINATION (LOE)Complete Guide To Writing A Perfect Explanation Letter - Sample & Format

 

Clear and precise written communication can resolve and avoid conflicts. There are numerous situations in professional and academic settings when a letter of explanation may be helpful.

In this article, we will discuss a letter of explanation in detail and the situations that call for it.  Also, we have shared a sample to help you craft your own. Whereas, if you are taking the help of essay writing services for your LOE, a suitable format, correct tone, and a perfect explanation are the key. 

What is A Letter of Explanation?

An LOE or letter of explanation is a brief document that provides reasons and clarifications on aspects that may cause a visa officer to refuse your Canadian study permit. 

It is usually written in support of your applications under circumstances where maybe you are missing certain documents, or the visa officer isn’t convinced that aspects of your application are genuine and meet the criteria.

NOTE: This letter is an official record that may be referred back to in the future. Read our explanation letter format (provided below) to get a better understanding of this document. 

How To Write A Letter of Explanation

how-to-write-explanation-letter

The Letter of Explanation may take on a variety of formats depending on the circumstances. But one thing is for certain – this document should be brief, factual, and to the point (preferably two pages, but no more than three to four pages) and must answer all concerns about your application effectively. 

If you require an LOE for every document you’ve submitted, you are kinda in hot water, and something is majorly wrong with your application.

With that said, here are a few tips to keep in mind while writing a letter of explanation:

  • Don’t exaggerate; stick to the point.
  • Avoid writing irrelevant information. It may only be worth reading if you can summarize the explanation with proper headings and strong reasons covering all aspects of your genuine intent and candidature. 
  • Visa authorities read LOEs, and they are too occupied to devote much attention to each document. So if you draft your LOE carelessly, your visa may get refusals again.

If you are taking the help of content writing services in India, ensure that you explain your niche requirements to them so that they mention accurate information. 

Situations Where You Might Need To Write A Letter Of Explanation

analysis-of-explanation-letter

A study permit or visa is rejected if there are any missing documents in your application or if the visa officers have some doubts regarding your documents. However, providing a letter of explanation to elucidate the gaps in your documentation can help them clear their doubts and convince them to approve your visa. A few of the common causes of rejection are:-

  • Failed to justify the purpose of the visit Strongly

If the purpose of your visit is not convincing enough, the officials may need a letter of explanation. Your LOE should justify why you wish to visit the particular country. 

  • Missing relevancy of the course

If your application misses the relevancy of the course, explain through an LOE justifying the reason for the scenario. Your LOE should connect your academic background with the course you are applying for.

  • No clear career plan

Your application needs to mention a career plan after you leave university. If there is no clear career plan in your application, the admission committee will ask for an LOE clarifying your professional goals.

  • Failing to convince that you will leave the country immediately before the visa expires

Your application leaves a wrong impression if it depicts that you will stay in the country after your studies. You need to convince the admission council that you will leave the country immediately after your studies.

  • Lack of proof of sufficient funds

When applying for a visa, the officials want to make sure that you have enough funds in your account that will secure your stay in Canada for the duration of your program. But when this criterion is not met, the admission council directs the candidate to submit an LOE explaining the reasons along with relevant documents. 

  • The purpose of your visit

An application might be denied if the consulate or embassy has reason to assume that the student is only interested in using the study abroad experience as an opportunity to leave their home country. 

While explaining this situation in the letter of explanation, highlight the reasons for your interest in studying in Canada and how participation in this particular program can help you achieve your professional objectives. Even if you intend to apply for a PSWP after you finish your degree, your professional aspirations in your permit application should center on your home country.

Letter of Explanation Format

letter-of-explanation-format

To

[Recipient’s name]

[Recipient’s address]

Subject: [insert subject of the letter]

Dear Sir/Ma’am,

I would like to [insert introduction]

[mention the reason stated for application rejection in inverted commas]

Justification 

  • Inspiration to study the program 

(explanation)

  • Language Proficiency 

(explanation)

  • Academic Background

(explanation)

  • Professional Background

(explanation)

  • Why Canada over India?

(explanation)

  • Why XYZ University for ABC Degree?

