Written explanation at work: a chance to present your side and dispute claims

When a dispute arises at work, or when an employer suspects an employee has committed some kind of violation, the employee is often asked to provide a written explanation of what happened. While this may look like a purely bureaucratic requirement, it actually serves a more meaningful purpose.

A chance to present one's own account

A written explanation gives the employee the opportunity to lay out their own version of events rather than simply accepting the employer's account. This means the employee is not obligated to agree with the accusations brought against them — they can dispute the claims and explain why they believe no violation occurred, or why the situation was different from how the employer perceived it.

More than a formality

This underlines that submitting a written explanation is not a one-sided process in which the employee has no choice but to admit fault. On the contrary, it is a tool for defending one's own interests, ensuring that any decision about an alleged violation takes into account both sides of the story rather than resting solely on the employer's initial assessment of events.