The Explanation Letter To Employee is a crucial document in German employment relationships, used when formal written communication is necessary or legally required. It serves multiple purposes, from clarifying workplace policies to responding to employee inquiries or documenting important changes in employment terms. Under German labor law, certain communications must be provided in writing, making this document essential for legal compliance. The letter must adhere to specific requirements under the German Civil Code (BGB), the Documentation Act (Nachweisgesetz), and other relevant employment regulations. It's particularly important in situations requiring clear documentation of employer communications, such as responses to employee grievances, explanations of policy changes, or clarifications of employment terms. The document should be drafted with consideration of potential works council involvement and data protection requirements under GDPR and the Federal Data Protection Act (BDSG).

1. Letter Header: Company letterhead, date, and formal addressing of the employee including their full name and address

2. Subject Line: Clear, specific subject line indicating the purpose of the explanation

3. Opening Context: Brief introduction referring to relevant previous communications or events that necessitate this explanation

4. Main Explanation: Detailed explanation of the matter at hand, presented in clear, factual terms

5. Legal Basis: Reference to relevant legal provisions or company policies that support the explanation

6. Practical Implications: Clear explanation of what this means for the employee in practical terms

7. Next Steps: Information about any actions required from the employee or timeline of implementation

8. Closing: Professional closing including contact information for questions and formal signature block