(explanation)

  • Home Ties

(explanation)

  • Financial Details

(explanation)

  • Career Plans 

(explanation)

  • Conclusion 

(explanation)

Now that you have taken a look at the format, let us help you better understand it with the LOE letter sample

Sample Letter of Explanation

Sample-explanation-letter

To

The Visa Officer

High Commission of Canada

Sub: Application for reapplying for a study permit 

Dear Sir/Ma’am,

I would like to use this opportunity to introduce myself as Sundeep Mehra, a veteran professional in marketing and sales. To go further in my profession, I am eager to combine the experience I have with further official instruction in business management. On the other hand, given that I want to help with my family’s export-related business in the long term, I have decided to get a graduate degree in international business management. I am very thrilled to let you know that I have been given the Admission Letter for the intake that will take place in January of 2023. Unfortunately, my prior visa application was denied because it did not satisfy the requirements of the IRPA and the IRPR due to the following stated reason. 

According to the information that you gave in your application, the reason for your Canada visit does not seem like it would be suitable for a short-term stay.”

As a result, I am representing my candidature truthfully through this letter, which has given me a chance to validate the reasons I traveled to Canada and reveal my intentions to return to India.

Justification

  • Inspiration to study the program

Due to my passion for management and business, I decided to pursue a career in sales, which is the foundation of every well-run company. Despite this, when the Covid-19 epidemic was at its height, I found myself highly fascinated by the official procedures and international business management that kept rapid industrial contact between the many industries even when the situation was dire. As a result, I decided that I wanted to pursue my goals and objectives in this field, which had been tremendously stimulated due to the export company that my family runs. Because my family has been in the spice export industry for a very long time, I spent my childhood listening to talks about international trade regulations, international dealings, and other related topics. I have always been interested in the operation processes of international businesses, so I decided to try my hand at teaching myself the fundamentals of international business online. This turned out to be an excellent example of my strong career choice for the future, which is to acquire complete training in international trade. As a result, I started speculating about the possibility of obtaining a thorough course structure overseas until I eventually discovered the one offered at Niagara College, which appeared to be the most fruitful educational alternative for me.

  • Language Proficiency 

My total score on the IELTS was 7.0, and I did not get any bands that were lower than 6.5. (Listening: 7, Reading: 7, Speaking: 8, Writing: 7). My IELTS scorecard is included in this letter for your convenience and is enclosed herewith.

  • Academic Background

From an early age, I had an edge toward business management. Thus, I enrolled in the Bachelor of Business Administration program at Delhi University and completed my degree with the first division. The BBA curriculum has provided me with a comprehensive education in today’s ever-changing business landscape. During my study program, I learned the importance of foreseeing and overcoming potential business obstacles in order to achieve success in the marketplace. The leadership skills I acquired in college allowed me to step up and assume responsibility across a wide range of activities, from lectures to student representatives to campus publications. 

  • Professional Background

I worked in the sales departments of many well-known corporations, including Nestlé, Colgate, and Hindustan Unilever, among others. Since they are renowned businesses, they are present throughout the country. Over time, being in charge of sales, inventory management, system management procurement, and accounting techniques have familiarized me with the standard procedures in the sector and how growth takes place. During the course of my work career, I have gained a deeper understanding of customer service and improved my ability to manage relationships.

  • Why Canada over India?

Due to Canada’s advancement and high-end teaching methodology, which challenges global education norms, the country has emerged as a worldwide leader in education and has become one of the most sought-after destinations in the world. The fact that Canada allows its overseas students to get an education in a different country while also providing them with the necessary support and counseling services fascinates and intrigues me to no end. In addition, the educational culture in Canada is favorable since the country’s educational system is appropriately relevant to the sector’s demands. I have also compared Canada to other English-speaking nations and found that Canada fulfills all the factors associated with the openness of culture, education budget, low crime rate, peacefulness, warm and multicultural society, etc. I have found that Canada checks all the boxes for me and is the country that fulfills all the boxes. Comparing the possibility of studying in both countries was another factor that influenced my decision to continue my education in Canada rather than in India. Especially considering that if I did not study in Canada, I would lose out on the chance to gain foreign experience, which is not something that can be done in India. In addition, going to school in Canada will make it possible for me to participate in hands-on learning, an aspect of education that is undervalued or ignored in India’s education system since it is heavily predicated on individual achievement. To tackle the problems that the industry will face in the near future, we need practically-minded personnel who have studied in a practically developing environment. This is impossible with the current company structure. As a result, I have the firm conviction that obtaining an education in Canada would accelerate the pace at which I can acquire new knowledge and make me more marketable in the Indian private sector. It will definitely give me an advantage back home, which I need as I move further up the professional curve.

