How to reply to a query

Query letters are sent to employees to clarify a situation rather than to discipline them. Consider it in this light.

If you engage in acts of misconduct, insubordination, absenteeism, tardiness at service,  or lack of duty at work, your employer may plan to question you.

A query letter to an employee is not the same as a letter of termination.

If you are working, you should consider learning how to respond to a question letter from your employer in the event that you violate the company’s policies.

Lateness, incompetence, insubordination, or absenteeism can result in your dismissal, but you can save the situation by apologizing for those errors in your reply.

Article Road Map

Steps to reply to a query

1. Understanding the errors

Understanding the point from which you are being queried is the first step in responding to a query.

To begin, pay attention to the message conveyed in the query letter. What exactly is it about?

Is it about something you’re aware of or something you’re not aware of?

Is it deliberate or were you compelled to do it?

Read the query, paying attention to the boss’s language. This will assist you in determining the right way to respond to the query.

This article explains how to respond to a query at work after some kind of wrongdoing at your workplace.

2. Mind your tone

The next move is to think about what you’re going to write. Remember, if you misbehave, your career may be jeopardized.

As a result, you don’t want to use a sound, vocabulary, or description that would give our manager any more reasons to dislike you.

You should ideally write down your points before composing the final draft. For example, when responding to a question about lack of duty, you should consider the circumstances that contributed to the error and how to word your ideas so that the apology is sincere.

3. Be specific

Now it’s your turn to respond. Keep in mind that the letter is for official purposes when responding to a staff query letter.

As a result, instead of using a conversational tone, use a professional one.

In the left margin of the letter, write the contact information for the office to which you are responding.

If you’re learning how to respond to an official query you should be aware that you must specify the subject of the issue you want to discuss in the query.

4. Be apologetic

Start your letter by admitting your wrongdoing. Do not complain whether there is sufficient proof that you were late or away from work.

To stop disagreements with your boss, show recognition of your mistake.

Continue by describing that you did not follow the institution’s rules.

Keep in mind that you ought to get your employer to consider your apologies. As a result, have reasonable justifications for your actions.

In the last line, assure the manager that you will never make the same mistake again.

When responding to a misconduct query, what you have to do is write an apology letter to your boss; you should not refute what you’ve been queried for, but simply accept it and offer an appropriate apology.

5. Be detailed

Be detailed while writing. Don’t include any detail that isn’t absolutely important.

You should keep the detail to a minimum and avoid deviating from the main subject.

It can be long because you are expected to respond to several issues associated with workplace misconduct.

Responses to query, on the other hand, are normally brief and to the point. Often, be grammatically sound and use proper sentence form.

If you write a badly written answer, your manager will not acknowledge your reply.

Example of a query letter response

How to respond to a lateness question letter.

Lateness to work is a misdemeanor that can never be tolerated by a boss.

Missed job costs the business a lot of money. The tasks that you normally do must be left unattended or performed by someone who is unfamiliar with them.

This is why managers are so strict about showing up for work on time but don’t panic if you find yourself in one of these situations.

You will be able to answer admirably to a question letter for wrongdoing if you follow the instructions outlined here.

The Permanent Secretary

Precious oil and gas




Sir, my lateness of 10th May 2020 which is unusual is due to the breakdown of my vehicle at mile 3 junction, ikwerre road at about 7:41 a.m. on my way to the office. All effort to get a mechanic to the place on time proved futile resulting in my reporting late to work after the mechanic finally came about 8:35 a.m. The receipts of the repair charges are affixed for your perusing .(photocopy)

For the record, sir, I am a frequent recipient of the preceding generosity and, as such, would like not to be late.

Yours sincerely,




The most critical thing to keep in mind is to be well-versed in your organization’s rules and regulations. You won’t do something that might be viewed as negligence this way.

Remember that misunderstanding of the regulations is not an excuse.

If you’re still unsure how to respond to a query at work, you can use the example given above as a guide.

However, you should stay out of trouble at work anytime you want. If you receive several question letters, you could be jeopardizing your career.

It’s always a smart idea to demonstrate to your manager that you support the company and can follow the rules and regulations.

If you don’t do this, you’ll get a lot of negative work experiences.

If you find yourself in an unavoidable situation, make sure you speak with your manager as quickly as possible.

They are just humans, and they understand that certain situations demand immediate attention and that others take us off balance.

Please don’t hesitate to share this piece of information if it is useful to you.


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