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Explanation Letter for Late Submission – 8+ Sample Letters

For a lot of people, deadlines are a part of the daily work. Now, sometimes you won’t be able to keep a deadline for whichever reason. Some people have to submit reports in a timely manner, others need to be very precise when handing in their time sheets. Or maybe you’re a bit late with your thesis? Not to worry. We have made a few examples here on the site for you to draw inspiration from. And we mean – draw inspiration – these are not the holy grail of late submission letters, but should be viewed as something to get you going.

We always advise that people take the time and write their own letter since this will always be sincerer. However, sometimes it can be a little hard to get off to a running start, so to help out a bit, we have provided you with a couple of our thoughts when making a good apology letter. Feel free to browse through, and find the one that suits you.

For Late Submission of Reports

Dear [Recipients name / Sir]

I apologize for my late submission of my report regarding [Subject], that you were supposed to have on [00 / 00 / 0000].

I understand that this causes an inconvenience in your work, since others may be dependent on my reports.

I have taken action to make sure that I will uphold my future deadlines, so this will not be a recurring event.

With my sincerest apology, and best regards;

[Name]


For Late Submission of Bills

Dear [Recipients name / Sir]

I apologize for my late payment of the bills regarding [expense], that you were supposed to have on [00 / 00 / 0000].

I ran into some unexpected issues with the payment, in form of [cause for delay].

I understand that this has consequences for the company, and I want you to know, that I have taken action to make sure that this will not happen again.

With my sincerest apology, and best regards;

[Name]


For Late Submission of Invoice

Dear [Recipients name / Sir]

You were supposed to have received my invoice regarding [Subject]. I apologize that this was untimely. I understand that you were supposed to have the invoice on [00 / 00 / 0000].

The delay was caused by an unforeseen event, in the shape of [cause for delay]. I want you to know that I understand that this is a big inconvenience for you and the company, and I have [Action taken] to make sure that these issues will not happen again.

In hopes of your understanding and with best regards,

[Name]


For Late Submission of Assignment

Dear [Sir / Madam]

I would like to apologize for the delay of my assignment regarding [Subject]. I hope that it is not too late to submit it.

I understand that this is a big inconvenience for you, and I did not mean be the cause of having to alter your schedule. In this case the delay was caused by [cause of delay], and by [action taken] I have made sure that these delayed submissions won’t happen again.

Please accept my apologies.

With best regards,

[Name]


For Late Submission of Daily Time Record

Dear [Recipient]

I wish to apologize for being late on my submissions of my daily time records. I know that this is an inconvenience for you and that it puts extra strain on the company.

I meant no harm, and I have asked friends to remind me so that this will not happen again.

With my apologies and regards,

[Name]


For Late Submission of Permit to Study

Dear [Name]

I hereby send you my sincerest apologies for being late with my permit to study. I know that you were supposed to have it by [00 / 00 / 0000], and I understand that this causes an inconvenience at your office.

There were some issues regarding [Cause of Delay].

I hope that it is not yet too late to submit my permit since it is a dream of mine to study at [Name of institution].

Please accept my deepest apologies.

With best regards,

[name]


For Late submission of Thesis

Dear [Sir / Madam]

I apologize for the late submission of my thesis regarding [Subject].

I had the unfortunate pleasure of experiencing some [cause for delay].

I know that this will now require extra resources to review, because of my late submission. I hope that it is not yet too late to get my thesis reviewed.

I have spent a lot of time writing this, in order to make it reflect my skills to the best of my ability, and I, therefore, hope that you will find it of great value nonetheless.

With my apologies,

[Name]


For Late Submission of Documents

Dear [Sir / Madam]

You were supposed to receive some documents regarding [Subject] on [00 / 00 / 0000]. I wish to apologize for my late submission of the documents, due to [Cause of delay].

I know that this puts further strain on the company, and that extra resources now will have to be spent in order to review them. I hope, however, that I haven’t caused too much of an inconvenience, and that my apology will be accepted

With kind regards

[Name]


Basic Tips for Writing an Explanation Letter

When making an explanation letter for late submission, it’s always a good idea to acknowledge the fact that your tardiness has in some degree caused inconvenience to the recipient – after all, this is why you’re writing the letter in the first place. Now, the way we advise people to do it is in 3 simple steps:
  • Apologize for the late submission. If you can, write when the work should have been submitted. This shows that you understand the consequences of your late submission.
  • Show understanding. When someone opens a letter, explaining a late submission, the first thing that goes through their mind is always the consequence of their work. Showing that you understand this, will make you appear more sincere and thoughtful.
  • Show correction. Find a specific way that you have improved, in order to make sure that you won’t be late again. If this means that you have a family member pick you up for work, a co-worker that helps you punch out or whatever.

Now, these letters are only examples, and should not be used without adjustment. We have tried to cover as many different submission letters as we could, but it will never be a 100% fit for your company or your situation. Feel free to adjust them, because after all – the sincerest apology will always be the one that comes from yourself. These letters are meant to provide you with some inspiration, not to be copy-pasted and shipped!

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