Written explanations at work: an employee's chance to present their side

Workplace relations sometimes give rise to conflict between an employee and employer, or to an employer's suspicion that an employee has committed some kind of violation. In such cases, the employer has the right to require the employee to provide a written explanation of what happened.

More than a formality

Such a request is often treated as a simple bureaucratic step — a document to be filled out to satisfy a formal requirement. In reality, however, the written explanation plays a far more meaningful role. It is a tool that gives the employee a genuine opportunity to describe the situation from their own point of view.

Through a written explanation, an employee can not only set out their own account of events but also directly respond to and push back against accusations made against them. In other words, the explanation serves as a means by which the employee's voice and arguments are recorded and communicated to the employer before any further decisions are made.

For this reason, when faced with a request to provide an explanation, employees should keep in mind that the document is not merely a formality to be completed as quickly and mechanically as possible. It is an opportunity to clearly and substantively present one's position, provide context for what occurred and, where necessary, dispute or clarify the accusations raised by the employer.

The importance of a written explanation is especially significant in cases where the situation is disputed, or where the employee believes the accusations made against them are unfounded or based on incomplete information. Submitting a written explanation allows the employee to add that missing information and present their own perspective before any further decision affecting their interests is taken.