9/09/2025
By Rik W, Training & Advocacy Manager at Offploy
Crafting the perfect disclosure letter can be a crucial step in the job application process for individuals with criminal convictions. Of course there are many advantages to giving your disclosure orally but for many people that is a daunting hurdle they are not ready for.
A well-written disclosure letter can provide context, demonstrate rehabilitation, and reassure potential employers of your participant’s suitability for the role. Here’s a step-by-step formula to create an effective disclosure letter.
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1. Opening Statement
Begin with a positive, concise and respectful opening. Address the letter to the appropriate person, such as the hiring manager or HR representative. Use a professional tone and state the purpose of the letter clearly. You may wish to remind the addressee of the many skills you could bring to the role.
Example:
Dear [Hiring Manager’s Name],
As you will have seen I am applying for [name job role] and have experience in [highlight key experience] and am qualified in [highlight job relevant qualifications]. I am writing to address a matter that I believe is important to discuss as part of my application for the [Job Title] position at [Company Name]. I want to provide full transparency regarding my background.
2. Acknowledgement of the Conviction
List the key elements of the conviction without going into unnecessary detail. Focus on stating the facts concisely, including the nature of the offence, the sentence received and the date it occurred. Don’t forget to include ALL court imposed elements of the sentence, not just the main element such as a prison sentence. You must include any fines, court orders, or registration requirement. Honesty is essential, but there is no need to get into the finer details of the conviction or licence restrictions.
Example:
On [DD/MM/YYYY], I was convicted of [Offence(s)] and received the following sentence [list key elements of the sentence including any relevant orders and other aspects like fines or geographical exclusions]. This was a regrettable incident in my life, and I take full responsibility for my actions.
3. Context and Explanation
Provide context to help the employer understand the circumstances surrounding the conviction. Explain any mitigating factors that led to the offence, but avoid making excuses. This section could be used to show that the incident was an isolated event that you have moved on from.
Example:
At the time, I was facing significant personal challenges, including [briefly describe circumstances, e.g., financial difficulties, health issues]. While these factors do not excuse my actions, they contributed to my poor decision-making.
4. Evidence of Rehabilitation
Demonstrate how you have rehabilitated since the conviction. Highlight any steps you have taken to improve yourself, such as completing relevant courses, obtaining professional qualifications, or engaging in community service. This section should showcase your commitment to personal growth and change.
Example:
Since then, I have taken proactive steps to turn my life around. I have successfully completed [relevant courses or programmes], which have equipped me with [specific skills or knowledge]. Additionally, I have volunteered with [organisation] to give back to the community and demonstrate my commitment to positive change.
5. Reassurance and Suitability
Reassure the employer of your suitability for the role. Emphasise your relevant skills, experience, and positive attributes that make you a strong candidate. Show that you have learned from your past and are now focused on contributing positively to the workplace.
Example:
I believe that my experiences have made me a more resilient and determined individual. My background in [relevant field or experience] has equipped me with the skills and knowledge necessary for the [Job Title] position. I am confident that I can bring valuable contributions to your team at [Company Name].
6. Closing Statement
Conclude the letter with a positive and forward-looking statement. Express your eagerness to discuss your application further and thank the employer for considering your disclosure.
Example:
Thank you for taking the time to read my letter and consider my application. I am eager to discuss how my background, skills, and experiences align with the needs of your team. I appreciate the opportunity to demonstrate my commitment to being a responsible and contributing member of your organisation.
Yours sincerely,
[Your Name]
The perfect disclosure letter is honest, humble, concise, and focused on demonstrating rehabilitation and suitability for the role. By following this formula, you can create a compelling narrative that reassures employers and highlights your participant’s commitment to moving forward positively.
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At Offploy we have created a one-stop Disclosure Toolkit which you can use to work out when a conviction becomes spent, access lots of advice, and will soon include an AI tool to help you and your participants to draft a great disclosure letter.
Why not have a look at www.disclosuretoolkit.org
About the Author
Rik has a combined Honours Degree in Law, and spent much of his career in the RAF as a Personnel Officer. Rik joined Offploy 6 years ago as a volunteer and then a Senior Social Employment Adviser and is now Offploy’s Training & Advocacy Manager. He delivers training all over the country to employers and frontline advisers.
You can contact Rik through Rik@offploy.org