is this correct way to reply to the email of leader who is asking for explanation! good evening sir,

Question

Thank you for your email. I apologize for not responding to your previous calls. I have been experiencing phone issues that prevented me from making or receiving calls, but I'm happy to report that the issue has now been resolved.

Regarding the medical documents, I want to clarify that the sector hospital does not provide those specific documents as I have told you before.

Thank you for your understanding.

Best regards,
Rebecca

Answer 1

Your email is generally polite and communicates the necessary points. However, there are a few adjustments you could make for clarity and professionalism. Here’s a revised version:

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Subject: Re: Explanation Request

Good evening [Leader's Name],

Thank you for your email. I apologize for missing your previous calls; I was experiencing some phone issues that have since been resolved.

Regarding the medical documents, I would like to clarify that the sector hospital does not provide those specific documents, as I mentioned previously.

Thank you for your understanding.

Best regards,
Rebecca

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Key Changes:

1. Subject Line: Adding a subject line makes it easy for the recipient to identify the purpose of your email.
2. Personal Touch: Including the leader's name can create a warmer tone.
3. Clarity and Precision: Slight rephrasing for clarity.
4. Professional Tone: The slight adjustments enhance professionalism while maintaining a courteous tone.