How To Reply a Query Letter for Unprofessional Conduct in an Office

As a worker in an organization, there are instances where your action and inactions can land you into being query by your immediate supervisor or employer. Many people find it difficult to reply to a query at the workplace due to some reasons only known to them.

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For the past, we’ve come in contact with many employees/workers who always find themselves wanted whenever they are being queried at the workplace. Recently, a friend of mine was query by his employer regarding his unprofessional conduct.

This employee left the post without any reason and due to that, management is requesting him to submit a response regarding his conduct. Now, to cut the matter short, the worker is looking into how to write a formal response to the query and have asked us to help him do that because he has never written a query response letter before.  As a matter of fact, we have made it an honor to write an open response to this query because who knows, you might also find yourself in a similar situation.

In this post, we are going to look at how to write a response to a query and also look at a sample of the query letters and how to respond to that query.

In responding to a query, try to understand the message communicated in the query letter and also know why you’re being queried. Do not start writing the response without a rough sketch of what you are going to write

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Another thing you should bear in mind is that your response is for official purposes and for that matter you have to Make sure to use a formal letter style of writing.

When writing the response, you can refer to the query date and then acknowledging your misconduct.

Go straight to the point. Do not add unnecessary information to the query response and also assure whoever you are responding to that you will not repeat that conduct again.

Example of a query letter from G.E.S

You are requested as a matter of urgency to explain in writing to management why disciplinary action should not be taken against you for absenting yourself from school from 7th to 18th October 2019.

It is sad to note that, at the time the Directorate is struggling to ensure the take-off of the New Standardised based Curriculum, teachers could leave the classroom thereby leaving children to their fate for a week without recourse to management.

Management is unaware of your where about in the municipality.

Please submit your response to the Directorate on or before Wednesday, 23/10/2019 in your own interest.


Response to the Query

The Municipal/District Education Office

P. O. Box xxx

Name of District/Town

Dear Sir,


I refer to the query directed to me on the 18th of October 2019 on the above subject matter. My absence from the workplace which is unusual was due to my involvement in the just-ended National Identification exercise.

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It wasn’t my intention to leave the workplace without following the due process guiding the conduct of the profession. But just to mention so, I have verbally informed my immediate supervisor and asked for permission to do so.

I admitted I’ve made a mistake of not putting the request in writing but as a worker under your outfit, I promised never to repeat this action of mine again.

Thank You.

Yours faithfully,

Your Signature

Your Name

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