You should refer to the enquiry served against you in the letter. Explain your issue and apologize to your supervisor. Do not try to dispute the questions you've been asked, and avoid using ambiguous wording. Finally, demonstrate that you understood you were mistaken. You can do this by explaining how what you thought was true was actually false, or by referring to other information given in the letter.
For example, if you were asked about previous jobs, you could say "I assumed from reading your email that I needed to provide evidence of my experience, but I believe that as an intern you would only need to show your ability with no specific requirement for work history."
Don't forget to include references to other facts that support your argument.
For example, if they had said in the letter that two out of three employees responded to the inquiry, you could mention in your reply that this shows that most people are confused by the question and therefore it must be difficult for them to answer. Or you could point out that there are more women in IT than expected by simply looking at the workforce statistics provided by companies like Statista. These are just some examples of things you could say in your defense letter.
Of course, you should always remember to be honest and admit when you're wrong. This will reflect well on you and help build your reputation within your supervisor's eyes.
When learning how to respond to an official enquiry letter, it is critical to understand that you must state the topic of the matter you wish to address in the document. Begin your letter by admitting your wrongdoing. Do not dispute if there is sufficient evidence to indicate that you were late or absent from work. Instead, explain what action you will take to prevent this type of incident from happening again.
If you are unable to resolve the issue informally, you may need to use formal charges. Informal charges are used when there is no specific policy or rule that has been broken. For example, if you want to charge someone with insubordination, you would say that they have acted disrespectfully toward their supervisor. Formal charges are used in cases where there is a policy or rule that has been violated. For example, if you want to charge someone with absenteeism, you would say that they are being charged with unjust dismissal because they had been employed for more than one year.
The subject line of your response letter should include the name of the person who issued the inquiry as well as the date. If you fail to do so, the reader cannot tell whether the letter is related to another case. The body of the letter should summarize the issues at hand and outline any possible resolutions. You should also include information about what action you will take based on its outcome.
Your letter should list each item you disagree with, describe the facts, explain why you disagree with the information, and request that the company that provided the material take action to get it deleted or rectified. You should provide a copy of your report with the item(s) in question marked. If possible, include the date that you sent the complaint letter.
You can write your letter by itself or as a part of a larger complaint. For example, if you are writing a letter about an article that appeared in a magazine, you would want to include the issue number where the article was published. You can write one letter for more than one problem page or you can separate them with, for example, a message left on the company's voice mail system.
The best time to send a complaint letter is as soon as you discover the problem. But if you send the letter too late, the person who violated your privacy may have already done so. So even if you send the letter later, please still send it within 30 days.
In your letter, state what section of the Privacy Act has been violated, name the party responsible, and state clearly what actions the recipient should take. Be sure to sign your letter and include your full address & phone number so that the recipient can reply directly to you.
If you send your letter by mail, you will need to include enough copies for all parties involved.