explanation letter for not wearing uniform

Companies around the globe have strict rules and regulations for the work environment. These are also known as work ethics and all employees are obliged to follow these rules. One of these rules is to wear a proper uniform while working on a job. Usually, when we talk about wearing a uniform, we are talking about blue-collar jobs i.e. manual work. For instance, in a production unit, machine operators wear blue color coats while supervisors wear white color overalls and cleaning staff wears green color coats.

When it comes to corporate jobs i.e. marketing, consulting, counseling, usually firms and corporations don’t ask their employees to wear a particular uniform but there is still a dress code i.e. suit and tie is a must or only wear black shoes, etc. Not wearing a proper uniform might be a serious issue for some supervisors so if an employee is seen without a uniform, he or she might be issued a show-cause warning letter. In return to the letter, the employee writes an explanation letter for not wearing a uniform on the job.

Importance of Explanation Letter for not Wearing Uniform:

Rules and regulations that are created and implemented for the betterment and safety of workers and employees are equal for everyone. It’s not like a lower-level worker can’t enter the office premises if he is not properly dressed while a senior manager can wear whatever he wants. One of the reasons that uniform code or dress code is strictly implemented in the workplace is to keep the environment and atmosphere professional. In many cases, it’s actually a requirement of the compliance auditor that all workers should be wearing specific color coats or overalls so anyone can distinguish between different levels of management.

If you were caught not wearing your uniform on the job, it’s not the matter of life and death. But, strict action might be taken against you to ensure you or anyone else won’t do it again in the future. Once you receive a notice or warning letter from HR or your supervisor asking for explanation of not wearing uniform, you have around 3-5 days to reply to the letter with an explanation letter. This explanation letter is an important part of this whole process because even if you have done something wrong, the employer has no right to terminate you without hearing your side of the story. To tell your side of the story, you write the explanation letter for not wearing uniform. Not only that it allows the other party to understand your situation but in some situations, it can also explain why it wasn’t ideal for you to wear your uniform on a particular occasion or why you should be given another chance.

Key elements of explanation letter for not wearing uniform:

  • Name and details of the recipient
  • Details of the company
  • Date
  • Subject
  • Details of the employee
  • Explanation of the situation
  • Apology for not complying with company regulations
  • Confirming that the mistake won’t happen again
  • Showing obligation to any consequences i.e. fine or penalty

Sample Explanation Letter for not Wearing Uniform


Simon Timothy

Manager HR

ABC Consulting Corporation

Date: 15th December, 2021


Subject: Explanation letter for not wearing uniform


Dear Sir,

I am writing this letter to you for properly explaining myself for not wearing uniform on 12th December, 2021. I received a show-cause notice from my supervisor and I was advised to contact the HR department with a proper explanation letter before any legal action is taken against me.


With all due respect, I would like to point out that this is the first time I have been in such a situation. I have been working at this company for past 3 years and not a single memory clicks when my supervisor had to call me to give me warning for anything. I take work ethics and company rules and regulations very seriously. After all this is where I belong and the company is responsible for providing for my family.


On that particular day when I got off of the subway, it was raining very heavily. I didn’t know it would rain that day so I left my umbrella at home. As soon I was out of the stations, before I could get into the cab, I was completely wet and my clothes were dripping water all over the car seat. The first thing I did after arriving at work is calling my cousin who lives nearby and asking him to bring me a shirt and pant.


I was well aware of the fact that I wasn’t wearing uniform and I tried to dry my clothes by hanging them in the men’s room but it wasn’t enough. In the evening when it was time to sign off, my clothes were still wet and I had to leave them in the rest room for a day or two.


With this letter, I am formally apologizing for my actions and I ensure you that this will never happen again. Please don’t think of this letter as any justification to prove that I had the right to not wear my uniform because of the circumstances but I am just explaining my side of the story and showing my gratitude towards you for letting me explain myself.



Joseph Timber

Junior machine operator

Division II, unit # 5

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