  • Why Niagara College for International Business Management Degree?

By specializing my education in this course, I want to obtain the technical expertise necessary to conduct international commerce and business in a manner that is appropriate for a professional setting. When I was looking into getting the next level of education, I looked through a number of institutions in Canada, but the study plan that was offered at Niagara College was the only one that met all of the requirements I had for a program that focused on foreign studies. The level of understanding that Niagara University has shown for its diverse student body and the academic environment it fosters is unmatched. Because of its superior instructional design and tried-and-true methodology, Niagara College’s staff is among the most in-demand in the nation. These factors contribute to the college’s ability to improve students’ educational experiences by exposing them to more industry-specific training. Market Entry and Distribution, Global Logistics Management, Concepts of International Trade, Applied Research in International Trade Management, International Market Research, Legal Issues of International Trade, and Legal Issues of International Trade are a few topics covered under the umbrella of this curriculum. These topics are the right choice for me regarding my educational objectives so I will be taking advantage of this opportunity. At the end of this study program, I will be able to develop a practical start-up plan that considers the regulations and procedures governing international commerce and the implications these factors have for the performance and profitability of an existing firm. My performance will be enhanced, and I will become a more polished professional as a result of the appropriately directed classroom studies and industrial training that I will get. In the future, I will be managing international commercial contacts. Being accepted into such a prestigious institution like this leaves me feeling completely overjoyed.

  • Family ties

I have my mother, father, and sister in my immediate family. They are my most essential and much-loved family members. Due to the fact that my father runs a family company, I have been strongly encouraged to get specialized training in the administration of multinational businesses. My mother is a homemaker, while my sister works as an accountant and is married. Since I am my parents’ only son, I am the sole person responsible for carrying on the family business. As a result, I am obligated to carry significant obligations on my own shoulders as well. I am compelled to look after my parents as they will become my full duty in the coming years as they become old. I am a person who is both sensitive and responsible, and I have devised a plan to return home as quickly as possible after finishing my education in Canada. This is so that I may look after my parents, my sister, and our family company when my father reaches a particular age. As a result, I do not want to continue living in Canada after a specific point, particularly given the fact that all of my family and friends are located in India rather than in Canada.

  • Financial Details

I come from a financially stable family with substantial financial support in the form of immovable properties valued at CAD 2341677.75. These assets provide solid financial backing. In addition, we have moveable assets with a total value of CAD 131122. Please accept this CA-report as a courtesy reference; it is sent with this letter. My mother and father have made it possible for me to continue my study and live in Canada due to our capability of assets and savings. They also believe that this will be beneficial and lucrative for our company. As a result, the tuition charge of CAD 18475 has already been paid, and CAD 10,000 has been transferred into the GIC account. This document serves as proof that payment was made and is attached for your inspection and consideration.

  • Career Plans

After my degree, I plan to move back to India to achieve both the short and long-term professional objectives I’ve set for myself there by using my international experience and qualifications earned elsewhere. After receiving my degree in Canada, I aim to advance my professional standing by making a significant contribution to the business community in India. After quitting my job and immersing myself in extensive industry training, pursuing my study in International Business Management will assist me in achieving the professional goals I have set for myself. If an Indian company hired me, I could fill roles like International Supply Chain Manager, Business Analyst, Business Development Manager, Research Analyst, and many more. I aim to work with firms like Flipkart, Pepsico, Coca-cola, and others so that I may acquire exposure to outstanding work. On the other hand, after gaining invaluable experience working for Indian corporations with international operations, I plan to enlarge my family’s business and transform it into a financially stable enterprise with a global presence by applying what I’ve learned about contemporary business practices.

  • Conclusion 

I am submitting my application for a study visa in Canada in the hopes that it will enable me to pursue my interest in furthering my education. I have given this matter my full attention and am prepared to comply with all of Canada’s immigration regulations. I have a significant amount of faith in you, and I hope that the sincerity of my application will convince you to grant my request. Please accept my thanks in advance.

Regards,

Sundeep Mehra

+91 XXXXX XXXXX

[email protected]

Final Thoughts

We hope that this explanation letter sample helped you gain a comprehensive understanding of basic LOE writing. If you want help, you can discuss details with Content Euphoria’s professional academic writers about your LOE requirement and get an immaculate LOE written within days.

Frequently Asked Questions:

What are the types of explanation letters?

There are different types of letter of explanation (LoE) for a Canadian visa permit. 

When it comes to a letter of explanation (LoE) for a Canadian visa permit, it can be of different types, including explanations on financial issues, employment gaps, missing documents, a criminal record, travel history, or any other grave problems that have resulted in the rejection of your Visa application.

Remember, the key to success is to draft a clear and concise document that engages the officials with your comprehensive description of the situation – and convinces them of your reasons for explanations. If you are not sure what type of LoE you want, get in touch with our team for assistance.

What are the two main parts of an explanation?

The introduction and the body are two main parts of an LoE. 

These two parts work together to form a comprehensive and engaging explanation that helps the visa officials understand your situation and help them make an informed decision about your visa application. 

Introduction: This is where you provide your contact information, a brief overview of yourself, and explain the letter’s purpose. It is the most crucial part of your LoE and must be impactful enough to provide a comprehensive and engaging explanation.

The body of the explanation letter is the next essential part which addresses each ground of refusal individually and answers them comprehensively as to what happened, why it happened, and your action to help resolve the situation. 

In short, the body of the letter will volume the actual purpose of the letter. Additionally, it also highlights your academic background, professional experience, and reasons for choosing the program.

How do you write an official explanation letter?

Your official explanation letter is a vital document that is written to convince the Canada visa officials of your eligibility to receive a study permit to pursue higher studies in Canada. A clear and concise LoE aids visa officials in understanding your reasons for applying for a particular university in Canada. 

 Follow these steps to write an impactful official letter of explanation:

  • Start by grabbing the reader’s attention by introducing yourself and providing the context for the letter. Explain the reason for writing the letter and what information you are hoping to provide
  • Next, dive into the main body of the content, i.e. providing a complete picture of the situation. Rather than just listing dates and events, try to bring them more facts using sensory details and personal anecdotes

Talk about your educational background, professional experience (if any), reasons for choosing the particular program, the university, future plans, and reasons to return to your country.   

  • Finally, wrap up the document with a strong conclusion that reiterates your key points and expresses your hope that the information you have provided will help the visa application process.

Overall, ensure you maintain a respectful and professional tone throughout the letter while still being engaging and easy to understand. 

What is the purpose of a letter of explanation?

The sole purpose of a letter of explanation is to justify the reasons for the study visa refusal. It helps highlight your intent in-depth, along with providing information about your academic and work history. An impactful LoE offers relevant information about your background, financial situation, and other factors that may be relevant to your visa application.

How do you introduce yourself in a letter of explanation?

The introduction is one of the most important parts of your letter of explanation. It must be written in a way that grabs the attention of visa officials, followed by more information. Start your LoE with a warm greeting or a brief overview of who you are – this helps build a personal touch to your explanation. It is essential to be both professional and maintain an engaging tone.

 Here are a few tips on the same:

  • Start with a warm greeting: begin with a polite and respectful greeting such as “Dear Sir/Madam” or “To Whom It May Concern”.
  • Provide your name and contact information: let the reader know who you are, adding information like address, phone number, and email.
  • Give a brief overview of yourself: Provide an overview of who you are, what you do, and your interests. It will help the reader get a sense of you and what you bring to the table.
  • State the purpose of the letter and why you are writing it
  • Show enthusiasm by letting your personality shine through in your writing and show the reader that you are excited about the opportunity to come to Canada.

In case you are struggling to write your LoE, take help from the LoE samples published on our website.  

 

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